Product Overview

Summary: This Design and Planning for Modifications Safe Operating Procedure provides a structured, WHS-led approach to planning changes to plant, equipment, processes, or facilities. It ensures every modification is risk-assessed, documented, and approved before implementation, helping Australian businesses control safety, quality, and compliance impacts from the outset.

Uncontrolled modifications to plant, equipment, layouts, and processes are a common root cause of serious incidents and regulatory non-compliance. This Design and Planning for Modifications SOP establishes a clear, repeatable process for assessing and approving changes before they are made. It embeds WHS risk management into the design phase, ensuring that safety, operational efficiency, and regulatory obligations are considered together rather than as an afterthought.

Tailored for Australian workplaces, the procedure guides users through defining the scope of a proposed modification, consulting affected workers, conducting formal risk assessments, and documenting design decisions. It supports compliance with WHS legislation and the principle of ‘safe design’, helping duty holders demonstrate that reasonably practicable steps were taken to eliminate or minimise risk. By standardising how modifications are proposed, reviewed, approved, and handed over, the SOP reduces the likelihood of ad-hoc changes, undocumented alterations, incompatible equipment, and unexpected downtime.

Whether you are altering a production line, changing building layouts, upgrading plant, or implementing new technology, this SOP provides a governance framework that links engineering, WHS, and operational teams. The result is safer, more predictable modifications, stronger audit trails, and greater confidence that changes will support—not undermine—your long-term safety and business objectives.

Key Benefits

• Embed WHS risk management into every design and modification decision from the outset.
• Reduce the likelihood of incidents, near misses, and costly rework caused by poorly planned changes.
• Standardise the way modifications are requested, evaluated, approved, and documented across the organisation.
• Demonstrate compliance with Australian WHS legislation and safe design principles during audits and regulator enquiries.
• Improve communication and collaboration between engineering, operations, and WHS teams during change projects.

Who is this for?

• Directors and Officers (PCBU Representatives)
• Engineering Managers
• Project Managers
• WHS Managers and Advisors
• Maintenance Managers
• Facilities Managers
• Design Engineers
• Production and Operations Managers
• Site Supervisors
• Change Control Coordinators

Hazards Addressed

• Uncontrolled changes to plant or processes leading to new or increased safety risks
• Introduction of pinch points, crush zones, or fall hazards through layout changes
• Electrical, mechanical, or pressure system failures due to incompatible modifications
• Ergonomic and manual handling risks introduced by altered workstations or workflows
• Fire and explosion risks arising from changes to materials, ventilation, or energy sources
• Inadequate guarding or isolation following equipment upgrades or modifications
• Reduced effectiveness of existing emergency systems (eg egress, alarms, fire systems) after layout changes
• Loss of critical safety functions due to software or control system changes
• Exposure to hazardous chemicals or substances through new or modified processes

Included Sections

• 1.0 Purpose and Scope
• 2.0 Definitions and Key Terms (Modifications, Plant, Safe Design, PCBU)
• 3.0 Roles and Responsibilities
• 4.0 Triggers for the Design and Planning for Modifications Process
• 5.0 Modification Request and Initial Screening
• 6.0 Planning and Scoping of Proposed Modifications
• 7.0 WHS Risk Assessment and Safe Design Review
• 8.0 Consultation with Workers and Stakeholders
• 9.0 Regulatory, Standards and Compliance Checks
• 10.0 Design Development, Review and Verification
• 11.0 Approval Workflow and Authority Levels
• 12.0 Documentation, Drawings and Change Control Records
• 13.0 Pre-Implementation Planning and Integration with Existing Systems
• 14.0 Handover, Training and Communication Requirements
• 15.0 Post-Implementation Review and Validation of Controls
• 16.0 Management of Temporary Modifications and Trials
• 17.0 Recordkeeping, Version Control and Audit Requirements
• 18.0 Continuous Improvement and Lessons Learned
• Appendix A – Example Modification Request and Approval Form
• Appendix B – Design and Modification Risk Assessment Template
• Appendix C – Pre-Implementation Checklist for Modifications
• Appendix D – Consultation and Communication Log Template

Legislation & References

• Work Health and Safety Act 2011 (Cth and relevant state/territory equivalents)
• Work Health and Safety Regulation 2011 (Cth and relevant state/territory equivalents)
• Safe Work Australia – Code of Practice: Safe Design of Structures
• Safe Work Australia – Code of Practice: Managing Risks of Plant in the Workplace
• Safe Work Australia – Code of Practice: How to Manage Work Health and Safety Risks
• AS/NZS ISO 31000:2018 Risk management – Guidelines
• AS/NZS 4024 series: Safety of machinery (where plant and machinery are modified)
• AS ISO 45001:2018 Occupational health and safety management systems – Requirements with guidance for use