Change Control Process

Version: 1.0 Date: 04/05/2008 Author: Declan Chellar

Contents

0. Document Control..............................................................3
0.1. Document Revision Chart...................................................................3 0.2. Changes since last sign-off................................................................3 0.3. References..........................................................................................3 0.4. Glossary and Acronyms......................................................................4

1. Introduction.......................................................................5
1.1. Document Purpose.............................................................................5 1.2. Document Scope................................................................................5 1.3. Assumptions........................................................................................ 5 1.4. Risks.................................................................................................... 5 1.5. Constraints/Dependencies.................................................................5

2. The Process......................................................................6
2.1. Introduction.........................................................................................6 2.2. Roles...................................................................................................6 2.3. Change Request/Proposal Statuses..................................................6 2.4. Pre-conditions.....................................................................................7 2.5. Tasks................................................................................................... 7 2.6. Post-conditions.................................................................................... 8

Change Control Process

2.7. Business Rules...................................................................................8
2.7.1. A CR may be cancelled at the Requestors request at any point up to the baselining of the changed product(s)......................................................................8 2.7.2. The Change Control Status Report will be issued at the end of each calendar month.......................................................................................................8 2.7.3. If the Severity is not Critical, Urgency may not equal Yes. .....................8

2.8. Change Control Process Flow............................................................9 2.9. CR Cancellation Flow.......................................................................10

3. Appendices.....................................................................11
3.1. Appendix A CR Attributes..............................................................11 3.2. Appendix B Severity Table............................................................12

4. Sign-Off...........................................................................13

Page 2 of 15

Change Control Process

0. Document Control
0.1. Document Revision Chart

The following table lists the revisions made to this document tracked by specification version. Use this to describe the changes and additions each time this document is re-published (both draft and final). The description should include as many details of the changes as possible. #.# Section Modified and Revision Description Date Author

0.2. Changes since last sign-off

The following table summarizes each change since the document was last signed off. Section Change Reason

0.3. References
The following table summarizes each change since the document was last signed off. Ref Title Version Location

Page 3 of 15

Change Control Process

0.4. Glossary and Acronyms

Term Meaning

CCB CCP Change Proposal (CP)

Change Control Board Change Control Process An item that a stakeholder from the information technology services supplier has submitted to the change control process that describes a software problem, a requested enhancement, a proposed change in requirements for a product under development, or a new project being proposed. An item that a stakeholder from the Business has submitted to the change control process that describes a software problem, a requested enhancement, a proposed change in requirements for a product under development, or a new project being proposed. Someone who is affected by or who can influence the project.

Change Request (CR)

Stakeholder

Page 4 of 15

Change Control Process

1. Introduction
1.1. Document Purpose

This document describes the process by which changes to baselined products can be requested and managed.

1.2.

Document Scope

This document covers only the Change Control Process. It does not cover any other processes.

1.3.
None.

Assumptions

1.4.
None.

Risks

1.5.
None.

Constraints/Dependencies

Page 5 of 15

Change Control Process

2. The Process
2.1. Introduction

This process will facilitate communication about requested changes among the stakeholders of any project, provide a common process for resolving requested changes and reported problems, and reduce the uncertainty around the existence, state, and outcome of a change that has been requested in a work product.

2.2.

Roles
Role Description Chairperson of the change control board; has final decision-making authority if the CCB does not reach agreement; asks someone to be the Evaluator for each CR and asks someone to be the Modifier for each approved CR. The group that decides to approve or reject CRs/CPs for a specific project. The person whom the CCB Chair asks to analyze the impact of a CR. The person assigned responsibility for making changes in a work product in response to an approved CR. The person who submits a new CR. The person responsible for overall planning and tracking of the development project activities. The person responsible for managing the requirements on any project.

Change Manager

Change Control Board (CCB) Evaluator Modifier Requestor Project Manager Requirements Manager

2.3.

Change Request/Proposal Statuses

Status Description The CCB has decided to implement the CR and allocated it to a specific future build or product release. The Change Manager has assigned the CR to an Evaluator or Evaluators for impact analysis. The Requestor has decided to cancel the CR. The change made has been verified, the modified work products have been released and the CR is now completed. All impact analyses of the CR have been made. The Modifier has completed implementing the CR and the change is to be

Approved Assigned Canceled Completed Evaluated Pending Verification

Page 6 of 15

Change Control Process

reviewed by the Requestor. The CCB has decided not to implement the CR. The Requestor has submitted a new CR to the change control process. The Requestor has confirmed that the modifications in affected work products were made correctly.

Rejected Submitted Verified

2.4.

Pre-conditions

Change Control Board is established for the project. Baselined work products exist.

2.5.

Tasks
Task Responsibility Requestor Change Manager Change Manager

Submit a CR to the Change Manager (flagged Urgent as appropriate). Log each submitted CR. For each non urgent CR, assign at least one evaluator. For example, a change to a requirements document will require only one Evaluator (e.g., Requirements Manager). A software change will require at least two Evaluators as there will be changes to the requirements documentation, changes to the software itself and changes to the testing documentation. For each urgent CR, call extraordinary meeting of CCB. Estimate the number of hours of effort required to make the change. Inform the CM of the estimate. Collate all evaluations for each CR. Review the collated evaluation of the CR and decide whether to approve or reject it. Review the urgent CR and decide whether to approve or reject it. Where a CR has been approved, decide the timing of the change. For example, a change may be implement as part of the current release, as part of a future, planned release or as part of an unplanned enhancement release. Inform the Requestor of the CCBs decision. Where a CR has been approved, assign at least one Modifier to make the changes. Inform Requestor and PM that Modifiers have been assigned. Where a CR has been approved, modify the Project Plan.
Page 7 of 15

Change Manager Evaluator

Change Manager Change Control Board Change Control Board Change Control Board

Change Manager Change Manager

Project Manager

Change Control Process

Make the changes. Inform the CM that the change has been made, providing actual hours of effort. Inform Requestor and PM that the changes are ready to be verified. Review changes. Inform CM of outcome of review. Inform Modifier(s) and PM of outcome of review. If changes are not correct, correct the changes. If changes are correct, release baselined product. Inform CM of actions. Inform Requestor, PM and Requirements Manager that baselined product has been released. Update Requirements Traceability Matrix. If the CR is no longer required, inform the CM. Maintain the status of the CR at every stage. Generate a Change Control Status Report.

Modifier

Change Manager Requestor Change Manager Modifier

Change Manager Requirements Manager Requestor Change Manager Change Manager

2.6.

Post-conditions

The status of the CR is either: Completed Rejected Cancelled The baselined, modified products have been correctly installed into the appropriate locations. Requirements Traceability Matrix has been updated.

2.7.

Business Rules
of the changed product(s).

2.7.1. A CR may be cancelled at the Requestors request at any point up to the baselining

2.7.2. 2.7.3.

The Change Control Status Report will be issued at the end of each calendar month. If the Severity is not Critical, Urgency may not equal Yes.

Page 8 of 15

Change Control Process

2.8.

Change Control Process Flow

Change Requestor Identifies the need for a change

Requestor completes a Change Request (CR)

Requestor e-mails CR to Change Manager

Change Manager logs CR on CC Database

Change Manager e-mails acknowledgement to Requestor

NOT URGENT

Did Requestor mark CR Urgent?

URGENT

Change Manager identifies Evaluator

Change Manager e-mails copy of CR to Evaluator

Evaluator evaluates impact of change

Evaluator returns evaluation to Change Manager by e-mail

Change Manager updates CC Database with evaluation

Change Manager emails copy of CR and any evaluations to members of Change Control Board

Change Manager reviews CR with CCB and Requestor

Change Manager updates CC Database with review outcome

Change Manager notifies Requestor

DEEMED NOT URGENT

What is review outcome?

REJECTED

Change Manager notifies Requestor END

APPROVED Change Manager notifies Requestor and Project Manager

Change Manager identifies Modifier

Change Manager e-mails copy of CR to Modifier

Project Manager updates project plan

Modifier applies requested change

Modifier informs Change Manager that change has been applied

Change Manager updates CC Database

Change Manager informs Requestor and Project Manager

Requestor verifies the applied change

Requestor informs Change Manager of verification outcome

Change Manager updates CC Database NOT APPLIED CORRECTLY

Change Manager informs Modifier and Project Manager of verification outcome

APPLIED CORRECTLY

Change applied correctly?

Modifier releases baselined product

Modifier informs Change Manager that baselined product has been released

Change Manager updates CC Database

Change Manager informs Requestor Requirements Manager and Project Manager that baselined product has been released

Requirements Manager updates Requirements Traceability Matrix

END

Page 9 of 15

Change Control Process

2.9.

CR Cancellation Flow

Change Requestor Decides that change is no longer needed

Requestor notifies Change Manager

Change Manager updates CC Database

Change Manager notifies all affected parties

END

Page 10 of 15

Change Control Process

3. Appendices
3.1. Appendix A CR Attributes
Field Actual Effort Description Set By Modifier Requestor Contents Actual hours of effort needed to implement the change. Free-form text description of the change being requested. This cannot be changed after it is entered. If citing a reported problem, enter the Problem ID as well as the text of the problem report. Date the CR was submitted. Date the CR was most recently updated. Summary description of the effort required to implement the change. Estimated hours of effort needed to implement the change. Sequence number assigned to the CR. Type of change request being created: Problem fix, Enhancement, Requirement Change, New Requirement. Person who is assigned responsibility for implementing the change. Requestors name. Requestors e-mail address. Requestors phone number. Product release number for which this approved change is scheduled. Determined by CCB. Relative importance of making the change: Low, Medium, High, Critical. Determined by CCB. Name of the product or project in which a change is being requested or a problem reported. Severity of the change (see Appendix B). Free-form text of responses made to the change request by various parties. Multiple responses can be made over time. Do

Date Submitted Date Updated Effort Summary Estimated Effort ID Issue Type Modifier Originator Originator EMail Originator Phone Planned Release Priority Product Severity Responses

CM CM Modifier Modifier CM Requestor CCB Chair Requestor Requestor Requestor CM CM Requestor Requestor CM

Page 11 of

15

Change Control Process

not change existing responses. Status Title Urgent? CM Requestor Requestor Update current status of the change request as it moves through the process. One-line description of the issue. Flag indicating whether the CR is urgent.

3.2.
Minor

Appendix B Severity Table

Examples

Severity Cosmetic issue Usability improvement Unclear error messages

Customer can live with the issue (default) Issue adversely affects product functioning, but a workaround is available Customer will be dissatisfied Serious usability impairment Issue blocks some testing. Product does not function at all or crashes The wrong results are generated Further testing of the application is not possible

Major

Critical

Page 12 of 15

Change Control Process

4. Sign-Off
Signature Name and Title Date

Page 13 of

15