Hi Julie, here's a rundown of the system. Firstly you only need a standard operating procedure, which must include a JSA for work that is hazardous. Since hazards change, you don't want to update your procedures all the time, you only need to perform a JSA.
Secondly, the process of changing company systems is the resonsibility of your Quality Dept and they should be managing it. The easiest and best way to do this is to check with the Quality Manager to see if a Document Change Procedure (or similar) exist, and if so, take a look at how easy it will be to follow. What MUST be done first is to look at the who the reviewers are and what their interest would be (don't send a SOP for review by the bussiness delopment manager!). For work and HSE purposes, that should be the site/shop manager (who must discuss the procedure with his team and get their buy-in!). The site/shop manager and the team should write the steps of the procedure, and only records that are required to audit the SOP should be included.
Thirdly, for the Document Change Procedure, the fist sign-off is by the site/shop manager once he/she is happy with it.
Fourthly, YOU are responsible for making sure that the SOP adequately addresses HSE (like a JSA/Permit and their review cycles). If you're happy that HSE has been covered, then you are the second sign-off. Your sign-off will require you to talk to the site/shop manager and his/her staff to make sure that the SOP consultation was followed and everyone's happy.
Fithly, the Quality manager checks that the change procedure was correctly followed and then sign off. No further reviewers are required, since you must have confidence that your management and staff are competent to do their work or is properly supervised.
Once the quality manager has signed-off, you issue the procedure for execution/implementation, to the site/shop manager, with copies to (only) the interested stakeholders, for information.
ALSO, remember that the quality manager is the gatekeeper of all systems (plans, processes, procedures, standard forms, etc.), so it is very important that the quality manager consults other managers to determine who the responsible reviewers should be, and that the Document Change Procedure delivers only what is necessary (which can include different reviewers for different procedures)! The SOPs and the DCP is are not sales documents and must not include ANY frills or nice-to-haves. Always ask yourself how you can audit some step or requirement in the SOP, and if you cannot audit it, leave it out because it's not required.
The MOST important cogs in this machine, are the people who have to execute the SOP, and that they are happy with it, otherwise the human condition kicks in and the shortcuts start.
Another guideline which is good industry practice, is to define the roles and responsibilities for the site/shop manager, supervisors/foremen and the person doing the job (in an appendix). Now, don't confuse JSAs with the SOPs, the R&R should not take into account every person that might have to use the SOP, only that HSE and primary tasks are addressed.
Hope that helps.