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About Change Management
The change management system is based on standard change processes. The purpose of this topic is to describe the terminology used in the change management system and briefly describe the specific steps within the process.
The following table describes some of the terms used within the change process:
Change Management Terminology
Affected End Items
Affected end items are the end items associated with a particular change object. Usually the end item is the object that contains the problem or issue being addressed. You add affected end items while creating or updating a problem report or change request. The associations are not propagated from a problem report to the change request created in response to it.
Affected Objects
Affected objects are parts, documents, process plans, or other revision-controlled objects that will be affected by the change. These are added to a task in the implementation plan of a change notice. Usually these parts or documents are affected when a user completes the assigned task.
Change Administrator
There are three important process roles associated with the title of Change Administrator.
The first change administrator (Change Administrator I) reviews the change request, collects impact information, and communicates the decision to reject or implement the change in either the fast or full track branches of the change process. Change Administrator I also creates the change requests from unresolved problem reports.
The second change administrator (Change Administrator II) is responsible for creating the implementation plan captured in the change notice. Change Administrator II is also responsible for recording the decision of the Change Implementation Board to proceed with the implementation plan.
The third change administrator (Change Administrator III) acts as an auditor for all of the material related to a change, ensuring that all resulting documentation is clear, concise, and valid, and that all process steps are properly executed.
Change Implementation Board (CIB)
A Change Implementation Board reviews and either approves or denies the implementation plan included in the change notice.
Change Notice
A change notice represents a work authorization to document and release new designs, to enhance existing designs, or to correct problems
The change notice can be created in reference to one or more change requests. It details the tasks that need to be completed in order for the change to be implemented. It also enables you to assign the tasks to individuals.
Change Request
A change request can be created in response to one or more problem reports or without any reference to a problem report. It details the changes necessary to correct the problem or provide the enhancement so that the appropriate people can make the business decision to proceed with or cancel the proposed change.
Change Review Board (CRB)
A Change Review Board reviews and either approves or denies a change request. It is typically composed of representatives from company departments, such as Design Engineering, Manufacturing Engineering, and Quality Assurance.
Change Task
A change task represents a work instruction that is necessary to complete in order to satisfy a change notice. A complex change notice may have many change tasks; a simple change notice might have only a single change task.
Fast Track Change Request
Fast track change requests have low impact and cost, and therefore, can be processed quickly through the change process. The cost threshold for changes that can be processed using the fast track changes is typically set by company policy.
Full Track Change Request
Full track change requests are those with a high impact and cost and that require close analysis and review. Full track changes must pass through the Change Review Board prior to implementation.
Implementation Plan
The collective set of change tasks with a change notice.
Pending Change
A pending change is either an unresolved change request or an incomplete change notice that will affect the object. This pending change icon appears in the title bar of the information page of any object that has a pending change against it.
Problem Report
A problem report is created to document a problem or request a product enhancement. A problem report is created by registered users for their use or on behalf of someone outside the system, such as a customer or supplier.
Resulting Objects
Resulting objects are parts, documents, process plans, or other revision-controlled objects that result from a change. These are added to a task in the implementation plan of a change notice. Usually these objects are created (or modified) as part of the completion of the assigned task.
A type is an object characteristic that distinguishes between objects.
A variance is an authorization to depart from the as-designed configuration for a specific number of units and/or for a specified time period. Two common types of variances are deviations and waivers.
Change Process
The following is an example scenario of the change process:
1. A user creates a problem report from an end item information page.
2. Change Administrator I, assigned by the workflow, reviews the problem report and either approves or rejects it.
3. After Change Administrator I approves the problem report, Change Administrator I creates a change request, performs an impact analysis, and records the decision for full or fast track.
If the change request follows the fast track, it is immediately sent to Change Administrator II for implementation.
If the change request follows the full track, Change Administrator I convenes the Change Review Board.
4. Change Administrator I records the Change Review Board's decision to either reject or proceed with the implementation of the change request. Upon approval, the appropriate Change Administrator II is assigned to create the change notice, documenting the implementation plan.
5. A full track change notice requires the approval of the Change Implementation Board prior to any actual work being performed. When approval is given, the work to implement the change begins.
6. Data creators edit product data as directed by the change notice tasks. Data users (reviewers) must then check and approve the work of the creators before the task is complete.
7. When all the tasks associated with the change notice have been completed, Change Administrator III audits the resulting documentation to be sure it is clear, concise, and valid, and then approves or rejects the change notice.
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