Change Control Procedure Document for Nikatime

Introduction

This document outlines the formal, documented, and enforced Change Control Procedure for the introduction of new software and major changes to existing software at NikaTime by Impossible Labs. This procedure ensures that all changes follow a structured process involving documentation, specification, testing, quality control, and managed implementation to maintain system integrity and service quality.

Objectives

  • Ensure all changes are reviewed, tested, and approved before implementation.

  • Minimize the risk of disruptions and errors.

  • Maintain documentation for auditing and accountability.

  • Enhance communication and coordination among stakeholders.

Scope

This procedure applies to:

  • Introduction of new software.

  • Major changes to existing software, including significant updates, patches, and enhancements.

Change Control Procedure

1. Change Request Initiation

  • Submission: Any stakeholder can submit a Change Request (CR) using the Change Request Form.

  • Documentation: The form must include a detailed description of the change, justification, expected impact, and any associated risks.

2. Change Request Review

  • Initial Review: The Change Control Board (CCB) reviews the CR for completeness and feasibility. The CCB consists of representatives from development, operations, quality assurance, and project management.

  • Approval to Proceed: If the CR is complete and feasible, the CCB assigns it a priority level and approval to proceed to the next phase.

3. Specification and Planning

  • Detailed Specification: The development team creates a detailed specification document outlining the technical and functional aspects of the change.

  • Impact Analysis: An impact analysis is conducted to assess the potential effects on existing systems, processes, and users.

  • Resource Allocation: Resources, including personnel, time, and budget, are allocated for the change.

4. Development and Testing

  • Development: The development team implements the change according to the specification document.

  • Unit Testing: Developers perform unit testing to ensure individual components function correctly.

  • Integration Testing: Integration testing is conducted to ensure the new or changed software integrates seamlessly with existing systems.

  • User Acceptance Testing (UAT): A select group of end-users performs UAT to verify the change meets the specified requirements and functions as expected in a real-world environment.

5. Quality Control

  • Quality Assurance Review: The QA team conducts a thorough review and testing to ensure the change meets quality standards and does not introduce new issues.

  • Documentation Update: All relevant documentation, including user manuals and system documentation, is updated to reflect the change.

6. Change Approval

  • Final Review: The CCB conducts a final review of the change, including test results and updated documentation.

  • Approval: If the change passes the final review, the CCB approves it for implementation. Approval is formally documented.

7. Managed Implementation

  • Implementation Plan: A detailed implementation plan is created, including a rollback plan in case of issues.

  • Communication: All stakeholders, including affected users, are notified of the implementation schedule and any expected downtime.

  • Implementation: The change is implemented during a scheduled maintenance window to minimize disruption.

  • Post-Implementation Review: A post-implementation review is conducted to verify the change was successfully implemented and to address any issues that arise.

8. Change Closure

  • Closure Documentation: The change is formally closed in the change management system, and all documentation is archived.

  • Lessons Learned: A lessons learned session is conducted to identify improvements for future change management processes.

Responsibilities

  • Change Requester: Submits the Change Request and provides necessary details.

  • Change Control Board (CCB): Reviews, prioritizes, and approves changes. Ensures all steps of the procedure are followed.

  • Development Team: Develops and tests the change according to specifications.

  • Quality Assurance Team: Ensures the change meets quality standards through thorough testing.

  • Project Management: Coordinates the change process, ensuring timely and resource-efficient execution.

  • Stakeholders: Provide feedback during UAT and are informed about the change schedule and impact.

Compliance and Audit

  • Audit Trail: All changes are documented in the change management system, providing a complete audit trail for review and compliance purposes.

  • Regular Audits: Regular audits are conducted to ensure adherence to the Change Control Procedure and to identify areas for improvement.

Conclusion

This Change Control Procedure ensures that all new software and major changes to existing software are managed effectively, minimizing risks and maintaining high standards of quality and service. By following this structured process, NikaTime ensures that changes are well-documented, tested, and implemented with minimal disruption to operations.

Last updated 12 December 2023