se cm process v0.11 04.20.2015

Solution EngineeringInternal Change Request Process

Date: 04/28/2015

PurposeThis transmittal describes the activities and steps to manage the Solution Engineering (SE) Internal Change Request Process.

Material ChangesThere is no change in this material.

Effect on Other DocumentsThis procedure does not impact any other document

AudienceThe Solution Engineering Internal Change Request Process is applicable to all SE resources, both government and contractor, who have a responsibility for requesting changes to Configuration Items managed by the Information Technology (IT) Change Control Board (CCB) and who have a responsibility for conducting Impact Assessments for Non-SE Change Requests upon request.

Effective Date This Process Description is effective upon signature.

Signature:

Acting Director, Solution Engineering

Title:

Solution EngineeringInternal Change Request

Process

Version: V0.20

04/28/2015Supersedes: N/A

1. Policy ExpectationsThe expectation is that all SE resources seeking to generate new Change Requests (CR)s, and performing impact analyses on external and internal CRs, will use this process.

2. Process Description

2.1 SE CR Process Flow Diagram

CTO:ES:SE:EPM-CR-PD-V0.20-04282015 of 29

2.2 Process Flow1. Process Flow Control

If submitting a new SE CR, go to step 2

If responding to a request for an impact assessment, go to step 11

2. Conduct CR Pre-coordination with other SE Practice Groups for input and awareness

3. Complete the ITS CR Submission Form

4. Conduct Impact Assessment

If the CR is an SE CR, go to step 5

If the CR is a non-SE CR, go to step 12

5. Share CR impact assessment with all SE practice groups

6. Inform Non-SE Activities of SE intent to submit an SE CR and request feedback

NOTE: Non-SE contact is not obligated by this SE internal process to participate in any way

7. Receive and review Non-SE Activity feedback

8. Recommend submission of CR

If Yes, go to Step 9

If No, go to Process Exit

9. Submit CR, including impact assessment

10. Attend CCB

11. SE pre defined point of contact receives CR for impact assessment

12. Return SE impact assessment to requestor

If there is an SE impact go to step 10

If there is no SE impact proceed to process exit


3. Process Procedure

3.1 Roles and Responsibilities

Role Description Definition of ResponsibilitySE CR Submitter Responsibility:

Conduct the Pre-Coordination meeting Complete the ITS CR submission form Share CR Impact Assessment with SE Practice

Groups Submit CR

SE Pre-Defined Point of Contact Responsibility:

Receive non-SE CR for Impact Assessment Assign CR Analysts to perform Impact Assessment Return SE Impact Assessment to requestor

SE Pre-Coordination Analysis Member Responsibility:

Participate in the Pre-Coordination meeting

SE CR Analyst Responsibility:

Perform SE Impact Assessment

SE Practice Group Lead Responsibility:

Review SE CR Impact Assessment Concur or not with SE CR Impact Assessment

SE SME Representative Responsibility:

Attend CCB

SE Higher Authority Responsibility:

Review all SE CR artifacts Recommend SE CR for submission


3.2 CR Submission Procedure

3.2.1 Process Flow Control Procedure

Figure 1 – Process Flow Control

A1: Process Flow ControlSteps Roles

1. Submit a SE CR.

Go to Activity 2SE CR Submitter

2. Request that SE provide an SE Impact Assessment

Go to Activity 11n/a


3.2.2 Conduct Internal CR Pre-Coordination with all SE Practice Groups

Figure 2 – Conduct CR Internal Pre-Coordination with all SE Practice Groups


A2: Conduct CR Pre-Coordination with all SE Practice GroupsSteps Roles

1. Schedule and lead meeting with Pre-Coordination Analysis members.

Use the Appendix A Pre-Coordination Template/Checklist Determine the desired participation for the meeting

o Suggested participants include the following: SE Lead Engineer ITE Lead Engineer SE Practice Group Representatives SE Subject matter expert(s)

Schedule the meeting and invite all of the desired attendees.o Make the meeting available by conference call

Call the meeting to order when a quorum of essential personnel are present

Lead the Pre-Coordination meeting

Take meeting minutes or delegate as appropriate

Go to step 2

SE CR Submitter

2. Discuss the intent of the proposed change

Discuss the intent of the proposed change until its purpose is fully understood by all present.

Go to step 3

SE CR Submitter SE Pre-Coordination

Analysis Members

3. Confirm CR is on an IT CCB Configuration Item

Determine CCB management authority for the CI under consideration

Consult with IT CCB Chairman if CI ownership cannot be determined

If the CI under consideration is managed by the IT CCB:o Go to step 4.

If the CI under consideration is not managed by the IT CCB:o Stop


Analysis Members

4. Determine Implementation status

If the proposed change has not been implemented, nor is it scheduled to be implemented:

o Go to step 6

If the proposed change is implemented, partially implemented, or scheduled to be implemented:

o Go to step 5


Analysis Members


5. Determine the details of the implementation

Collect the following information:o Determine if an impact assessment has been performedo Identify the ITE implementation authorityo Identify the Production implementation authorityo Identify the implementation funding sourceo Identify available artifacts relating to this change o Identify which organizations are aware of the changeo Identify which CM or local process was used to implement the

changeo Determine if the change is recorded in the CMSo Determine if the change was tested in ITE and Productiono Determine which projects are using the changeo Determine which platforms host this changeo Determine the location of the changeo Determine if any SLAs or Service Contracts are affected by this

changeo Determine when the change was implementedo Determine if the change has been modified since its initial

deployment. If so, how?o Determine the reason for deviation from IRS CCM processes.o Determine the interfaces of this change. (i.e. DBs, APIs, etc.)o Determine if any ELC documents were modified as a result of this

change.

Go to step 6


Analysis Members

6. Determine if the CR is associated with a Work Request (WR)

Determine the WR associated with this proposed change

o Go to step 8

If a WR cannot be identified that is associated with this change:o Go to step 7


Analysis Members

7. Create a new WR

Consult the WR process to create a new WR that will be associated with this CR.

Identify and obtain concurrence from the WR authority (owner)

Go to step 8

SE CR Submitter

8. Determine if the WR owner concurs with the proposed CR

Inquire to the WR owner requesting CR/WR concurrence

If the WR owner does not concur:o Go to step 9

If the WR owner concurs:o Go to step 10

SE CR Submitter


9. Resolve CR/WR concurrence

Resolve concurrence with WR ownero Go to step 10

If concurrence cannot be resolved:o Consult Higher Authority

SE CR Submitter

10. Determine if the CR is Enterprise Architecture (EA) compliant

Consult the EA Enterprise Services Profile (ESP) to determine if the proposed change is EA compliant

If the proposed change is EA compliant:o Go to step 12

If the proposed change is not EA compliant:o Go to step 11

SE CR Submitter

11. Obtain EA compliance

Consult with EA to make them aware of the proposed change and allow them to provide guidance.

Submit a CR to IT CCB to obtain EA compliance for the proposed change to the EA ESP

Obtain approval disposition for the EA CR at the IT CCB

Go to step 12

SE CR Submitter

12. Construct the CR

Perform the following tasks:o Determine the correct CR titleo Determine the technical Point of Contacto Determine WR Point of Contacto Write a full narrative description of the proposed changeo Determine the funding sourceo Determine the Priority (Normal or High)

Provide all information to the SE CR Submitter

Go to step 13


Analysis Members

13. Assign CR for Impact Assessment

Assign a SE Pre-Coordination member to perform the CR Impact Assessment with respect to SE

The CR Impact Assessment assignee will fulfill the SE CR Analyst role in Activity 4

Go to step 14


Analysis Members


14. Record all Pre-Coordination artifacts in a publicly accessible version controlled repository

Store all Pre-Coordination artifacts in a pre-designated location on the SE Process Asset Libraryo Read/Write permissions for the SE CR Submittero Read permission for all others

Provide CR Pre-Coordination artifact location to all Pre-Coordination member participants

Go to Activity 3

SE CR Submitter

3.2.3 Complete the ITS CR Submission form

Figure 3 – Complete the ITS CR Submission form

A3: Complete the ITS CR Submission formSteps Roles

1. Obtain the ITS Configuration and Change Management (CCM) CR Submission form.

Download the current ITS CCM CR Submission form from the ITS CCM website.

Go to step 2

SE CR Submitter

2. Complete the ITS CCM CR Submission form using information gathered in Activity 2

Complete the ITS CCM CR Submission form

Record the results in the version controlled repository established in activity 2

Go to Activity 4

SE CR Submitter


3.2.4 Conduct Impact Assessment

Figure 4 – Conduct Impact Assessment

A4: Conduct Impact AssessmentSteps Roles

Flow Control by CR Source

If CR is an SE CR go to step 1

If CR is a Non-SE CR go to step 2

SE CR Submitter SE Pre-Determined

Point of Contact

1. Provide all CR Pre-Coordination artifacts required for the Impact Assessment.

Consolidate all relevant SE CR Pre-Coordination artifacts

Provide consolidated artifacts to the SE CR Analyst

Communicate the priority set by the pre-coordination board

o 10 working day turn around for Normal Priority

o 5 working day turn around for High Priority

SE CR Submitter


2. Provide all non-SE CR artifacts required for the Impact Assessment.

Consolidate all relative non-SE CR artifacts

Provide consolidated artifacts to the SE CR Analyst

Communicate the priority set by the pre-coordination board



SE Pre-Defined Point of Contact

3. Determine the impact of the CR on SE

Analyze the impact of the proposed change on the functions of SE

Use the Appendix B Impact Assessment Template/Checklist Include the following:

o Written narrative describing: Enterprise policies followed or deviated from Business case summary for the change

Advantages Disadvantages

Organizations affected Products affected Alternative Solutions Comparative analysis with existing solution (if the change

is an upgrade) Evaluation of proposed new technologies

Hardware Software Service

Skills analysis New skills required Skills no longer needed

Training required Location analysis

o Estimate cost to implement the changeo Estimate cost over time to operate and maintain the changeo Estimate man hours required to implement the changeo Estimate man hours required to operate and maintain the change

SE CR Analyst

4. Return Impact Assessment to requestor

Copy Impact Assessment into a single document using the ITS CR Impact Assessment form template of the ITS CR Submission form

If the proposed change is a non-SE CR:o Go to Activity 12

If the proposed change is a SE CR:o Go to step 5

SE CR Analyst


5. Record the Impact Assessment

Record the Impact Assessment together with the other CR artifacts in the version controlled repository

Go to Activity 5

SE CR Submitter

3.2.5 Share CR Impact Assessment with all SE Practice Groups

Figure 5 – Share CR Impact Assessment with all SE Practice Groups

A5: Share CR Impact Assessment with all SE Practice GroupsSteps Roles

1. Provide all CR artifacts including the Impact Assessment to SE Practice Groups for review.

Consolidate all CR artifacts including the Impact Assessment

Forward CR artifacts to the SE Practice Group Leads

Communicate the priority set by Activity 2 pre-coordination



SE CR Submitter


2. Review CR including Impact Assessment.

Receive the CR artifacts from the SE CR Submitter

Review the CR artifacts

SE Practice Group Lead

3. Determine concurrence with CR and Impact Assessment

If concurrence is determined:o Go to step 4

If non-concurrence is determined:o Go to step 5

SE Practice Group Lead

4. Record Practice Group concurrence in CR artifacts

Record concurrence together with the other CR artifacts in the version controlled repository

Go to Activity 6

SE CR Submitter

5. Record Practice Group non-concurrence in CR artifacts

Record non-concurrence together with the other CR artifacts in the version controlled repository

Go to Activity 2

SE CR Submitter


3.2.6 Inform Non-SE Activities of SE intent to Submit SE CR & Request Comments

Figure 6 – Inform Non-SE Activities of SE intent to Submit SE CR & Request Comments

A6: Inform Non-SE Activities of SE intent to Submit an SE CR & Request Comments

Steps Roles1. Consolidate all CR artifacts

Consolidate all SE CR artifacts including the SE impact assessment SE CR Submitter


2. Inform Non-SE Activities of SE intent to submit an SE CR and solicit comments

Communicate SE CR artifacts and request comments

Suggested Non-SE Activity participants include:

o EA Representative

o AD Representative

o EOPs Representative

o UNS Representative

SE CR Submitter

3. Review CR artifacts

Receive the request to review and comment

Review SE CR artifacts

NOTE: Non-SE contacts are not obligated by this SE internal process to participate in any way

Non-SE Pre-Coordination Contact

4. Provide review results and recommendations (if any) to requestor

Provide review results to the SE CR requestor



5. Review Non-SE Activity review results

Receive the Non-SE review results

Review the Non-SE review results

SE CR Submitter

6. Consolidate Non-SE Activity artifacts with existing artifacts

Consolidate the Non-SE Activity artifacts together with the SE CR artifacts in the version controlled location established in Activity 2

Go to Activity 7

SE CR Submitter


3.2.7 Receive and Review Non-SE Activity Comments

Figure 7 – Receive and Review Non-SE Activity Comments

A7: Receive and Review Non-SE Activity CommentsSteps Roles

1. Provide review results, recommendations and comments (if any) to the SE CR requestor

Provide review results to the SE CR requestor



2. Review Non-SE Activity review results

Review Non-SE Activity review results

Determine action(s) required

SE CR Submitter


3. Consolidate Non-SE Activity artifacts with existing SE CR artifacts

Consolidate Non-SE Activity artifacts with existing SE CR artifacts

If review results warrant re-iteration of the SE CR Pre-Coordination, go to Activity 2

If review results do not warrant additional action, go to step 8

SE CR Submitter


3.2.8 Recommend CR for Submission

Figure 8 – Recommend CR for Submission

A8: Recommend CR for SubmissionSteps Roles

1. Provide all CR artifacts to Higher Authority for recommendation prior to submission.

Consolidate all CR artifacts

Request Higher Authority recommendation for CR submission

SE CR Submitter


2. Recommend CR.

Review all CR artifacts

Determine CR recommendation:

Forward recommendation to SE CR Submitter

SE Higher Authority

3. Record recommendation in CR artifacts

Record recommendation together with the other CR artifacts in the version controlled repository

If the CR has been recommended:o Go to Activity 9

If the CR has not been recommended:o Stop

SE CR Submitter

3.2.9 Submit CR, including Impact Assessment

Figure 9 – Submit CR, including Impact Assessment

A9: Submit CR, including Impact Assessment


Steps Roles

1. Record all CR artifacts in the CR tool as a new SE CR.

Create a new SE CR in the CR tool

Attach all CR artifacts in the designated places

SE CR Submitter

2. Submit SE CR.

Submit the new SE CR

Inform all of the SE Pre-Coordination members and higher authority that the CR has been submitted and including references to view the CR and all artifacts.

Go to Activity 10

SE CR Submitter


3.2.10 Attend CCB

Figure 10 – Attend CCB

A10: Attend the CCBSteps Roles

1. Attend the appropriate CCB.

Attend the IT CCB meeting convened to disposition the SE CR

Attend the appropriate CCB meeting convened to disposition the Non-SE CR

SE SME Representative

2. Explain SE CR and SE Impact Assessment or the Non-SE impact assessment to the CCB.

If asked at the CCB meeting, explain all inquiries that the board members may have.

Stop

SE SME Representative


3.2.11 SE Pre-Defined Point of Contact receives non-SE CR for Impact Assessment

Figure 11 – SE Pre-Defined Point of Contact receives non-SE CR for Impact Assessment

A11: SE Pre-Defined Point of Contact receives non-SE CR for Impact Assessment

Steps Roles

1. Receive an Non-SE CR to analyze impact of CR on SE

Receive the Non-SE CR for Impact Assessment SE Pre-Defined Point

of Contact

2. Assign CR for Impact Assessment.

Assign a SE CR Analyst to perform the CR Impact Assessment with respect to SE

Go to Activity 4



3.2.12 Return SE Impact Assessment to CCB

Figure 12 – Return SE Impact Assessment to CCB

A12: Return SE Impact Assessment to CCBSteps Roles

1. Return completed non-SE CR Impact Assessment to requestor.

Review the completed non-SE CR Impact Assessment

Return the completed non-SE CR Impact Assessment to the requestor


2. Determine action to take if SE is impacted.

If SE is impacted:o Go to Activity 10

If SE is not impacted:o Stop



Appendix A. Pre-Coordination Template/Checklist

NOTE: Record the findings of the Pre-Coordination in a separate document. This information will be used to complete the MITS CM CR Form.

1. Determine the desired participation for the meetinga. Suggested participants include the following:

i. SE Lead Engineerii. ITE Lead Engineeriii. SE Practice Group Representativesiv. Subject matter expert(s)

2. Schedule the meeting and invite all of the desired attendees.a. Make the meeting available by conference call

3. Call the meeting to order when a quorum of essential personnel are present

4. Lead the Pre-Coordination meeting

5. Take meeting minutes or delegate as appropriate

6. Discuss the intent of the proposed change

a. Discuss the intent of the proposed change until its purpose is fully understood by all present.

7. Determine if the associated WR Primary Supplier is correctly identified

a. Identify the Primary Supplier in the WR that is associated with the proposed CR.

b. Verify that the Primary Supplier is correctly identified.

c. If the Primary Supplier is correct but not SE, then determine the correct CCBi. Forward CR to the correct CCB

d. If the Primary Supplier is incorrectly specified in the WR as SE:i. Advise WR authority to modify Primary Supplier

e. If the Primary Supplier is correctly identified in the WR as SE:i. Confirm CR is on an IT CCB Configuration Item

8. Confirm that he CR is on an IT CCB Configuration Item (CI)a. Determine CCB management authority for the CI under consideration

b. Consult with the IT CCB Chairman if CI ownership cannot be determined

9. Determine the state of implementation of the change.a. If the proposed change has been implemented, or is scheduled to be implemented:


i. Determine if an impact assessment has been performed

ii. Identify the ITE implementation authority

iii. Identify the Production implementation authority

iv. Identify the implementation funding source

v. Identify available artifacts relating to this change

vi. Identify which organizations are aware of the change

vii. Identify which CM or local process was used to implement the change

viii. Determine if the change is recorded in the CMS

ix. Determine if the change was tested in ITE and Production

x. Determine which projects are using the change

xi. Determine which platforms host this change

xii. Determine the location of the change

xiii. Determine if any SLAs or Service Contracts are affected by this change

xiv. Determine when the change was implemented

xv. Determine if the change has been modified since its initial deployment. If so, how?

xvi. Determine the reason for deviation from IRS CCM processes.

xvii. Determine the interfaces of this change. (i.e. DBs, APIs, etc.)

xviii. Determine if any ELC documents were modified as a result of this change.

10. Determine if the CR is associated with a WRa. Determine the WR associated with the proposed change

b. If a WR that is associated with the proposed change cannot be identified

i. Create a WR

1. Consult the WR process to create a new WR that will be associated with this CR

2. Identify and obtain concurrence from the WR authority (owner).

11. Determine if the WR owner concurs with the proposed CRa. Inquire to the WR owner requesting CR/WR concurrence

b. If the WR owner does not concur:i. Resolve CR/WR concurrence with WR owner

ii. If concurrence cannot be resolved

1. Consult higher authority

12. Determine if the proposed change is EA complianta. Consult the EA ESP to determine if the proposed change is EA compliant

b. If the proposed change is EA compliant:i. Continue

c. If the proposed change is not EA compliant:i. Obtain EA compliance:


1. Consult with EA to make them aware of the proposed change and allow them to provide guidance.

2. Submit a CR to IT CCB to obtain EA compliance for the proposed change

3. Obtain approval disposition for the EA CR

13. Construct the CRa. Perform the following tasks:

i. Determine the correct CR titleii. Determine the technical Point of Contactiii. Determine WR Point of Contactiv. Write a full narrative description of the proposed changev. Determine the funding sourcevi. Determine the Priority (Normal or High)

14. Assign the CR for Impact Assessmenta. Assign a SE Pre-Coordination member to perform the CR Impact Assessment with respect to

SE

b. Inform the Impact Analyst of the CR priority and schedule for completion

15. Record all Pre-Coordination artifacts in a publicly accessible version controlled repositorya. Store all Pre-Coordination artifacts in a pre-designated location on the SE Process Asset

Libraryi. Read/Write permissions for the SE CR Submitterii. Read permission for all others

b. Provide CR Pre-Coordination artifact location to all Pre-Coordination participants


Appendix B. Impact Assessment Template/Checklist

1. Determine the impact of the proposed change on SE.2. Using the ITS CR Assessment form template Include the following:

a. A written narrative of the change including:i. Enterprise policies followed or deviated fromii. Business case for the change

1. Advantages2. Disadvantages

iii. Organizations affectediv. Product affectedv. Alternative solutionsvi. Comparative analysis with existing solution (if the change is an

upgrade)vii. Evaluation of proposed new technologies

1. Hardware2. Software3. Service

viii. Skills analysis1. New skill required2. Skills no longer needed

ix. Training requiredx. Location analysis

b. Estimate the cost to implement the changec. Estimate the cost over time to operate and maintain the changed. Estimate man hours required to implement the changee. Estimate man hours required to operate and maintain the change
