The establishment of a Change Control process ensures traceability of all changes, identification of programme configuration and management decisions, ensures appropriate information is available throughout the life of the project and that changes are properly assessed and managed. The Configuration controller is responsible for administration and coordination of the overall baseline change control system. The Project Managers are responsible for implementing approved changes according to the set implementation schedule. 2.
CLASSIFICATION
Changes to released configuration items are accomplished through the change control process. Changes are managed in accordance with the approval process. Level of Change are classified according to the authority level required for approval and are defined for Level 1-5 in table 1. The ESS Delegation and Authorisation matrix governs the authority for decision making within ESS. In figure 1 the distribution of authority relating to changes in technical, cost and schedule baseline is elaborated. Table 1: Hierarchy of approvals in Change Control Level of change related to the Approving entity
Technical Baseline
Schedule Baseline
Cost Baseline
Level A
Changes that impact the technical requirements of the programme charter
Changes that impact the programme milestones
Changes that impact the costs related to the facility life cycle (construction, operation and decommissioning).
Changes that impact the facility requirements and interfaces.
Changes that impact the critical path of the programme (composition).
Changes that impact the contingencies the costs related to the facility life cycle.
Changes that impact the configuration items for several ESS systems.
Changes that impact the critical path of a project (composition and/or duration).
Balanced changes to cost with no impact on total cost.
ESS Board
Level B EPG Level C CCB Programme
Changes that may impact the general safety and environmental objectives.
3(9)
Operating Procedure Document Number
ESS-0001879
Date
Oct 8, 2013
Level of change related to the Approving entity
Technical Baseline
Schedule Baseline
Cost Baseline
Level D
Changes that impact the configuration items for several work packages.
Changes to schedule with impact within the single project.
Balanced changes to Cost within the Project.
Changes that impact the design of a system but do not change the ability of that system to meet its functional and design requirements. Changes to correct clerical errors or to add clarification to documents are also classified as Level 5.
Changes to schedule with impact within the single work package.
Balanced changes to Cost within the Work Package.
CCB Project
Level E Chief Engineer of the system and/or WP Leader
Figure 1
Hierarchy of approvals in Change Control
3.
CHANGE CONTROL PROCESS
3.1
Process Map
CHANGE REQUEST
Rejection IMPLEMENT GENERAL CHANGE CREATE CR
ASSESS CR
Review
OK
CCB
Go ahead
Escalate to other CCB
IMPLEMENT ENGINEERING CHANGE
More information required
3.2
Process Details Change Request
3.2.1
Start – Assign Change Leader
Any person can detect a need for a change in the technical, cost or schedule baselines. This is communicated to the relevant WPL / PM as soon as possible. WPL / PM assigns a Change Leader. This person may vary depending on the nature of the change. The change can be reassigned to another change leader at any time if required.
4(9)
Responsible: WPL / PM
Operating Procedure Document Number
ESS-0001879
Date
Oct 8, 2013
Assess if the change can be introduced and documented in a system supporting the change control process. 3.2.2
Create Change Request
Formally open the Change Request (CR) in CHESS and notify the Configuration Managers (Champions of CC).
Responsible: Change Leader
Fill in mandatory attributes in the form. Describe the proposed change in sufficient detail by using the Change request form presented in CHESS. When finalised the document is attached to the CR in CHESS 3.2.3
The impact analysis is documented in the CR form. In case additional documentation, reports, rationales etc is needed these are attached to the CR in CHESS along with the Change Request Form Depending on the result of the initial impact analysis establish a preliminary Change Level according to the criteria in table 1, and document it in the CR in CHESS. Promote the CR to the evaluator(s) Deeper assessment (performed if needed for Level 1-4 changes) Perform a more extensive analysis of the change. Summarise advantages and disadvantages and conclude on a recommendation to proceed. Document the findings in the Change Request or in a report associated to the Change Request in CHESS. 3.2.4
Review
Review the CR. Advise the change leader on any need of further elaboration. Confirm Change Level. When the CR is reviewed as complete accept or reject the CR in
5(9)
Responsible: Evaluator Review
Operating Procedure Document Number
ESS-0001879
Date
Oct 8, 2013
CHESS. 3.2.5
Level 5 Decision
Level 5 Changes: Approve, reject or ask for more information. If approved, promote the change to the Change Leader for planning and implementation of the activities related to the change.
Responsible: Evaluator
Level 1-4 Changes: Promote the change to the chairman of the relevant change board or reject the change. If the change needs a deeper assessment before being promoted to the relevant change board promote the change to the Change Leader for additional assessment according to 3.2.3. 3.2.6
CCB
Level 1-4 Decision Responsible:
Make the decision: Yes, the change request is accepted to proceed to implementation. Document the decision in the CR in CHESS and promote the CR to the Change Leader for implementation.
Level 1: Board
!
No, the change request is rejected. Document the decision in the CR in CHESS.
Level 4: CCB Project
!
The analysis needs to be improved before a decision can be made. Promote the change to the Change Leader for additional information.
!
Level 2: EPG Level 3: CCB Progr.
or
Document the decision in the CR in CHESS.
3.3
Process Map Sub-process Implement Engineering Change
6(9)
CCB
Operating Procedure Document Number
ESS-0001879
Date
Oct 8, 2013
3.3.1
Define Activities
Open Change Order(s) to manage change activities.
Responsible:
Go through the Change as described in the Change Request.
Ensure that the ECO contains the right Parts and Documentation. Describe the activities needed to achieve the change. Plan the activities. Promote the ECO to Lifecycle state Design Work.
3.3.2
DEFINE ACTIVITIES
Execute
Execute the Design Work according to the requested changes and requirements. Add additional Parts and Specifications if necessary. Ensure the Design Work is ready for the review.
Lead Design Engineer ensures that the work fulfils the requested change and the Requirements.
Responsible: Lead Design Engineer Review
3.3.4
Release Responsible:
Perform Design Review
Lead Design Engineer/Change Leader Rel.
3.3.5
End of Process
Close Change Order
Responsible:
Close related Change Request
Lead Design Engineer/Change Leader
7(9)
Operating Procedure Document Number
ESS-0001879
Date
Oct 8, 2013
3.4
Process Map Sub-process Implement General Change
IMPLEMENT GENERAL CHANGE Cancellation
DEFINE ACTIVITIES
EXECUTE
Rev.
OK
Rel.
Approved
Continue Work
3.4.1
Carry out change activities
Open Change Order(s) to manage change activities.
Responsible:
If the change is introduced into a system supporting the change control process continue the process in the system.
Change Leader
When no relevant predefined process is available use the Change Order section of the template in appendix 1.
DEFINE ACTIVITIES
Describe the activities needed to achieve the change. Plan the activities.
EXECUTE
Assign the Change Order to persons responsible to perform the activities. Follow up on progress. Notify Configuration Controller when finalised. 3.4.2
Verify intended outcome and impact
Verify that the result of the change is in line with the original intentions. Verify that the impact analysis still is correct. The verification is documented in the Change Request form. 3.4.3
Responsible: Configuration Controller Review
Release change
Evaluate when the Change can be released.
Responsible:
Release the Change.
Configuration Manager
Notify concerned stakeholders
Rel.
8(9)
Operating Procedure Document Number
ESS-0001879
Date
Oct 8, 2013
3.4.4
End - close CR Responsible:
Close the Change Request.
Configuration Manager
4.
LIST OF ABBREVIATIONS
Abbreviation
Definition
CCB
Change Control Board
CO
Change Order
CR
Change Request
EPG
ESS Programme Group
PM
Project Manager
WP
Work Package
WPL
Work Package Leader
WU
Work Unit
WUL
Work Unit Leader
5.
REFERENCES
1.
Configuration Management Policy, Document Number
2.
ESS authorisation and delegation matrix, Document number
