EPD 0014
MANAGING CONFIGURATION CHANGE Version 2.1
Issued February 2010
Owner: Manager, Engineering Standards and Configuration
Approved
by: Jagath Peiris
Manager
Engineering Standards and
Configuration
Authorised
by:
Jim Modrouvanos
General Manager Chief Engineers Division
Disclaimer
This document was prepared for use on the RailCorp Network only.
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Engineering Procedure
Engineering Procedure
Design
RailCorp Engineering Procedure — Design
Managing configuration change
EPD 0014
Document control
Revision
Date
Summary of change
1.0
First issue
1.1
Section numbering updated, Reference corrections and document
control page added.
1.2
August 2005
Replace reference from RIC to RailCorp
2.0
March 2009
Numerous as contained in v2.0 summary of changes table
2.1 draft A
November 2009
Application of current template as per TMA 400 and rewording to
reflect the July 2009 RailCorp reorganisation
Contents
1 Introduction........................................................................................................................................3
2 Scope..................................................................................................................................................3
3 Referenced documents.....................................................................................................................3
4 Definitions and terms........................................................................................................................3
5 Requirements ....................................................................................................................................3
5.1 Key requirements ......................................................................................................................3
5.2 Documentation requirements....................................................................................................4
5.3 Processing and approval of configuration changes ..................................................................4
6 Responsibilities.................................................................................................................................5
6.1 Stakeholders .............................................................................................................................5
6.2 Configuration Control Boards....................................................................................................5
6.3 Chief engineers .........................................................................................................................6
6.4 Design staff ...............................................................................................................................6
6.5 Change sponsors ......................................................................................................................6
6.6 Project managers ......................................................................................................................7
Appendix - configuration control procedure for design changes.....................................................8
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RailCorp Engineering Procedure — Design
Managing configuration change
1
EPD 0014
Introduction
It is imperative that RailCorp keeps an accurate record of the functional and physical
characteristics of its assets at all times to ensure the safe and efficient operation and
integrity of the rail network.
Configuration management (CM) is the process through which RailCorp ensures that
changes to its asset configuration are managed and its design records accurately reflect
its built environment, rolling stock and the rail network.
Changes to approved configuration shall be managed to ensure all configuration data
affected by any change is captured and stored. Management of this information through a
CM process is a key element of the design control element of RailCorp accreditation
under AS/NZS ISO 9001:2000 and Independent Transport Safety and Reliability
Regulator (ITSRR) accreditation under the Rail Safety Act 2008.
2
Scope
This procedure is based on requirements in RailCorp CM documents listed in referenced
documents below and applies to design activities when modifying the approved
configuration through introduction of new or altered assets, by changing existing
standards or introducing new standards that affect the design, operation and
maintenance of RailCorp assets.
3
Referenced documents
NSW Rail Safety Act 2008
AS/NZS ISO 9001:2000: Quality management systems—Requirements
Whilst the below documents are not referenced in this procedure it has been developed
using these as references:
NSW Occupational Health and Safety Regulation 2001
AS ISO 10007–2003: Quality management systems—Guidelines for configuration
management
RailCorp SMS-09-SR-0151 Configuration Management
RailCorp Asset Management Group Configuration Management Plan
RailCorp Engineering Standards and Services Configuration Management Plan
4
Definitions and terms
Refer to the glossary in EPD 0001 for definitions and terms used in this procedure.
5
Requirements
5.1
Key requirements
Configuration documents are to be maintained for all RailCorp assets. These documents
are to clearly and unambiguously define the approved configuration of the infrastructure
and rolling stock at any given time.
Following the implementation of a change to the approved configuration, master copies of
all configuration documents shall be incorporated into the relevant RailCorp CM
databases. This is essential to be able to establish traceability to the approved
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EPD 0014
configuration at any time, that is to determine what changes have been made and why,
for maintenance support purposes and to provide an accurate configuration baseline to
support future changes.
Key requirements of this procedure are:• master configuration data and records affected by a design shall be identified and
recorded on the project configuration change plan (CCP)
• master configuration data and records affected by the implementation of the change
shall be amended and updated in a timely manner and as-built documents shall be
completed and lodged in appropriate approved RailCorp repositories prior to project
closure.
Configuration records that form the basis of approval of each interim design stage
submission as described in Section 5.3 should be lodged in appropriate approved
RailCorp repositories within 21 days following the approval by the relevant Configuration
Control Board (CCB).
Requirements and standards for the preparation and control of configuration documents
and associated design records are specified in EPD 0017.
5.2
Documentation requirements
Minimum documentation that must be established in a configuration change is:
• engineering specification that provides the performance criteria and requirements
for the design
• as-built drawings including CAD files that define the physical and functional
characteristics of the asset as constructed
• equipment lists that detail information on major items such as signals, turnouts and
point machines. Details to be recorded in the equipment list include part and model
number, manufacturer (as distinct from supplier) and leading characteristics of each
item that form part of the approved design
• design files and records that support the accepted design including design
assumptions and calculations, standards, simulation and modelling results, failure
modes effects and criticality analyses, validation (including type-test) and
commissioning plans and test results. They also include other information relevant to
design decisions such as hazard and risk analyses, records of technical/design
reviews and specific reports prepared as part of the project
• derived documents that provide support and guidance during the asset utilisation
phase such as technical maintenance plans, operating and maintenance schedules,
servicing schedules and checklists and spares catalogues.
5.3
Processing and approval of configuration changes
The configuration control process for design changes is depicted in the flowchart in the
appendix.
The change sponsor shall be responsible for obtaining the business approval for the
change and for securing funding and allocation of a project manager for the project. The
change sponsor is the staff member with the primary responsibility for implementing the
change and is the owner of the change.
The project manager shall submit a configuration change request (CCR) to the relevant
CCB in two distinct stages as described below during the design phase. Approval of the
CCR at each stage establishes a baseline for the subsequent stage. The stages are:
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Managing configuration change
EPD 0014
• concept design stage submission to demonstrate that the concept design will
achieve the functional specification and the impacts on safety, reliability, costeffectiveness and asset performance have been resolved. When approved,
configuration documents that constitute the approved concept design become the
“reference design” for developing the detailed design for the change. This submission
is optional and at the discretion of the change sponsor may be avoided if the project
risks due to a CCB rejection at the next CCR submission stage is insignificant.
• for construction stage submission to demonstrate that the detail design and
proposed construction would achieve the approved concept design and functional
specification and the impacts on safety, reliability, cost effectiveness and asset
performance including its constructability, maintainability and operability have been
resolved. Design approval and acceptance are pre-requisites for obtaining approval
for this stage. Configuration documents that form the basis of CCB approval for this
stage establish the for construction configuration baseline for the project.
Following the implementation of the change, all configuration data and records identified
in the CCP shall be updated or amended as required to reflect the changes made by the
project and project data and records shall be incorporated in relevant RailCorp databases
including lodgement of as-built drawings for the project in the Plan Room or another
approved repository to establish the new master configuration record (as-built baseline).
This requirement shall be fulfilled prior to the project closure.
6
Responsibilities
6.1
Stakeholders
There are two categories of stakeholders:
• primary — the top-level stakeholders in areas that may be affected by change
• secondary — make recommendations to primary stakeholders on the acceptability of
proposed changes.
All stakeholders:
• review design proposals and provide comments on impacts the change will have on
assets and operations under their control
• assess how impacts of change on the assets or operations in their individual areas of
responsibility have been addressed in the designs and recommend no objection,
approval or rejection of CCRs.
CCR submissions shall be reviewed by stakeholders to ensure that proposed changes do
not pose unacceptable risks on safety, reliability, availability, capacity and capability
within their areas of responsibility. This review process shall be undertaken separately to
the design review process.
6.2
Configuration Control Boards
CCBs review CCRs and determine whether due process has been followed. CCBs also
determine whether all relevant stakeholders have been consulted, impacts of change
have been adequately assessed and stakeholder issues have been addressed and
closed.
CCB decisions constitute acceptance of proposed changes as meeting the business
needs of RailCorp and do not involve the exercise of Engineering Authority. Certification
of the technical integrity of the proposal by a person with Engineering Authority is a
prerequisite to, or a condition of, the implementation approval provided by the CCB.
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After consideration of a CCR the relevant CCB will either:
• grant permission for the proposed change to proceed, with or without conditions
• recommend that the proposed change be revised and resubmitted
• reject the proposed change.
6.3
Chief engineers
Chief engineers are primary stakeholders for design related CCRs.
Chief engineers shall ensure that development and amendment of RailCorp engineering
standards are managed in accordance with this procedure.
6.4
Design staff
Design staff shall be responsible for:
• preparing and approving design solutions
• identifying existing design documents that need amendment following the
implementation of proposed change
• closing design issues raised by stakeholders during the configuration control
procedure
• issuing approved for construction drawings
• updating design documents during implementation stage when alterations are
required
• upon receiving field data, preparing as-built documents including changes to design
configuration records identified in the project configuration change plan.
6.5
Change sponsors
Change sponsors shall be responsible for:
• initiating and sponsoring change
• obtaining business approval for change and securing of funding
• ensuring that functional requirements are fully and clearly defined
• ensuring that impacted areas, stakeholders and interfaces identified
• appointing a project manger to manage the change project
• ensuring a CCP is prepared and implemented for the proposed configuration change
• ensuring due process has been followed when making submissions to CCBs
• ensuring the project documents and all other identified configuration documents are
updated for as-built configuration as per the project configuration change plan
• ensuring that complementary changes such as revised maintenance requirements and
training are implemented in conjunction with the change
• ensuring a physical configuration audit (PCA) is completed to verify as-built
documents prior to project conclusion and CCR closure.
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Managing configuration change
6.6
EPD 0014
Project managers
Project managers shall be responsible for:
• preparing and implementing project CCPs
• identifying project interfaces, consulting with stakeholders and incorporating their
requirements in design briefs
• confirming design scope
• consulting stakeholders on design options and managing stakeholder issues and
concerns during design development phase
• raising CCRs and making submissions to CCBs
• lodging configuration records in approved RailCorp repositories after each CCB
approval
• ensuring agreement on the timing of change
• obtaining approval of design variations that become necessary during construction
• abiding by conditions of change approval when implementing configuration change
• obtaining field data and arranging the updating of all configuration data and records
identified in the CCP to reflect the changes made by the project and updating of
project data and records to as-built
• updating of relevant RailCorp databases and lodgement of as-built drawings for the
project in the Plan Room and other approved repositories
• closing implementation CCR for the project following the establishment of the new
master configuration record (as-built baseline).
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RailCorp Engineering Procedure — Design
Managing configuration change
EPD 0014
Appendix - configuration control procedure for design changes
Existing Master
Configuration
Record
(existing baseline)
Design change request
by Change Sponsor
Concept design
development
Y
Revise proposal
PM raises CCR
N
Stakeholder consultation
CCB approval of
reference design
N
Close Concept CCR
Y
Develop design to AFC
stage
PM raises CCR
Amend design
Stakeholder consultation
Y
CCB approval of
AFC design
Y
N
Revise proposal
N
Implement change
As-built
Configuration record
(new baseline)
Physical configuration
audit by Change
Sponsor
Formal acceptance of
asset by change sponsor
Close Implementation
CCR
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