BUSINESS PROCESS
NHS WALES
BUSINESS SERVICES CENTRE PONTYPOOL
Author
Title
Issue:
Issue Date:
No. of pages
Document No.
Gerald Jones
Change Control Process
1.0
01/10/2007
5
PCMTBPRO-02_Change_Control_Process
REVISION HISTORY
Issue No.
Created
Brief description of changes
01
21/05/07
Preliminary draft – change control process for
Purchase Consortium and Supplier.
Various editorial changes. Feedback from Roberta
and Ed. Updated Audience section. Added link to
change request in Forms folder (NOTE that the
files in the Forms folder are placeholders at
the moment, but will be overwritten with the
forms when they are completed). Added links to
CCP and CCN in Forms folder. Updated flowchart
(removed one box, and used broken line to indicate
conditional step).
30 May –
22 June
RELEASE AUTHORIZATION
Regional IT manager _________________________ (Andrew MacBean)
IT Project Manager
_________________________ (Roberta Houghton)
NHS Business Services Centre Pontypool
1.0
Change Control Process
AUDIENCE AND PURPOSE
This document is for Performance and Contract Monitoring Team (PCMT)
staff who participate in the change control process. Readers of this
document should be familiar with the GMS Systems and Services
Framework Agreement, from which the change control process is derived.
The purpose of this document is to explain the activities involved in the
change control process, to enable PCMT staff to understand and perform
their role and responsibilities. Although practice, LHB, BSC regional staff
and supplier staff can view this document, it does not describe in detail
their activities in the process. It is assumed that non-PCMT staff refer to
their own process and procedural documentation.
For an overview of PCMT’s role in the business processes for the provision
of core and additional services under the GMS Systems and Services
Framework Agreement, refer to Role of PCMT.
2.0
SCOPE AND CONTENT
This document describes the process. The map of the process in Chapter
5.0 is explained fully in the detailed steps in Chapter 6.0.
This document does not describe detailed, step-by-step instructions for the
use of tools, database management systems or other software applications
to perform the activities described in the process.
3.0
INTRODUCTION
The change control process starts with the Purchase Consortium
(Consortium) or a supplier raising a change request (CR).
In response to a CR, the supplier creates a change control proposal (CCP),
which must include full details of the proposed change, any impact on
existing services, and a timetable for the implementation changes. Only
when a change is urgent and there are no resources available to deal with
it, the supplier can implement an immediate temporary change, but this
change must be agreed with the Consortium at a later date.
The Performance and Control Monitoring Team (PCMT) must record details
of the CR and CCP, and then analyze the change. The Consortium must
decide whether to accept the change. When a change is accepted, the
Consortium creates a change control note (CCN). If a change is not
accepted, the supplier must decide whether to accept the decision and
amend the CCP. If the supplier disagrees, the dispute resolution process
starts. If a supplier has raised the CR, the Consortium can decide to
abandon the CR and request the supplier to roll back any temporary
change. After a CCN is created, PCMT records it and publishes its details.
©Business Services Centre Pontypool
D:\106760502.doc
PCMTBRO-02
Issue 01
Page 2 of 5
NHS Business Services Centre Pontypool
4.0
Change Control Process
RESPONSIBILITY
Various parties are responsible at different steps in the process, as defined
in Chapter 6.0.
5.0
PROCESS MAP
©Business Services Centre Pontypool
D:\106760502.doc
PCMTBRO-02
Issue 01
Page 3 of 5
NHS Business Services Centre Pontypool
6.0
Change Control Process
DETAILED STEPS
The following table describes the detailed steps to be performed during the
change control process.
For timescales, when the due date falls on the weekend or a public holiday,
the next working day is acceptable.
Table 1: Change Control
Step
Description
1
Raise a CR to specify the change.
2
After a supplier has implemented
a CR, it can implement an urgent,
temporary change. The supplier
can do this only in the following
circumstances:
 The change is urgent
 PCMT resources are not
available
Raise a change control proposal
(CCP). It must include:
 Full details of the proposed
change and any impact on
the services.
 A timetable for the
implementation changes,
together with any proposals
for acceptance of the CR.
 Cost of implementation,
including any alteration to
the charges.
Record the details of the CR and
CCP.
Analyze the CR and CCP.
Decide if the change is routine. If
yes, go to step 10. If no, go to
step 7.
Decide whether to accept the CR
and CCP.
If yes, go to step 10. If no, go to
step 8.
Decide whether to:
 Accept the Consortium’s
decision, change the CCP,
and roll back any
3
4
5
6
7
8
©Business Services Centre Pontypool
D:\106760502.doc
Timescale
Who
Consortium or
Supplier
Supplier
A maximum of
28 days
between the
receipt of a CR
and the supplier
raising a CCP
Supplier
PCMT
PCMT
PCMT
8 business days
after receipt of
CCP
Consortium
20 business
days
Supplier
PCMTBRO-02
Issue 01
Page 4 of 5
NHS Business Services Centre Pontypool

9
10
Change Control Process
implemented change.
Return to step 3. (When a
CR is raised by the supplier,
it can abandon the CR, and
roll back any implemented
change.)
Do not accept the
Consortium’s decision and
attempt to resolve the
dispute by following the
dispute resolution process.
Create a CCN.
Record and publish the CCN.
©Business Services Centre Pontypool
D:\106760502.doc
Within 5
business days of
creation of the
CCN
PCMTBRO-02
Consortium
PCMT
Issue 01
Page 5 of 5