1: Introduction

1.1 Policy Overview
Redcone Recruitment Limited recognises that effective change management is critical to ensuring the integrity, continuity, and compliance of its operations. This Change Management Policy outlines the structured approach by which Redcone assesses, authorises, communicates, implements, and reviews changes to operational processes, systems, documents, personnel roles, services, and physical or digital infrastructure.

1.2 Compliance Alignment
This policy ensures that changes are implemented in a controlled, documented, and risk-assessed manner, in accordance with:

• ISO 9001:2015 Clause 6.3 (Planning of Changes)

• NHSS 12A/B and 12D requirements for controlled quality and competency during service modification

• CDM 2015, HSE guidance, and other applicable legislation

2: Purpose

2.1 Objectives of the Change Management Policy
This policy aims to:

• Maintain service quality, safety, and compliance during changes

• Ensure all changes are risk-assessed, planned, and authorised

• Prevent unauthorised, undocumented, or unsafe changes

• Ensure traceability and accountability throughout the change lifecycle

• Communicate changes clearly to all affected personnel and stakeholders

3: Scope

3.1 Applicability
This policy applies to all operational, technical, administrative, health and safety, environmental, and quality-related changes across Redcone Recruitment Limited. It covers:

• Operational procedures and RAMS

• Organisational structure, personnel roles, and subcontractor changes

• Traffic management methods (including NHSS 12A/B and 12D activities)

• Systems, software, digital tools, portals

• Equipment, fleet, and PPE specifications

• Training standards, competency frameworks, and skills matrices

• Legislative or regulatory updates impacting compliance

3.2 Exclusions
Routine updates with no operational or safety impact may be processed via standard document revision (see Document Control Procedure). These must still be logged and reviewed.

4: Definitions

4.1 Change – Any alteration that affects the way Redcone operates, delivers services, manages safety, or complies with standards.
4.2 Change Request (CR) – A formal submission proposing a change, logged in the change register.
4.3 Change Impact Assessment (CIA) – A documented review of potential impacts, risks, and mitigations.
4.4 Emergency Change – A critical change that must be implemented immediately due to safety, legal, or operational threats.
4.5 Authorised Approver – A designated manager, director, or responsible person with authority to approve changes.

5: Roles and Responsibilities

5.1 Senior Management

• Provide leadership and approval for major changes

• Review post-implementation evaluations for high-impact changes

5.2 Quality Manager

• Oversees change control system

• Ensures compliance with ISO 9001, NHSS 12 standards

• Maintains Change Register

• Coordinates Change Impact Assessments

5.3 Change Initiator (Any Employee)

• Identifies the need for change

• Completes and submits a Change Request

5.4 Change Approver (SMEs, Ops Leads, HSEQ)

• Assesses, challenges, and authorises the proposed change

• Ensures alignment with safety and regulatory requirements

5.5 All Staff

• Must not implement changes without approval

• Must attend training or briefings related to approved changes

6: Change Management Process

6.1 Initiation of Change

• Identified by incident, audit, customer feedback, performance issue, or improvement opportunity

• Change Request submitted in writing using the official form (via Redcone Portal)

• Logged in the Change Register (Portal + SharePoint)

6.2 Change Impact Assessment (CIA)

• Conducted by the Quality Manager with support from HSEQ and relevant SME

• Assessment includes:

  • Impact on health & safety (aligned with NHSS 12 RAMS)

  • Legal, environmental, and operational impact

  • Resource and training requirements

  • Stakeholder and client implications

  • Compatibility with current systems, QMS, and procedures

  • Timeline and urgency (routine vs emergency)

6.3 Approval and Planning

• Change Approver reviews CIA and authorises or rejects proposal

• For major changes, Senior Management approval required

• Implementation plan prepared, including:

  • Tasks and responsibilities

  • Communications strategy

  • Training and document updates

  • Risk controls and contingency planning

6.4 Implementation

• Change executed per approved plan

• RAMS and COSHH documents updated if necessary

• Updated procedures uploaded to the Redcone portal and SharePoint

• Change communicated via toolbox talks, training sessions, or bulletins

6.5 Post-Implementation Review

• Quality Manager and stakeholders evaluate change effectiveness

• Lessons learned captured

• Residual risks reviewed

• Register updated with review outcome and close date

7: Emergency Changes

7.1 Criteria for Emergency Changes
A change may be classified as emergency if it addresses:

• A direct threat to health and safety

• Imminent legal non-compliance

• Major client or operational disruption

• Equipment failure or critical IT/system malfunction

7.2 Procedure

• Bypasses formal review due to urgency but still logged in Change Register

• Retrospective CIA and approval completed within 48 hours

• Communication to affected staff must be immediate

8: Document Control and Integration

8.1 Controlled Documentation

• Changes affecting QMS documents, RAMS, COSHH, policies or NHSS processes trigger mandatory document revision

• Version control and distribution handled under Document Control Procedure

• All finalised changes must be reflected in operational documents, accessible via the Redcone portal and SharePoint

9: Training and Awareness

• Staff must receive appropriate training before being affected by any approved change

• Training may include e-learning, briefings, toolbox talks, and assessment where required

• Records of training maintained in compliance with NHSS 12C/C1 and ISO 9001 Clause 7.2

10: Monitoring and Audit

10.1 Change Register Monitoring

• All changes logged, monitored, and reviewed quarterly

• Reviewed during internal audits and management reviews

10.2 Key Performance Indicators (KPIs)

• % of changes implemented on time

• % of post-implementation reviews completed

• Number of emergency changes

• Instances of unauthorised or undocumented changes

11: Policy Review

11.1 Review Frequency
This policy will be reviewed every two years or when:

• NHSS or ISO standards change

• Significant changes are made to systems or operations

• An audit, incident, or client request identifies improvement needs

11.2 Responsibility
The Quality Manager, in collaboration with Senior Management and operational leads, is responsible for the review.

12: Legal and Standards Alignment

This policy complies with:

• ISO 9001:2015 Clause 6.3

• NHSS 12A/B & 12D – planning and documentation of operational change

• Construction (Design and Management) Regulations 2015 (CDM 2015)

• Health and Safety at Work Act 1974