Regional IT manager (Andrew MacBean)

Transcription

1 BUSINESS PROCESS NHS WALES BUSINESS SERVICES CENTRE PONTYPOOL Author Gerald Jones Title Issue: Preliminary Draft Issue Date: XX/XX/XXXX No. of pages 5 Document No. BPRO-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. 30 May 22 June 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). RELEASE AUTHORIZATION Regional IT manager (Andrew MacBean) IT Project Manager (Roberta Houghton)

2 1.0 AUDIENCE AND PURPOSE This document is for Performance and Contract Monitoring Team () 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 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- staff refer to their own process and procedural documentation. For an overview of 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. 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 () 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, records it and publishes its details. Business Services Centre Pontypool BRO-02 Issue 01 Page 2 of 5

3 4.0 RESPONSIBILITY Various parties are responsible at different steps in the process, as defined in Chapter PROCESS MAP Business Services Centre Pontypool BRO-02 Issue 01 Page 3 of 5

4 6.0 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 Timescale Who 1 Raise a CR to specify the change. Consortium or 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 resources are not available 3 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. 4 Record the details of the CR and CCP. A maximum of 28 days between the receipt of a CR and the supplier raising a CCP 5 Analyze the CR and CCP. 6 Decide if the change is routine. If yes, go to step 10. If no, go to step 7. 7 Decide whether to accept the CR and CCP. If yes, go to step 10. If no, go to step 8. 8 Decide whether to: Accept the Consortium s decision, change the CCP, and roll back any 8 business days after receipt of CCP 20 business days Consortium Business Services Centre Pontypool BRO-02 Issue 01 Page 4 of 5

5 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. 9 Create a CCN. Consortium 10 Record and publish the CCN. Within 5 business days of creation of the CCN Business Services Centre Pontypool BRO-02 Issue 01 Page 5 of 5