PROCEDURE FOR CONTROLLING SOFTWARE CHANGES

INTRODUCTION

A comprehensive administration is focused on the conjunction of all aspects of scope,

Cost, time, quality, human resources, communications, risks and acquisitions of a
Project and that all the needs of the interested parties are incorporated into it. A
Change control management is a key process within an administration
Comprehensive focused on ensuring that change requests are approved and are properly
documented and processed.

AIM

Change control management provides a method of controlling and monitoring changes within a
project. A change refers to any activity that alters the scope, schedule, deliverables, or costs of
a project. The key objectives of change control are the following:

 Identify changes in scope or any other unplanned activities in advance and control
them.

 Protect the integrity of deliverables that have not been approved (signed).

 Ensure that new tasks and other change requests are justified and their corresponding
agreed cost; and that the affected deliverables are identified and modified according to
the changes.

 Obtain authorization to proceed with new tasks or changes and assign them to the
appropriate people to be completed.

 Monitor the progress, cost and value of scope changes.

A change control procedure will apply for the following types of exchange:

 Any change to the project scope, unplanned activity or any other situation that results in
the generation of an unplanned deliverable.

 Modifications to deliverables of projects already approved (signed).

 No team member should begin work on an unplanned activity without first raising and
obtaining approval of a change request.

PROCEDURE

Change control defines the mechanisms to request, evaluate, decide and track possible
changes to the scope of a project and all related activities and their deliverables.

But to implement a change control procedure, it is necessary to first establish a Change Control
Committee and delegate the corresponding authority to it.

The Change Control Committee will be made up of the following members:

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  Head of the Statistics and Informatics Area,
 Manager or person responsible for the Project,
 Supervisor of the Statistics and Informatics area
 Team Leader of the Development team

The Change Control Committee is a formally constituted group of stakeholders and is

responsible for analyzing, evaluating, approving, delaying or rejecting changes to a project, and
for recording all decisions and recommendations.

The Committee will meet at least two days before the executive committee meeting for the
Review of pending change requests. But emergent meetings may be called at the discretion of
the Committee.

Those change requests that exceed the limits of time, cost, scope and/or quality parameters will
require special approval from the committee.

STEPS

Step 1. Team members identify a potential change.

Any team member who identifies a potential change to the project scope, schedule, resources,
or budget. These changes are discussed with the lead consultant and the corresponding
process owner.

Step 2. Committee members identify need for change request.

Those responsible for the committee will advise on the validity of the change and determine if it
is a change to the scope, schedule, resources or budget of the project.

Step 3. Committee members prepare and approve change requests for presentation to
the change control board.

Committee members and the project or process leader will complete the first section of the
change request form.

The committee members and the project or process leader will provide a detailed description of
the change request, as well as the benefits to the project, and will authorize the request for
review by the board. If the application does not contain this information it will not be reviewed by
the Committee.

The change request will be entered in the change control log with the status “New”

Step 4. Change control board reviews change requests.

The committee will review all requests with “New” status that are in the change control log.

The committee will review the detailed description and benefits of the application and determine
whether to proceed with further analysis or reject the application.

The committee will reject any application that does not come with a detailed description.

If more information is required, the committee may send the request to the leader and owner of
the requesting processes.

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If the request has been approved for subsequent analysis, the change control log must be
updated and the status will be modified to “Analysis”; Otherwise the status will be changed to
“Rejected”.

Step 5. The Process Leader and Project Management will send the results of the change
request analysis to the Change Control Committee for approval.

The project team will estimate the total effort, costs and resources required to complete the
requested change.

Project Management will estimate the impact on the project schedule, resources and budget of
the requested change.

The change request document must be updated with the analysis of both groups.

Once the estimate is completed by the process leader team, the change control log must be
updated and the status will be modified to “Ready for Approval.”

Step 6. The Change Control Committee approves or rejects the change request based on
the detailed analysis.

The Committee will review change requests with the status “Ready for Approval.”

The technical team and Project Management will present the detailed analysis of the request to
the Committee, explaining the impact and alternatives with sufficient detail, so that it can
validate the need for the change. Once the review is completed with the council, it must
approve, postpone, reject or close the change request.

Note: Change requests that exceed the limits of time, cost, scope and/or quality parameters will
require approval from the project committee.

If a request is rejected by the Committee, the reason must be documented on the change
request form. The status of the request must be changed to “Rejected” in a change control log.
The result must be communicated to the original requester of the change.

If during the analysis process a request is no longer necessary or relevant due to other
changes, the status must be changed to “Closed”.

A change request may be proposed by the Committee when more information is required, when
there are viable alternatives that require further review or a different way to resolve it has been
found, the status must be modified to “Proposed”.

Step 7. Communicate changes in scope.

All approved change requests must be communicated to all relevant team members for work to
begin.

Change requests must be updated with the status of “Approved” in the change control log.

The resolution of the change must be fully documented and signed on the change request form.

All approved applications must be reported to the project committee.

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Project governance update

Any approved change request may have an impact on various project control documents,
therefore to guarantee adequate administration depending on the impact of the change, at least
the following documents must be reviewed and, where appropriate, updated or modified:

 Range control.
 General work plan.
 Administration plans.

The formats to use for change control are attached:

 Format - Change Control Log (for internal control use)

 Format – AEI-DESA-001 Change in Software applications (for developer use)
 Format – AEI-DESA-002 Software Change Request (for use by the applicant)
 Format – AEI-DESA-003 Delivery of Software Changes (for the applicant)

CHANGE CONTROL LOG

Project's name :
Change request number:
Date :

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Description of the change
Name : Post : Location :

People who should be requested to change the calendar for approval

Description of the change: Requested by: Post:

Analysis of change
Estimated cost: Estimated time: Solution:
Change resolution
Approved: Refused: Date:
Closed: Proposed: Date:
Name: Post: Signature:
Observations

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AEI-DESA-001 FORMAT

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AEI-DESA-002 FORMAT

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AEI-DESA-003 FORMAT