Process Name: Change Control Process
Owner: Jane Smith, IT Change Management Team
Document Location: Centralized Management Database

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1. Purpose and Rationale

The Change Control Process is designed to manage and oversee changes to systems or infrastructure with minimal risk, ensuring that changes are implemented smoothly and align with business objectives. This process helps maintain system stability and prevent unplanned downtime.

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2. Scope

This process applies to all planned changes to IT systems and infrastructure, including software updates, configuration changes, and new system deployments. It does not cover emergency changes, which are handled by a separate emergency change process.

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3. Objectives

• Stability: Ensure the stability and reliability of IT systems during and after changes.
• Risk Management: Minimize the risk associated with changes by evaluating and approving them.
• Compliance: Ensure all changes comply with relevant regulatory and security standards.

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4. Process Steps

Step 1: Change Request Submission

• Initiator: Any team member requiring a change.
• Action: Submit a detailed change request form, including:
  • Description of the change
  • Justification for the change
  • Potential impact and risk assessment
  • Rollback plan in case of failure
• Output: A completed change request form submitted for review.

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Step 2: Initial Review

• Reviewer: Change Control Committee
• Action: Review the change request for completeness and initial risk assessment.
• Output: Decision to proceed to detailed assessment or request more information.

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Step 3: Risk Assessment and Approval

• Participants: Risk Assessment Team, Security Team
• Action: Conduct a detailed risk assessment and review potential impacts on system stability. The Change Control Committee approves or rejects the change.
• Output: Approved, rejected, or deferred change request with documented rationale.

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Step 4: Implementation Planning

• Owner: Assigned Project Manager
• Action: Develop an implementation plan, including:
  • Specific steps to implement the change
  • Schedule and timeline
  • Communication plan for stakeholders
• Output: A detailed implementation plan.

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Step 5: Change Implementation

• Owner: Assigned Implementation Team
• Action: Execute the change according to the implementation plan. Monitor the process for any issues.
• Output: Successful implementation or initiation of rollback if issues occur.

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Step 6: Post-Implementation Review

• Owner: Change Control Committee
• Action: Review the change’s impact and update documentation as needed. Collect feedback and identify lessons learned.
• Output: Post-implementation report and updated process documentation.

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5. Roles and Responsibilities

• Change Initiator: Proposes and documents the change request.
• Change Control Committee: Reviews and approves change requests, conducts risk assessments, and oversees the implementation process.
• Risk Assessment Team: Evaluates potential risks and impacts of the proposed change.
• Implementation Team: Executes the change and ensures compliance with the plan.
• Project Manager: Coordinates the implementation, manages communication, and documents the outcome.

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6. Key Performance Indicators (KPIs)

• Change Success Rate: Percentage of changes implemented without incident.
• Change Approval Time: Average time taken for change requests to be reviewed and approved.
• Post-Change Incident Rate: Number of incidents occurring within a specified period after a change.

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7. Related Documentation

• Emergency Change Process: Document outlining procedures for handling emergency changes.
• Risk Assessment Checklist: A checklist used during the risk assessment phase.
• Communication Plan Template: A template for creating communication plans for changes.

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8. Review and Update Schedule

• Frequency: Quarterly
• Last Reviewed: November 7, 2024
• Next Review Date: February 7, 2025