Flinders University
Change Management Procedure for Master Change Records
Controlled Document
Owner: Change Manager
Author: Lee Crawford/Mark Carrocci
Version: 0.2
Flinders University Change Management Procedure for Master Change Records (Controlled)
16/03/2016
Version: 0.2
TABLE OF CONTENTS
1.0
DOCUMENT CONTROL ...................................................................... 3
1.1
1.2
1.3
1.4
2.0
INTRODUCTION .................................................................................. 4
2.1
2.2
2.3
2.4
2.5
2.6
3.0
Document History.................................................................................................. 3
Document Review/Approval/Implementation ........................................................ 3
Document Sign-off ................................................................................................ 3
Document Distribution following Sign-off .............................................................. 3
Purpose ................................................................................................................. 4
Objective ............................................................................................................... 4
Related Primary Document ................................................................................... 4
Scope .................................................................................................................... 4
Assumptions .......................................................................................................... 4
Competency/Training ............................................................................................ 5
ROLES AND RESPONSIBLILITES ..................................................... 6
3.1 Change Management Team ................................................................................. 6
3.2 Change Initiators ................................................................................................... 6
3.3 Change Advisory Board ........................................................................................ 6
4.0
PROCESS WORKFLOW ..................................................................... 7
5.0
PROCEDURE ACTIVITY DETAILS ..................................................... 8
Change Management Procedure for Master Change Records (Controlled)
11 May 2015
Version: 0.2
page 2 of 9
1.0 DOCUMENT CONTROL
Document History
1.1
Version
0.1
Date
19.03.15
First Draft
0.2
19.03.15
Updated following document review
1.2
Summary of Change
Document Review/Approval/Implementation
Name
1.3
Service Area
Document Sign-off
Name
1.4
Author
Lee Crawford/Mark
Carrocci
Lee Crawford/Mark
Carrocci
Service Area
Date
Document Distribution following Sign-off
NOTE: This document will only be distributed to the following.
Name/Group
Service Area
Change Management Procedure for Master Change Records (Controlled)
11 May 2015
Version: 0.2
page 3 of 9
2.0 INTRODUCTION
Purpose
This document details the lifecycle process for the Change Record type: “Master Change
Record” (MCR). This Change Record Type is used to formally capture and communicate
delivery details for the project work it describes, including its’ planned implementation date
and associated risk, impact and urgency. In addition, the MCR is updated at specific points
during the lifecycle to reflect its’ progress, authorisation, implementation and closure.
Definition
A MCR captures the end to end lifecycle of a project or programme of work.
Objective
 To define the lifecycle of an MCR, its’ key stages, approval requirements, updates and
closure prerequisites.
 To define the Functional Areas and Process Owners involved in each stage of supporting
the process, including any related processes and sub-processes.
 To describe the appropriate context in which an MCR should be raised, as opposed to
those associated with any other Change Record type.
 To describe the escalation procedure relevant to the MCR process.
Related Primary Document
This procedure supports the implementation and delivery of the Change Management
process as defined in the Change Management Charter.
Scope
The scope of the process covers all Major Project and Programme work resulting in hardware
and/or software deliverables implemented or otherwise supported by Flinders University. Any
work of this type initiated or completed without an MCR is therefore “out of process”,
considered to be “at risk” and subject to normal Change Management process strictures.
Assumptions
 That this process is owned and maintained as part of the Change Management process.
 Governance requirements will be met through existing Change Management
arrangements.
 Responsible and/or accountable bodies identified in the RACI chart have their own,
separate processes for fulfilling their responsibilities/accountabilities. The processes of
the responsible/accountable parties are beyond the scope of this document but will be
referred to when known.
Change Management Procedure for Master Change Records (Controlled)
11 May 2015
Version: 0.2
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Competency/Training
Based on the activity details outlined in this document, staff must be sufficiently competent to
carry out this procedure; or, as part of their personal development plan (PDP), undertake the
necessary training outlined in the table below.
Competency
Knowledge of the following
processes:
Change Management,
Configuration Management
Training and Development Method
Self-study (reading)
Awareness raising through shadowing
Knowledge of this
procedure
Operation of Assyst
Self-study (reading)
Awareness raising through shadowing
Self-study
Training Courses
Learning and Development Training Course
Self Study of SLA documentation on document management
system
Coaching
Learning and Development Training Course
Self-Study
Influencing Skills
Knowledge of SLAs
Technical Training relevant
to Internal Resolving Group
Change Management Procedure for Master Change Records (Controlled)
11 May 2015
Version: 0.2
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3.0 ROLES AND RESPONSIBLILITES
This section outlines the key roles involved in delivering this procedure and summarises the
associated activities each key role is responsible for.
Change Manager
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The Change Manager is the process owner and is responsible for its effective
operation, maintenance, for the day-to-day execution of the process and
managing the schedule of work within.
Effective development, implementation, maintenance and communication of
policy, process, procedures and working practices.
Chairing weekly CAB.
Resolving change scheduling issues, managing any rescheduling requirements.
Maintaining the Forward Schedule of Change (FSC).
Managing issues arising from change conflict.
Identifying and managing exceptions and deviations to the standard process.
Identifying who should participate in the impact assessment of change.
Providing training and guidance when necessary.
Change Initiators
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Accountable for the individual changes they raise in terms of quality and
implementation success.
Responsible for change from planning to successful implementation
Providing detailed change record and ensuring:
o Prerequisites for the change are considered and completed.
o Approval sought for any service level impacts.
o Assigning correct change risk and impact.
o Informing affected support areas of the change details.
Avoiding conflict with other changes.
Obtaining appropriate resource for all tasks. Ensuring an appropriate
communication plan to ITS staff, business owners and customers is implemented
Ensuring pre-live testing carried out.
Ensuring change is authorised, attending any review meeting as required.
Ensuring any rejected changes are amended and in a fit state prior to
resubmission.
Planning the change within the required lead times.
Inputting to post change review process.
Where the Change Initiator is the Service Owner (as identified in the Service
Catalogue), liaise with the Client to negotiate any required service outage.
Update the CMDB as necessary.
Change Advisory Board
 Ensure appropriate risk and impact analysis has been undertaken by considering
the accuracy and appropriateness of the change details in conjunction with
individual knowledge and expertise of the production environment and in light of
any existing problems and other scheduled changes.
 Ensure that the change has been communicated effectively to the business.
 Ensuring any support for which they are responsible is available for
implementation/monitoring of the change.
 Participating in post implementation reviews.
Change Management Procedure for Master Change Records (Controlled)
11 May 2015
Version: 0.2
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4.0 PROCESS WORKFLOW
Master Change Workflow
Master Change Initiator
Phase
Planning Stage
Implementation
Stage
Create
Master Change
Record
(MCR)
Implement
MCR
MCR Process Started
More info
CAB
03 Assessment
Stage
Approved
Request More
information or
Approve
Change Management
No
Verification stage
Yes
Verified by Change
Management
More Info
required
PIR
Implementation
Stage
Close MCR
05 PIR Completion
Flinders University Change Management Procedure for Master Change Records (Controlled)
11/05/15
Version: 0.2
page 7 of 9
5.0
PROCEDURE ACTIVITY DETAILS
Activity Name
Planning Stage
Designated
Role
Change Initiator
Verification Stage
Change
Management
Assessment Stage
CAB
Set status to “Approval”
CAB Approved
Workflow /
Change
Management/
CAB
Activity Details
 Initiator raises and schedules the Master
Change Record (MCR) in the Assyst tool
 Details the change information, live
Implementation date for a given Project or
Programme Phase.
 Describes associated risks, impact and
business priority, business cases and
business approvals..
 Ensures all related change requests are
managed through the Change Management
RFC process.
 Ensures all directly related RFCs from all
Flinders ITS teams are linked/captured
within the Master Change Record
 Review and verify RFC to ensure enough
information is provided and that it is correct.
 Make any amendments necessary to clarify
the RFC
 Check the schedule time of change and the
configuration item being changed (e.g.,
does not conflict with other changes in the
system)
 Change Management confirms all
information is correct and if any anomalies
discusses with Change Initiator.
 The CAB review the MCR submission
received to ensure that all delivery risks
have been addressed and that there are no
existing or emerging operational activities
that would adversely impact implementation
 The CAB approve in the Assyst tool,
assigns the RFC to the Implementer.
Flinders University Change Management Procedure for Master Change Records (Controlled)
11 May 2015
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Version: 0.2
Activity Name
Implement Change
PIR completion
(if applicable)
Designated
Role
Workflow /
Change initiator/
IRG
CAB/
Change Team /
Change initiator/
IRG
Activity Details
 If approved toolset moves the MCR to
Implement Status.
 Workflow generates a notification to let the
Change Initiator know that the MCR has
received approval.
 The change initiator will be responsible for
ensuring the Master Change Record is
updated with the most current and up to
date information throughout the project
 The change initiator will be responsible for
ensuring all related changes go through the
change Management process.
 A Post Implementation Review is
undertaken to confirm that the project was
completed. The MCR is updated and closed
on the toolset.
Flinders University Change Management Procedure for Master Change Records (Controlled)
11 May 2015
page 9 of 9
Version: 0.2