Configuration Control Board
GEN‐SPE‐ESO‐______ Issue 1.02 25/02/2011 Released: F.Comeron A.Kaufer B.Leibundgut M.Peron 25/02/2011
Name Date Signature
The internal memorandum dated 17/11/2010 on the subject Data‐flow software (DFS) development projects
defines the role of the DFS Configuration Control Board, in particular in the following cases:
• Requests for operationally critical updates (including regular maintenance updates and bug fixes) of operational data flow applications must be submitted for evaluation and approval to the DFS Configuration Control Board via the DFS problem reporting system
• Changes of project deadlines must be submitted for evaluation and approval to the DFS Configuration Control Board via the DFS problem reporting system
The same memorandum also states that by the end of 2010 the charter and composition of the DFS Configuration Control Board shall be defined and that the DFS Configuration Control Board will be acting as of Jan 1, 2011.
The scope of the Configuration control board process described in this document is limited to data flow applications. Note that pipelines are outside the scope of the above‐ mentioned memo, and consequently of this document.
Classification of Changes
Changes to DFS projects (scope and bug fixes) shall be classified on the basis of their extra FTEs costs, including also indirect costs to other projects. Change of deadlines are considered major changes. Minor effort < 0.2 FTEs Medium effort in the range 0.2 … 0.6 FTE Major effort > 0.6 FTE or change of deadline
Board ResponsibilitiesThe DFS Configuration Control Board is responsible for: • Raising the attention of the DMO Head and the DOO, DOS and DOE Directors for decision whenever major changes have been requested via the DFS PR system.
• Taking a decision about medium changes. The board shall not be involved in:
• Minor changes. They are handled as now directly between requester and project manager. • Budget changes
The Chair decides about meeting agenda and schedule. The board shall meet regularly at least once every three months. Additional meetings might have to be called for whenever urgent change requests have been
issued. For non‐urgent matters, the chair may decide to wait and discuss a bunch of issues in one single meeting. For urgent matters, a dedicated meeting might instead be the most appropriate or the only viable solution. The conclusions of the board shall be registered in the worklog of the main ticket associated to the project (see below) and shall be communicated in terms of meeting minutes that document the accepted, rejected and postponed change requests.
Board Members and their ResponsibilitiesThe Chair of the DFS CCB is selected by the DOO, DOS and DOE Directors in consultation with the DMO, LPO, SDD Heads. The DMO, LPO, SDD and OPO representatives are selected by the respective Division Heads. The board is composed of the following members with the listed responsibilities and rights Chair • Call for and coordinate DFS CCB meetings at least every three months or whenever necessary • Extract relevant information (tickets) from the DFS PRS and distribute to Board Members •Collect comments on change requests from the CCB board members and other experts • Escalate non‐resolvable priority conflicts regarding medium change requests to directors
• May postpone medium change requests lacking enough detail for effort estimation to next meeting • Register in the ticket(s) worklog the conclusions of the board (medium changes) or Division
Heads/Directors (major changes)
• Communicate board decisions in terms of meeting minutes •Monitor regularly the status of tickets related to project scope and schedule (while the primary responsibility to notify the Chair that there are issues to be discussed remains with the project managers, see below) • Provide updated information (e.g. list of subsystems/components and SPR responsible) to the DFS PRS administrator
•A mailing list (firstname.lastname@example.org) shall be created and maintained by the chair. The mailing list contains by default all CCB members
DMO / LPO / OPO Representatives
• Contribute to overall prioritization of pending change requests by compromising on own change requests
• Provide written comments on medium and major change requests prior to the CCB meetings
• May request escalation to Division Heads/Directors if no overall prioritization of change requests can be achieved SDD Representative • Make sure that pending change requests to be discussed at the next board meeting have an effort and impact estimation assigned by the respective project manager. The effort and impact estimate shall consider all parties involved in the project.
• On the basis of the resources and the skills required vs. available, the impact estimation (see above) as well as the status of running projects, prepare scenarios describing which change requests could be implemented and which one not including potential delays to existing projects. •May reject change requests lacking enough detail for effort estimation (prior to the CCB meeting) • Inform project managers about board decisions
If considered necessary by any member of the board, additional participants may be invited to provide written comments prior to the CCB meetings, such as project scientists or project managers/developers to provide expert advice to the discussions. However, these are not part of the board and have no decision authority.
• Make sure that developers do not implement any change request, except for minor ones, unless covered and justified by a ticket (as required by memo) • Make sure that an overall project ticket exists – and if not open a new one – summarizing purpose and scope of the project, roles and responsibilities, deadlines, priority with respect to other projects if established • Provide effort estimates for change requests (implementation and testing, including the possible setup or upgrade of a testing environment and creation or changes of databases), specifically register in the ticket worklog any change to any of the elements indicated in the previous point, mentioning also extra FTE costs and/or delays to the project. When applicable, the estimate should include hardware and licensing procurement costs, as well as the possibility of extension of scope of service contracts • May reject change requests lacking enough detail for effort estimation (prior to the CCB meeting) • Make sure that email@example.com receives notifications to any changes to such ticket
(e.g. adding address to ticket’s CC list)
• Inform the chair and SDD representative whenever there are new issues to be discussed at a DFS CCB
• Inform developers about board decisions affecting their projects
Developers and Testers • Report to the project manager about any request they receive, via ticket; • Implements the tickets according to the priorities set by the project manager •Make sure that an overall project ticket exists – and if not open a new one – summarizing purpose and scope of the project, roles and responsibilities, deadlines, priority with respect to other projects if established
Submit Change Request [Project Scientist]
Estimate Effort / Impact [Project Manager]
The project manager, together with the developers and testers, estimates the effort to implement and test the change request. Finally s/he updates the project’s overall ticket to inform all CCB members and other interested stakeholders about the effort estimation and potential impact on / conflicts with other projects and change requests. The change request is classified as minor, medium or major. The project manager may reject change requests lacking enough detail for effort estimation.
Minor, Medium, Major Change Request [Chair, Project Manager]
Minor change requests are dealt with directly by the project manager. Medium change requests are dealt with by the CCB. Major change requests are escalated to the Division Heads/Directors after comments of the board members and nominated experts have been collected by the Chair and discussed by the CCB.
Implementation proposal of
Medium Change Requests [SDD Rep.]
Upon request of the CCB Chair who plans to organize a CCB meeting, on the basis of the resources and the skills required vs. available, the impact estimation (see above) as well as the status of running projects, prepare scenarios describing which change requests could be implemented and which one not including potential delays to existing projects. .
Schedule CCB Meeting [Chair]
CCB meetings are scheduled either once every three months or when the CCB Chair decides that the number of pending medium and major change requests necessitates a special meeting. The CCB Chair arranges the meeting with all board members and provides an agenda with the medium and major change requests to be discussed, their estimated effort/impact and the proposal prepared by the SDD representative.
Comment on Medium & Major Change Requests
The Chair invites the representatives of DMO, OPO, LPO and SDD and ‐ optionally ‐ additional nominated experts to comment on the change requests listed on the distributed agenda prior to the CCB meeting.
CCB Meeting ‐ Accept/Reject Medium Change Requests [CCB Board]
The CCB board members ‐ specifically the representatives of DMO, OPO, LPO and SDD ‐ review and accept/reject the pending medium change requests, taking into account impact on other change requests and ongoing new development projects. The outcome of the meeting shall be a prioritized list of accepted
medium change requests, a list of rejected medium change requests. In case of non‐resolvable conflicts, the chair shall escalate also medium change requests to the Division Heads/Directors.
CCB Meeting: Recommendation on Major Change Requests [CCB Board]
The Chair collects comments of the board members on pending major change requests including their recommendations whether the change should be implemented or not. If possible, a consolidated recommendation should be produced.
Figure 1: DFS Change Request Workflow