CHANGE CONTROL BOARD (CCB)

This document describes the change control board it it’s responsibilities. The CCB should be
identified and put together as soon during a project’s life cycle as possible It, at least, need to be in
place before the first change request is tendered.

CCB RESPONSIBILITIES
The basic functions of a CCB follow.
• Ensure change is made in a organized and controlled manner

• Manages change activity from initial request through technical recommendation, to approval for
implementation

• Identify technically sound improvements having high benefit-to-cost ratios and thereby enhancing
overall business performance

• Interface with those impacted to coordinate implementation of the change in an coordinated effort

Ensure change is made in a organized and controlled manner

• Ensure changes are approved based upon technical and business needs

• Ensure that changes are made in a timely manner

• Ensure changes are implemented in sequence

• Approve changes to be made to prior baselines as required to support the client needs

Manage Change Activity

• Evaluate the initial request for clarity

• Evaluate technical recommendation for implementation

• Evaluate impact of change

• Ensure coordination of the change in a timely manner

• Approve implementation of results

Approvals
• Approval based upon technical solution

• Approval based upon cost/benefits

 • Approval based upon value provided to business performance requirements

• Approval based upon resources

• Approval based upon priority

• Approval based upon impact

CCB Responsibilities
• Approve changes to be made to the system/environment and ensure coordination of
change for implementation

• Ensure correct level of approval is received for the change prior to work commencing

• Ensure clarity in the request, to ensure quality in the deliverables created from the
request.

CCB membership
• Should consist of individuals with management, coordination and specialist skills

• Should consist of individuals with technical expertise to review technical solutions to

ensure sound decisions

• Should consist of individuals with business and application knowledge

CCB Membership and Roles

The following table provides insight into a CCB’s composition.

CCB Member Role Role Responsibilities Person Responsible

CCB Chairperson Accepts and tracks the status of all formal change requests. Calls and Typically the Project
facilitates CCB meetings as needed. Takes notes or assigns another person Systems Manager
(CCB Admin) to do so. Notifies groups affected by a change.

CCB Admin Creates the agenda, minutes, and proper notification of approved changes to Typically a CM
those impacted by the approved change request Specialist
Business Partner Has decision making authority for project requirements and budget. Client or Internal
and/or Customer Customer
Project Systems Has decision making authority for project resources and commitments. Project Manager
Manager
Other Other people may be requested to participate based on the topics to be Technical, Security,
discussed. For certain cases this could mean subject matter experts, Environment, DBA’s,
technical representatives, or the entire project team. It is up to the Development,
discretion of the CCB Chairperson to determine the participants for any Presenters, and others
given CCB meeting as needed
CCB Standards
Ensure that the change request is effectively written and analyzed SCR answers the following
questions:

• What does the change consist of?

• When is the change to be implemented?

• Where will the change be implemented?

• How will the change be implemented?

• Who or what is affected by the change?

• Why is the change needed?

CCB Process Requirements

Process must be defined in the organizational and project CM Plans defining procedures to be
followed, members of the CCB, and the CCB administration guidelines:

• When does the CCB meet

• Where does it meet

• How is agenda distributed and when

• What is the approval methods

• How are approvals communicated

• How does the project team assess impacts

• Critical Success Factors

Ensure that no changes are made without an approved change request by a CCB – This includes
defects and enhancements!