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<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

CHANGE CONTROL BOARD (CCB) CHARTER

VERSION 1.0.0

FOR

<SYSTEM NAME>

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DISTRIBUTION IS LIMITED TO U.S. GOVERNMENT AGENCIES AND THEIR CONTRACTORS.

OTHER REQUESTS FOR THIS DOCUMENT MUST BE REFERRED TO: <CLIENT NAME>

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<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

CHANGE LOG

This record shall be maintained throughout the life of the document. Each published update shall
be recorded. Revisions are a complete re-issue of entire document. A revision shall be made
whenever the cumulative changes reaches ten percent (10%) of this document’s content.

CHANGE / REVISION RECORD

Date Page/Paragraph Description of Change Made By:

<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

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<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

TABLE OF CONTENTS

1. OVERVIEW........................................................................................................................................... 2
2. INTRODUCTION.................................................................................................................................. 2
2.1 CHANGE CONTROL BOARD PROCESS OVERVIEW........................................................................................2
2.2 CHANGE CONTROL BOARD MEMBERSHIP................................................................................................... 3
2.3 MEMBER RESPONSIBILITIES....................................................................................................................... 3
3. CHANGE CONTROL BOARD ACTIVITIES......................................................................................4
3.1 CHANGE CONTROL BOARD APPROVAL...................................................................................................... 4
3.2 CHANGE CONTROL BOARD MINUTES......................................................................................................... 5
3.2.1 Preparing for the Change Control Board Meeting.....................................................................................5
3.2.2 Conducting the Change Control Board Meeting.......................................................................................6

<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

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<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

EXECUTIVE SUMMARY

The following table lists the DoDI 8500.2 IA Controls that are satisfied through this artifact.

IA Control Number IA Control Name

DCCB-1, DCCB-2 Control Board
DCSL-1 System Library Management Controls
ECPC-1, ECPC-2 Production Code Change Controls
DCII-1 IA Impact Assessment

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<SYSTEM NAME> CHANGE CONTROL BOARD (CCB) CHARTER ARTIFACT

1. OVERVIEW

<SYSTEM OVERVIEW>

2. INTRODUCTION

The Change Control Board (CCB) Charter defines and describes the functions of the CCB in
configuration control of the <SYSTEM NAME>. It documents the process by which proposed
changes will be evaluated and implemented and the roles and responsibilities of participants.

2.1 Change Control Board Process Overview

The goal of the Change Control Board (CCB) is to promote a smooth and harmonious
enhancement of the <SYSTEM NAME> over time. This will be accomplished by ensuring that a
structured process is used to consider proposed changes and incorporate them into a specified
release of <SYSTEM NAME> changes. The CCB will review change requests, perform impact
analyses of proposed changes, reach consensus decisions and communicate these to the
<SYSTEM NAME> community.

The CCB is established to serve the following purposes:

 Authorize the establishment of baselines

 Authorize additions of items to baselines

 Represent the interests of all groups who may be affected by changes to the baselines

 Evaluate and approve, disapprove, or defer proposed system changes

 Set timeline for enhancements and changes to the baseline

 Ensure implementation of approved changes

2.2 Change Control Board Membership

Current membership categories are as follows:

 CCB Chair

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 <SYSTEM NAME> Information Assurance Manager

 <SYSTEM NAME> Architecture Group Representative

 <SYSTEM NAME> Operations Group Representative

 <SYSTEM NAME> Deployment Group Representative

CCB meetings will be open, by prior arrangement, to additional registry personnel as appropriate
to issues under discussion. Initially, each CCB meeting will be preceded by an open meeting to
discuss agenda items. The open meeting will be scheduled for about one week before the CCB
meeting.

2.3 Member Responsibilities

CCB members have a basic responsibility to adequately prepare for, attend, and actively
participate in all scheduled meetings. This requires a commitment to perform the assigned duties
and functions of the CCB, including reasonable attendance at CCB meetings and
teleconferences. Alternates for members will not be permitted unless so designated by the CCB
chair. In addition each member is responsible for:

1. Possessing a thorough understanding of the <SYSTEM NAME>

2. Representing the interests of their membership category

3. Reviewing CPs

4. Responding to actions

5. Executing assignments in a timely manner

3. CHANGE CONTROL BOARD ACTIVITIES

The primary purpose of the CCB is change control management for the duration of the
<SYSTEM NAME> lifecycle. Any member of the <SYSTEM NAME> community (including
users, developers, staff, etc) can recommend changes or report defects. Change control is
exercised after establishment of each baseline or version.

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Change control ensures that all modifications/enhancements follow an orderly process for
evaluation and implementation so that traceability and accountability are supported. The CCB
must approve any change before it is implemented.

The CCB will perform the following activities:

 Schedule and convene CCB meetings either in person or via

teleconference/videoconference

 Establish meeting agenda items and set meeting priorities

 Review and consider proposed changes and recommendations of the Architecture,

Operations and Deployment Managers

 Review cost effectiveness and feasibility reviews from <SYSTEM NAME> staff

 Approve, disapprove, or defer Change Requests (CRs)

 Prioritize CRs

 Assign CRs to a release

 Approve and distribute CCB minutes

3.1 Change Control Board Approval

Approval of CRs will be determined based upon a consensus of the board. The minutes of CCB
meetings will be documented.

3.2 Change Control Board Minutes

CCB Meetings for the <SYSTEM NAME> will occur on an as needed basis, throughout the
entire system lifecycle. It is anticipated that the CCB will meet at least once per Quarter. The
scheduling of additional meetings will depend upon the frequency of CRs received and the needs
of the <SYSTEM NAME> community

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3.2.1 Preparing for the Change Control Board Meeting

Change requests will be captured via a Change Request Form (CRF). A CRF will be designed
and made available to the <SYSTEM NAME> community. CRs will be reviewed by the
Architecture, Operations and Deployment Managers and other members of the development
team as appropriate.

CRFs will be classified into two categories:

1. Trivial or low-risk

2. Non-trivial or high-risk

Any change to the <SYSTEM NAME> has a risk associated with it due to the nature of
modifying system processes. The Architecture, Operations and Deployment Managers will
evaluate whether a request represents a low or high risk to the system. The <SYSTEM NAME>
IAM will determine overall Information Assurance Risk. This risk will be presented to the CCB.
Listed below are the guidelines for assessing risk.

A high risk request is one that:

 Changes the logical data flow of the system

 Requires modification of key shared modules

 Changes the security policy in any way

 Adds a new table, field, or foreign key to the data model

 Requires the modification of more than two modules

 Requires the modification of more than 100 lines of code

 Requires the creation of new base classes, interfaces, or APIs

A low risk request is one that:

 Changes the appearance, but not the function, of screen components

 Re-implements a routine to increase speed or flexibility of design where the output of the
new implementation can be directly checked against the current output

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 Fixes a programming error that does not violate the high risk rules for length of
modification

The Architecture Manager will initially review each CRF for completeness and accuracy. If
necessary, additional information about the request may be required. In the case of a
necessary but trivial or low-risk change, the Architecture Manager will approve the request
and schedule its implementation, after discussion with the <SYSTEM NAME> IAM, but
without review by the CCB. However, all members of the CCB will be notified of the
modification.

In the case of a non-trivial or high-risk modification, the Architecture Manager, the

Operations Manager and Deployment Manager will assess the impact of the change in terms
of cost, level of effort, and schedule. The <SYSTEM NAME> IAM will evaluate
Information Assurance Risk. These requests will be presented to the CCB for approval and
prioritization.

3.2.2 Conducting the Change Control Board Meeting

During the CCB meeting, attendees will:

 Review new CRs and associated recommendations

 Review current status of CRs approved or denied at the last meeting including associated
timelines

 Authorize the approval, rejection, or deferral of each CR.

 Prioritize and assign approved CRs to a release and identify an individual who will
provide timelines and progress reports

Meeting minutes will be recorded.

4. EMERGENCY CHANGE CONTROL BOARD MEETINGS

Occasionally, CCB meetings will be called on an ad hoc/emergency basis. Meeting agenda and
minutes will still be captured. Decisions on proposed modifications will be arrived at as soon as
possible. Any steps that were bypassed during the emergency must be completed as soon as
possible or officially waived by the CCB at their next meeting.

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APPENDIX A. CHANGE CONTROL BOARD

MEETING MINUTES TEMPLATE

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CCB Meeting Minutes

[Insert date of meeting: Month DD, YYYY]

1. MINUTES

 [Items discussed]

 Next meeting is scheduled for [month dd, yyyy]

2. ACTION ITEMS

The Action Items discussed at the [Insert date of meeting] meeting are as follows. Shaded areas
identify the Action Items that were closed at the previous meeting. New Action Items are placed
above previous items.

Action Item ID Date Assigned Assigned To: Description Resolution

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3. REVIEWED CRS

See attached CR report or fill-in the table below for each CR reviewed.

Item # CR # Impact Code Category Description Disposition

4. ATTENDEES

Name

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