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  1. 1. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN XVI.C. Attachment A: CDCR SOMS Change Request Management Plan EDS SOMS STATEMENT OF WORK ATTACHMENT A-I
  2. 2. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Document Control Change Record Date Author Version Change Reference 7/07/08 Jonathan 1.0 Draft Taylor / Nellie Petuskey 7/25/08 Nellie Petuskey 1.1 Review comments incorporated from Michelle Sitar, Applications Maintenance and Support and from Bill Buffington, EIS Tactical Systems 8/11/08 Leisa 1.2 Incorporated remaining Rackelmann changes and comments Reviewers Name Position Leisa Rackelmann Project Director Distribution Copy Name Location No. 1 2 3 4 5 6 EDS SOMS STATEMENT OF WORK ATTACHMENT A-II
  3. 3. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Contents XVI.C. Attachment A: CDCR SOMS Change i Request Management Plan i Introduction 1 Project Overview 1 Scope 1 Purpose 2 References 3 Acronyms 3 Change Request Management Objectives 3 Approval of Plan 4 Plan Evaluation and Maintenance 4 Implementation and Distribution of the Plan 4 Plan Organization 4 Roles and Responsibilities 6 Change Request Originator 6 SOMS Change Request Coordinator 6 Change Control Board 7 Impact Analysis Package Team Lead and Team 8 SOMS Financial Management Officer 9 Systems Integrator Management 10 SOMS Project Director and State Project Manager 11 SOMS Executive Steering Committee 11 Legal Staff 11 Contract Administration 11 Production Incident Team 12 Change Request Management Process 13 Change Request Initiation 13 Conduct/Coordinate Impact Analysis 17 Change Order Implementation 21 Expedited Initiation, Analysis, and Disposition 22 Change Request Management Tracking and Reporting 23 Change Request Tracking Tool 23 Project Change Request Meetings 23 Change Request Reports 23 Change Request Management Forms 24 Change Request Statement Template 24 Impact Analysis Package 24 EDS SOMS STATEMENT OF WORK ATTACHMENT A-III
  4. 4. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Order 26 Appendix A: Definitions and Acronyms 27 Appendix B: Change Request Statement Template 31 Appendix C: Impact Analysis Package Template 35 Appendix D: Change Order Template 40 Appendix E: Identifying and Adjusting for Scope Increases and Decreases 42 Appendix F: State Reporting Thresholds 44 EDS SOMS STATEMENT OF WORK ATTACHMENT A-IV
  5. 5. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Introduction Project Overview The California Department of Corrections and Rehabilitation’s (CDCR’s) growing offender population combined with the increasing need to maintain more detailed information about each offender requires a more sophisticated method of record keeping than CDCR employs today. The Strategic Offender Management System (SOMS) will encompass multiple, integrated applications and provide a single statewide offender database, allowing CDCR to replace its current paper based, disparate, and duplicate systems with a single, strategic, statewide solution capable of supporting most of CDCR's adult and juvenile offender management needs. This system will integrate all offender data and improve adult and juvenile offenders’ custody, correctional programs, parole monitoring, and administrative processes. CDCR, in collaboration with the selected Systems Integrator contractor, will implement a modern integrated Strategic Offender Management System to replace existing legacy systems, both automated and manual, and integrate and/or eliminate some interfacing systems. Scope Project Scope CDCR has three primary business programs - Institutions, health care and parole, but the scope of the SOMS Project is limited to institutions and parole. Automation of health care processes is being addressed by an independent project under the California Prison Health Care Receivership’s (CPR, Receiver) office. SOMS will be required to interface with the new health care system when it is operational. Change Request Management Plan Scope The SOMS Project scope is defined in the SOMS Project Charter and SOMS Feasibility Study Report (FSR). This plan governs the actions required to make changes to the SOMS Project. Examples of changes include: business requirements, infrastructure, schedule, project baseline EDS SOMS STATEMENT OF WORK ATTACHMENT A-1
  6. 6. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN documentation, approved project deliverables, project management processes and/or other systems that will impact or be impacted by the SOMS Project. The scope of Change Request (CR) Management encompasses the following areas: • Identification • Assessment and Monitoring • Impact Analysis • Resolution/Approval • Communication • Cross-Project Referral • Escalation Purpose This Change Request Management Plan (CRMP) documents the process to manage change for the California Department of Corrections and Rehabilitation (CDCR) Strategic Offender Management System (SOMS) Project. This plan describes actions to be taken, tools to manage, and methods for reviewing, analyzing, and deciding upon SOMS and related systems changes. “Related systems” refers to systems that will impact or be impacted by the SOMS Project. This includes systems that will either be replaced by SOMS and/or those systems that will interface with SOMS. These related systems will start to follow this SOMS change request process at yet to be determined milestone. The first systems to follow this process will be the Offender Based Information System (OBIS) and the Distributed Data Processing System (DDPS), as these are the main systems to be replaced in Phase 1 of the SOMS Project. This plan also describes how approved changes will be communicated to Project staff and process participants. Change Request (CR) management is an ongoing project function that is performed at every level – from individual teams up through senior management. A standard, documented CR Management process ensures changes are made in a consistent manner. It also ensures appropriate stakeholders are informed of the state of the product; the changes to the product; and the cost and schedule impact of these changes. An approved CR culminates in a signed Change Order(s) (CO) which authorizes a change to a baseline, deliverable, and/or configuration item. The CO provides a consistent mechanism for communicating instructions to implement a change. CO change instructions must follow processes defined by the CRMP, as well as processes defined by the specific plan governing ATTACHMENT A-2 EDS SOMS STATEMENT OF WORK
  7. 7. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN the changing item (for example, schedule changes as described in the Schedule Management Plan). If the selected SOMS Systems Integrator (SI) has a separate CRMP, it must conform to this plan, as well as manage the SI’s internal process for submitting SI/vendor initiated change requests to the SOMS Change Control Board (CCB). References This plan has been developed in consideration of the following documents: • SOMS Project Charter • SOMS Project Management Plan Change Request Management Standards • CA Office of Systems Integration (OSI), Best Practices • Project Management Institute (PMI), Project Management Body of Knowledge (PMBoK) SOMS Project Repository • The location of the SOMS Project information repository is: San2publicProjectsSOMS Acronyms Refer to Appendix A for a list of Change Request Management acronyms, terms and their definitions. Change Request Management Objectives An effective and efficient Change Request Management process supports the following objectives: • Keeps the project on schedule, within budget and scope • Coordinates impact analysis across multiple systems and projects • Coordinates change implementation across multiple organizations and processes • Communicates potential changes as early as possible to the Project Management • Manages the change process to meet agreed upon due dates to implement the change on a timely basis EDS SOMS STATEMENT OF WORK ATTACHMENT A-3
  8. 8. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN • Avoids rework of Change Requests • Provides metrics for the Change Request Management process Approval of Plan The CRMP and any subsequent updates are subject to approval by the SOMS Project Director. This Plan will be updated on an as needed basis as determined by the SOMS Project Director or State Project Manager. Project staff, including the Technical Project Manager, may recommend an update to the Plan for reasons including improved usefulness, effectiveness and accuracy. Plan Evaluation and Maintenance The CRMP is a living document that is expected to evolve over the life of the project. It will be updated to reflect new or modified change request management needs as they arise. Additionally, the SOMS Project Director is responsible for the periodic evaluation of the strategies recommended herein and subsequent updates. The SOMS Technical Project Manager (TPM), in consultation with the SOMS Project Director, will assist as needed in conducting these periodic plan evaluations. Implementation and Distribution of the Plan Upon approval of the plan and any subsequent update(s), a copy of the document will be filed in the SOMS Project Library, which is the repository for all current and archived project- related records. As each version of the CRMP and supporting templates is completed, the SOMS TPM will send an email to all SOMS team members and project stakeholders with a link to the location of the CRMP in the SOMS Project Library. All SOMS Project managers will be responsible for directing their staff to the plan and answering any related questions. It is the responsibility of SOMS Project managers to monitor and promote adherence to the objectives and approaches recommended by this plan. Plan Organization The SOMS CRMP exists in a larger context of plans that define the overall approach and methodology for managing the SOMS Project. This document identifies the methodology to ATTACHMENT A-4 EDS SOMS STATEMENT OF WORK
  9. 9. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN be used to perform activities related to Change Request Management. The SOMS CRMP together with the SOMS Project Management Plan (PMP) and subsidiary management plans provide a framework for managing all change request related processes. As depicted in the graphic below, Change Request Management is integrated with Project Management (includes scope management), Configuration Management, Schedule Management, Risk Management, Issue Management and Requirements Management. Project Management Plan  Project Scope and context is defined in the Project Schedule Management Management Plan Configuration Plan Management Plan  Approved change orders are  Approved Change Orders may implemented in accordance with require changes to the schedule configuration management controls Change Request Management Plan   Change Requests may  Change Orders are used to impose risks on the project generate modifications to  Mitigation and resolution of Business Requirements risks may require new Change Requests Requirements Risk Management Plan Management Plan  Resolution of issues may require new Change Requests Issue Management Plan EDS SOMS STATEMENT OF WORK ATTACHMENT A-5
  10. 10. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Roles and Responsibilities The SOMS solution is being implemented for the CDCR. Today, the SOMS Project Team and its leaders are responsible and accountable for effective change request management. When the Systems Integrator (SI) vendor joins the project team, they too will be involved in change request management. This section of the CRMP summarizes SOMS Project change request management roles and responsibilities. Specific roles and responsibilities for the overall SOMS Project may be found in the SOMS Project Management Plan (PMP). Change Request Originator Change Requests can be originated by any member within the SOMS Project or any CDCR program manager whose organization uses the systems covered by this plan. The Change Request Originator (Originator) initiates the change request process by preparing a Change Request Statement that documents the following: • What needs to be changed, including baseline documents, if any, that need to be changed • Why the change is needed (Justify the business case) • Who needs to perform the change • When the change is required • An initial priority assessment (based on the Change Request Priorities List in Appendix B of this CRMP) The Originator reviews the suggested change with their manager. If the two parties agree, the Change Request Statement is submitted to the SOMS Change Request Coordinator (CRC). Program Managers originating a Change Request may submit the Change Request Statement to the SOMS CRC directly. In order to ensure that the intent of the Change Request is understood and addressed, the Originator may be asked to participate in the impact analysis or to review the Impact Analysis Package (IAP). SOMS Change Request Coordinator ATTACHMENT A-6 EDS SOMS STATEMENT OF WORK
  11. 11. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN The Change Request Coordinator (CRC), a member of the SOMS Project Team, manages the SOMS Change Request Management process. The SOMS CRC is responsible for tracking SOMS Change Requests, as well as related systems Change Requests. Specifically, the Change Request Coordinator is responsible for: • Identifying of all Change Requests that may impact the SOMS Project • Reviewing Change Requests to avoid duplication of requests • Logging all Change Requests (submitted Change Request Statements) • Reviewing Change Request Statements and Impact Analysis Packages to confirm that they are complete and up to date and notifying owners when updates are needed • Assess Change Request priorities (Urgent, High, Medium, Low) based on the Change Request Priorities list (See Section ) • Facilitating the Change Control Board’s (CCB), Change Request Meetings • Monitoring all Change Requests assigned to the CCB • Tracking all Change Requests using the Change Request tracking tool (Excel spreadsheet) • Preparing reports on Change Requests and their status • Measuring the Change Request process, reporting trends, and taking actions if trends indicate a problem • Coordinating with other processes such as release management and testing • Draft Change Orders (COs) for Change Requests accepted for implementation • Obtain approval signatures for CO(s) • Notify CO action owners of their responsibilities • Verify that actions from the CO(s) have been implemented Change Control Board The SOMS Change Control Board (CCB) is responsible for making all final decisions on Change Requests. Decisions will require the consensus of all the board members. The CCB consists of EIS legacy systems managers and the SOMS state project management team, which includes the SOMS Project Director, SOMS State Project Manager (SPM), and SOMS User Project Managers (UPMs). The CCB is responsible for the following: • Reviewing new Change Requests to determine whether they may be beneficial to the SOMS project and/or CDCR, warrant further analysis or should be withdrawn • Assessing the priority of Change Requests (Urgent, High, Medium, Low) based on the Change Request Priorities list (See Section ) EDS SOMS STATEMENT OF WORK ATTACHMENT A-7
  12. 12. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN • Recommending whether additional analysis is needed prior to CCB consideration of a specific Change Request • Accepting Change Requests for analysis or implementation • Rejecting or deferring Change Requests • Reviewing the status of in-progress Change Requests, facilitating issue resolution and setting/revising due dates. • Reviewing completed Impact Analysis Packages (IAPs) to decide whether to approve for implementation, solution approve, defer, or withdraw associated Change Request • Approving use of alternative processes (interim or permanent) • Assigning SOMS Financial Management Officer (SOMS FMO) to assess IAPs that have a cost impact • Reviewing Change Requests closures • Actively monitoring and assessing Change Requests for which they have responsibility. • Coordinating the assignment and ownership of Change Requests, including the assignment of IAP due dates • Assigning an IAP Team Lead • Recommending members to the IAP Team • Deciding and managing change request, IAP assessment and CO priorities Impact Analysis Package Team Lead and Team For each Change Request, the IAP Team Lead is responsible for coordinating the impact analysis and for compiling the impact analysis results into the Impact Analysis Package (IAP). With the assistance of the IAP Team, the IAP Team Lead is responsible for the following: • Build an IAP team with the appropriate expertise to assess the Change Request. This includes notifying the CCB if changes to the recommended IAP Team are necessary. • Determining if there is a feasible, alternative/work-around in order to avoid the cost and/or risk associated with the requested change • Identifying technical components of the change and assessing the impact of the change on those technical components • Providing oversight of the IAP team members assigned to assess the impact of a specific components of the Change Request until the IAP is complete • Completing the analysis on a timely basis • Recommending a solution • Identifying actions needed to implement the recommended solution • Validating the recommended solution with the Systems Integrator and/or other vendors as appropriate ATTACHMENT A-8 EDS SOMS STATEMENT OF WORK
  13. 13. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN • Providing status of the Change Request/IAP to the CRC • Consolidating impact assessment information into a single, consistent and comprehensive IAP • Presenting the IAP results and solutions recommendations to the CCB • Completing the IAP assessment for financial and scope impacts • Justifying the business case and identifying alternatives to the recommended solution • Reviewing cost, schedule, and scope impact with the SOMS Financial Management Officer, CDCR/SOMS Contracts Manager and or CDCR Legal Office, as needed • Recommending the proposed production release date of recommended solution SOMS Financial Management Officer In addition to the IAP Team’s analysis, the SOMS Financial Management Officer (FMO) analyzes “Solution Approved” IAPs with impacts to cost, schedule, scope and/or payment schedule. After the CCB declares an IAP as “solution approved”, the SOMS CRC informs the FMO of the type of impact that requires analysis. This analysis may include: 1. Cost estimates and cost reasonableness analysis 2. Scope impact analysis 3. Funding strategies development and external approval recommendations 4. Documentation of cost, scope and trade-off impacts 1. Cost Estimates and Cost Reasonableness Analysis When an IAP indicates that there is a cost impact (State, Systems Integrator, etc. for the solution or alternative process) the SOMS CRC provides a copy of the IAP to the FMO and informs the FMO that cost information will be provided by the IAP Lead, Systems Integrator or other party. For State costs, the IAP Lead may provide cost estimates that include hours with classifications and hardware and software costs. FMO will analyze the cost and make a recommendation as to whether the costs identified are reasonable based on standard State costing principles or as compared to comparable workloads. Systems Integrator cost estimates will be provided in accordance with the agreed upon cost estimating approach and will include estimated hours (broken down to the level needed for establishing the cost) and the year and timeframe that the work will be done. If the FMO’s analysis of the cost estimates determines the estimates are unreasonable, the FMO will present these findings at the CCB meeting. 2. Scope Impact Assessment EDS SOMS STATEMENT OF WORK ATTACHMENT A-9
  14. 14. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN IAPs that indicate a scope increase or decrease will require a cost estimate as described above. 3. Funding Strategy Development and External Approvals The FMO will make recommendations to fund the change and will identify any external approvals required based on reporting requirements. The following external approvals may be required: • SPR, • BCP, or • Section 11. The funding strategy will take into consideration: • Cost • Year and timeframe of needed resources • Project(s) impacted • State reporting requirements (Refer to Appendix F) • Consideration of potential redirection of existing resources This recommendation will be included as part of the analysis provided to CCB with the IAP. 4. Documentation of Cost, Scope and Trade-Off impacts The FMO will maintain a log by year and production release that captures the cost of the IAP, and identifies scope increases or decreases if any, and the estimated value of any trade-offs negotiated with the Systems Integrator. Systems Integrator Management Systems Integrator management are responsible for: • Clarifying impacts to their organization(s) • Providing costing information • Negotiating • Trade-offs with State management • Due dates for analysis • Production release dates ATTACHMENT A-10 EDS SOMS STATEMENT OF WORK
  15. 15. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN • Resolution of problems • Approving COs SOMS Project Director and State Project Manager For IAPs that have cost, schedule, and/or scope impact (aka Solution Approved IAPs) executive management for the SOMS Project are responsible for the following: • Determining the appropriate action to take based on: o Cost, schedule and/or scope impacts o External approval strategy (including funding) o Cost reasonableness analysis • Identifying potential trade-offs • Confirming desired production release dates • As required, negotiating final cost and contract changes with the Systems Integrator SOMS Executive Steering Committee SOMS Project Director and/or State Project Manager will brief the SOMS Executive Steering Committee (ESC) on significant change requests and the overall status of project change requests (i.e. summary on new, in process and dispositioned Change Requests.) Legal Staff The California Prison Health Care Receivership (CPR) and/or CDCR Legal Staff (or other qualified resources such as Contract Administrator) will support the Change Request Management process by reviewing IAPs to validate scope impact and contract changes, as well as reviewing and approving COs. Contract Administration The SOMS Contract Administrator coordinates all SOMS contract changes and archives signed COs. For the SOMS Project, the Contract Administrator will be the State Project Manager (SPM). EDS SOMS STATEMENT OF WORK ATTACHMENT A-11
  16. 16. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Production Incident Team The SOMS Production Incident Team may originate urgent change requests based on identified defects to the SOMS solution. ATTACHMENT A-12 EDS SOMS STATEMENT OF WORK
  17. 17. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Request Management Process The Change Request Management process identifies, manages and tracks Change Requests through resolution. Change Request Management provides a standardized method for dealing with project change. Rather than focusing just on the immediate need, this method enables project staff to assess how changes affect the CDCR, the overall SOMS Project, as well as specific elements of the project. A Change Request is identified by a Change Request Originator (Originator) and brought forward to his or her manager. If the Change Request is valid and their management is in support of its evaluation, it is then forwarded to the SOMS Change Request Coordinator (CRC). The CRC utilizes a Change Request tracking tool to monitoring the progress of each Change Request through the process. There is one CCB that reviews and approves all the Change Requests for the project. The CRC coordinates and facilitates Change Control Board (CCB) meetings. CCB meetings are conducted to review new, in process and completed Change Requests and Impact Analysis Packages (IAPs). The CCB meeting is the appropriate forum to address concerns from any Change Request stakeholder. This section of the plan breaks down the SOMS Change Request Management process into four (4) functions and describes the detailed steps that take place within each function. The four functions described in the remainder of this section are: • Change Request Initiation • Conduct/Coordinate Analysis • Change Order Implementation • Expedited Initiation, Analysis, and Disposition Change Request Initiation The need for a Change Request can be raised by anyone on the SOMS Project or anyone associated with any related systems. SOMS stakeholders with different perspectives, knowledge and experience may recognize problems with SOMS requirements, approaches or designs that may cause business problems. For example, some changes may be proposed by the Systems Integrator because their experience tells them that there is a better way to meet business needs. Some changes may come from new requirements, such as those resulting from a change in State law. EDS SOMS STATEMENT OF WORK ATTACHMENT A-13
  18. 18. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Requests can be originated by the following sources: • CDCR program areas that utilize existing related systems • EIS system managers who support related legacy or interfacing systems • EIS project managers who are implementing a related system • SOMS Project Team • CDCR Executives • Systems Integrator • SOMS or related systems Production Incident Team(s) (i.e. production technical support staff) Change Requests originated from a source external to the SOMS Project Team must be coordinated through the EIS manager of the related system. For example, for Phase 1 of the SOMS Project, change requests may be originated by Offender Based Information System (OBIS) or Distributed Data Processing System (DDPS) users or support staff. For this example, the change request would be coordinated by the appropriate EIS OBIS or DDPS manager. The following sections (Steps 1 to 3) describe the Change Request Initiation process steps. Step 1– Originating Change Request Statements The Originator identifies a change to a specific baseline, deliverable, configuration item or approach and conducts research to determine if a similar or same request has been submitted before. If this is a new change, the Originator completes the Change Request Statement template. The Change Request Statement must include: • What needs to be changed, including baseline documents, if any, that need to be changed • Why the change is needed (Justify the business case) • Who needs to perform the change • When the change is required • An initial priority assessment (based on the Change Request Priorities List as listed on the Change Request Statement template in Appendix B) The Change Request Statement template and field definitions are included in Appendix B. After the template has been completed, the Originator reviews the Change Request Statement with their manager. ATTACHMENT A-14 EDS SOMS STATEMENT OF WORK
  19. 19. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN The Originator and their manager must assign the initial priority value of the proposed change. A guide to possible priorities is included with the Change Request Statement template and takes into consideration factors such as: • Impact doing or not doing the change • Alternative processes • Impact to interfaces • Risk If the Originator and their manager determine that an alternative process may be applicable they will document the alternative process in the Change Request Statement. A more complete and thorough analysis of suggested alternative processes may be conducted during the impact analysis process. The priority of the Change Request can change as the request goes through the IAP and review processes. The Originator’s manager approves the Change Request for review by the CCB. This approval validates that the suggestion is necessary and would benefit the project. The approval also determines that the change cannot be implemented without following the CR Management process, and that the Change Request should be assessed and considered at the CCB meeting. Step 2 – Submit Change Request Statement to Change Request Coordinator (CRC) and Assign Change Request Number After reviewing the Change Request Statement with the Originator, the manager submits the Change Request to the SOMS CRC. After receiving the Change Request Statement, the CRC validates that the required information is included and verifies that the change does not duplicate another Change Request. If the CRC determines that the Change Request Statement is incomplete, the Change Request is returned to the Originator’s Manager and an explanation is provided. If the CRC accepts the Change Request Statement, a Change Request number is assigned and the Change Request is recorded in the Change Request tracking tool. The CRC informs the Originator and their manager that the Change Request has been accepted and provides them with 1) the Change Request number and 2) the date, time and location of the CCB meeting where the Change Request will be added to the agenda and presented. If possible when new Change Requests are introduced, the Originator or their manager should present the Change Request Statement to the CCB meeting. EDS SOMS STATEMENT OF WORK ATTACHMENT A-15
  20. 20. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Request numbers are assigned as a sequential, unique identifying number. Once a Change Request number is assigned, it is never changed. Step 3 – Change Control Board Meeting The CCB reviews Change Requests from all sources and assigns one of the following statuses: Reject, Defer, Accept for Analysis or Accept for Implementation. If the Change Request is rejected, the Originator’s manager is informed of the rejection and any additional actions required. If the Change Request is deferred, the CCB may recommend one of the following actions: • Defer to a future review date • Implement alternative process and defer the change to a review date • Permanently implement the alternative process or procedure Change Requests that are deferred to a future date are assigned a reevaluation date to be reviewed by the CCB. This date is documented in the tracking tool, the Change Request is archived, and is brought back to the CCB when the date is reached. The CCB may analyze the Change Request during the meeting and decide to accept it immediately. In this case, the CCB will accept the change for implementation and direct the Change Request Coordinator to draft the CO without an IAP. If the Change Request is accepted for analysis, the CCB will assign: • The IAP Lead • Team members • Due date for the IAP The CRC notifies the Originator of the new status and any other changes that were made to the Change Request. The CCB may also define requirements for the formal impact analysis. This will assist the lead and team members in the development of the IAP. These requirements include necessary direction, as well as a list of known resources that should be consulted for impact analysis input. Any other unique criteria that are needed to make a final decision should be documented for the IAP Lead. The information gathered in this step is recorded in the tracking tool and made available on the Change Request form that is provided to the IAP Lead. ATTACHMENT A-16 EDS SOMS STATEMENT OF WORK
  21. 21. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Conduct/Coordinate Impact Analysis Step 4 – Impact Analysis Activities The IAP Lead directs the IAP team in the development of the IAP. The activities involved in impact analysis include: • Identifying the baseline, deliverable and/or configuration items impacted by the CR; including documentation, requirements, code, test cases, payment schedules, etc. • Assessing the size of the impact with each team member and for each component affected by the change. • Consolidating the total impact of the change which may include but is not limited to: – Tasks – Costs – Resources (hardware/software) – Schedule – Performance – Scope – Risk • Justifying the business need for the solution and considering alternative processes as appropriate including the cost of the alternative solution. • Working with the Alternative Process Lead to develop a viable alternative process if indicated or identified during the development of the IAP. This activity will include: • Contacting the Alternative Process Lead as soon as possible so the Alternative Process Team can conduct a formal analysis • IAP Lead incorporates the Alternative Process analysis into the IAP • Validating recommended solution with the impacted teams, specifically the Systems Integrator as appropriate. • Working with the IAP team members to develop a schedule to implement the change should it be approved (i.e., which version will include the change). • Recommending a production release schedule and coordinating with the release manager. • Determining if a contract amendment is required for the proposed solution by consulting with Legal Staff as appropriate. • Informing the FMO of IAP alternatives that have a cost • Revising the priority assessment based on the proposed solution. • Identifying the impact of not implementing the solution. • If a State cost impact is indicated the IAP Lead or appropriate team member will obtain the cost information for each organization and submit it to the FMO. EDS SOMS STATEMENT OF WORK ATTACHMENT A-17
  22. 22. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Step 5 – Scope and Financial Impact Assessment The IAP includes an evaluation for financial and scope impacts. There are multiple checkboxes for the IAP Lead to designate whether the Change Request has Systems Integrator and / or State cost or scope impact. There are additional specific checkboxes for financial impacts affecting the Systems Integrator Payment Schedule. The IAP Lead will work with the appropriate IAP team member from the impacted area to determine if a financial or scope check box should be marked. If any of these checkboxes is marked ‘Yes’, the team will justify the business need for the cost or scope change in the analysis. It should also be noted that in analyzing any potential alternative processes to the Change Request that the IAP Lead work with the Alternative Process Lead to recommend a workable and fiscally feasible alternative process for the problems stated in the Change Request if applicable. If an alternative process is recommended, the IAP should identify the financial impact of the alternative. Alternative process financial impacts also need to be reviewed by the FMO. Step 5 – IAP Solution Description and Impact Statement Format This section of the IAP template discusses the alternatives and proposed solution of the Change Request. The following format must be used to clearly identify all alternatives, their impacts and cost if applicable and to identify the actions by project for the proposed solution. 1. IAP Summary – Briefly discuss overall approach to determine the proposed solution for the Change Request 2. Proposed Solution – Describe in detail appropriate for the Change Request the proposed solution a. Indicate scope, schedule and/or cost impacts b. Identify the ‘actions to be taken’ by project and resources/responsible manager required to implement each action 3. Alternatives Considered – Describe in detail for the Change Request each alternative analyzed a. List alternatives in lowest to highest in order of cost (in perceived order of magnitude to implement the change) b. Indicate scope and schedule impacts as appropriate If a cost impact is indicated for the proposed solution or alternatives considered, the IAP Lead will inform the SOMS CRC who will report to the FMO. Step 6 – Team Concurrence of the Impact Analysis Package Each team member of the IAP represents an organization within the Project that may be affected by the impact analysis. After the IAP analysis and ATTACHMENT A-18 EDS SOMS STATEMENT OF WORK
  23. 23. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN assessments are completed, the IAP team members are responsible for obtaining their organization’s concurrence with the IAP. The IAP Lead is responsible for ensuring that each team member has communicated the results of the analysis with their management. Any objections or recommended changes identified by a team member will need to be resolved prior to submitting the IAP to the Change Request Coordinator. If an agreement cannot be reached, the IAP Lead should present the problem to the CCB for resolution. Step 7 – Change Control Board Review of Completed Impact Analysis Package The Change Request Coordinator provides an agenda for review prior to each CCB meeting that identifies the IAP(s) that will be discussed during the meeting. The IAP Lead presents the IAP. The CCB then completes its assessment and a status is assigned. The purpose of this assessment is to consider the merit of the IAP relative to its impact and assign a status of “Disapprove”, “Rework”, “Accept for Implementation” or “Solution Approved”. “Solution Approved” is utilized where the CCB determines that the change should proceed to implementation but the funding for the change is to be determined. Step 7a – Disapprove After the CCB reviews the IAP and determines assessment doesn’t support implementation, the CCB disapproves the Change Request. The Change Request Coordinator will inform the IAP Lead and Originator’s manager of the Change Request status and the Change Request will be closed. Step 7b – Rework Analysis If the CCB cannot make a determination because additional information is needed, the IAP Lead returns to the process in Step 4 to obtain a more thorough impact analysis before bringing the IAP back to the CCB. Step 7c – Accept for Implementation If the CCB decides to accept the IAP for implementation, the CCB directs the Change Request Coordinator to draft the CO. In some cases, the IAP is approved in concept and additional changes to the solution or impact assessments will be required before the CO can be drafted. The revised IAP is sent to the CCB decision makers for review prior to submitting the CO for signature approval. EDS SOMS STATEMENT OF WORK ATTACHMENT A-19
  24. 24. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Step 7d – Solution Approved If the CCB approves an IAP with a cost, schedule, scope or payment schedule impact, the status of “Solution Approved” is assigned. Solution approved acknowledges that a viable solution to the Change Request exists without an alternative process and additional external approval requests or funding need to be made before implementing the solution. Depending on the type of impact indicated, different approval requests are required for a cost, schedule and/or scope impact as detailed below. Schedule, Scope, and Payment Schedule Impacts The Change Request Coordinator submits IAPs with schedule, scope and payment schedule impacts to the FMO to recommend external approval strategies to the SOMS Executive Steering Committee if appropriate. Cost Impacts The FMO will request Systems Integrator cost information to complete the following activities: • Develop a cost estimate • Conduct cost reasonableness analysis • Recommend funding and/or external approvals strategies • Document cost impact analysis After the FMO completes the analysis, the documented resulted are submitted to the CRC to be incorporated into the IAP for SOMS CCB review. Step 8 - Executive Project Staff Meeting SOMS CCB reviews “Solution Approved” IAPs to approve for implementation; however, implementation cannot start until all required external approvals are obtained. IAPs not approved will be returned to the CCB for final disposition. This review: • Evaluates the proposed solution and alternative process, if included, to determine the best solution for the Project • Assesses cost, schedule, payment schedule impacts, funding strategies, and external approval requirements included as part of FMO’s recommendation. • Evaluates scope increases and decreases, and contract changes (See Appendix E) • Identifies trade-off possibilities ATTACHMENT A-20 EDS SOMS STATEMENT OF WORK
  25. 25. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN • Confirms production release schedule • Negotiates final costs and contract changes with the Systems Integrator as required Trade-offs During the review, CCB may identify that the IAP is a candidate for a trade- off. Executive Management will review the FMO’s log to determine if there is an existing IAP that can offset the increase or decrease in the IAP under review. If an offset is available the Systems Integrator will be contacted to negotiate an acceptable trade-off. The process to negotiate the trade-off is the same as the process to negotiate increases or decreases in scope as set out in . Step 9 - SOMS Steering Committee Review Solution approved IAPs and the selected strategy for external approval from the FMO require SOMS Executive Steering Committee approval. Negotiated changes to functionality (trade-offs) do not need such approval and will be document by the FMO. IAPs that are not approved by the SOMS Executive Steering Committee will be returned to CCB for next actions. The Project Director may request SOMS Executive Steering Committee, or members of the Committee, review at times other than the monthly committee meeting if their review is urgently needed. Change Order Implementation Step 10 – Record Change Request Approval and Launch Change Order(s) When the CCB approves an IAP for implementation the Change Request tracking tool is updated to reflect the status of “Accepted for Implementation”. The IAP Lead works with the Change Request Coordinator to prepare CO(s) for the impacted project. A single Change Request or IAP may result in one or more COs. The CO includes a signature line for each party required to authorize the change. The SOMS Change Request Coordinator writes the CO and submits it for review to Legal or contract admin staff. This review ensures that the CO is consistent with the contract and that any needed contract changes are identified in the CO. The Change Request Coordinator submits the CO to the SOMS Project Director, or SOMS Project Manager for signature, and the Systems Integrators Project Executive if the change impacts their organization. EDS SOMS STATEMENT OF WORK ATTACHMENT A-21
  26. 26. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Once the CO is signed, the Change Request Coordinator forwards all signed COs to contract administration to be archived. Then the approved CO(s) are provided to the project team member(s) responsible for implementing the change. When the Change Request Coordinator receives confirmation that all CO(s) has been implemented, the log is updated to reflect the status of “Executed” and the Change Originator’s Manager is informed of the Change Request’s status. Solution approved IAPs will be written prior to external approval and archived until approval is received. The log is updated with the status of “Approved” when all signatures are obtained. Expedited Initiation, Analysis, and Disposition The steps outlined above are the normal process followed to initiate, analyze and approve a Change Request. However, it is recognized that a situation may occur that requires faster than normal processing. Depending on the urgency of the need for a change to be reviewed, and subject to the concurrence of the appropriate approval authority, any of the steps outlined above may be made by the SOMS Change Request Coordinator through email. All of the normal steps outlined above will be followed, however, votes for accepting a Change Request for analysis, review and approval of an IAP, and approval for implementation (steps normally handled during a CCB meeting) can be conducted through an email vote if there is an urgent need to expedite the approval process. ATTACHMENT A-22 EDS SOMS STATEMENT OF WORK
  27. 27. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Request Management Tracking and Reporting Change Request Tracking Tool SOMS Change Requests are managed and tracked by the SOMS Change Request Coordinator. Initially the SOMS Change Request Coordinator will use a spreadsheet, where a record of all Change Requests submitted for approval are kept with their current and final status. The Systems Integrator may also maintain a tool for tracking Change Requests that impact their scope and budget. Integration and consistency between the tools is the responsibility of the Systems Integrator in cooperation with the SOMS Change Request Coordinator. Project Change Request Meetings The SOMS CCB will hold regular, weekly meetings to address and manage Change Requests. The SOMS CRC keeps a log of all Change Requests and their status. This log is provided to the CCB along for their weekly meetings. The SOMS CRC will develop and distribute the CCB meeting agenda, facilitate the CCB meetings and document CCB meeting minutes. If Change Requests are to be addressed as an agenda item within a broader-scope meeting, then the CRC will only facilitate the Change Request agenda item. Change Request Reports Initially a spreadsheet will be developed by the CRC to track all Change Requests and their status in the Change Request management cycle, as well as the impacts (cost, scope, trade- off, etc.), COs, CCB decisions, and contract changes. Change Request reports are provided to support the SOMS Status Report which is presented at weekly project team meetings and monthly Executive Steering Committee meetings. The Change Request report includes key information from the Change Request Log (maintained by the CRC) such as the status of key Change Requests, counts by category, CCB decisions and trend reports (as requested). EDS SOMS STATEMENT OF WORK ATTACHMENT A-23
  28. 28. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Request Management Forms There are three forms, two of which are available as templates in the SOMS Project Library for the Change Request process: • Change Request Statement and Change Request Priorities guidelines (In the SOMS Project Library) • Impact Analysis Package (IAP) (In the SOMS Project Library) • Change Order (CO) The CO is only used by the SOMS Change Request Coordinator and is only available to that person. Change Request Statement Template To initiate a Change Request the Originator or their manager prepares a Change Request Statement. A priority is assigned using the Change Request Priorities list. Additional instruction on how to describe and justify the Change Request is included on the template. The form is prepared as a Microsoft Word™ document and emailed to the SOMS Change Request Coordinator. Prior to bringing the Change Request to the CCB meeting, the SOMS Change Request Coordinator assigns the Change Request identification number and updates the form. The Change Request Coordinator quality reviews all Change Requests to verify that the form was completed correctly. If required information is omitted, the Change Request Coordinator will return the Change Request to the Change Originator and their Manager for the necessary updates. The Change Originator’s Manager is responsible for resubmitting the revised Change Request to the Change Request Coordinator. The Change Request Statement template is included in Appendix B This template can be found in the SOMS Project Library: Z:SOMSProject_Management_newProject_Management_PlansChange Request ManagementChange Request Statement Template Impact Analysis Package ATTACHMENT A-24 EDS SOMS STATEMENT OF WORK
  29. 29. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN The Impact Analysis Package (IAP) form is populated with initial values from the Change Request Statement by the SOMS Change Request Coordinator and sent to the IAP Lead for completion. The IAP Lead uses this document to record the complete results of the impact analysis conducted for the Change Request. In addition, the IAP Lead ensures the IAP includes all required elements. The Impact Assessment section of the IAP provides a list of impacts that have to be analyzed by the IAP team and documented. Any acknowledgement of an impact in this section must be justified and explained in the analysis. The Solution and Impact Statement section includes a complete and thorough discussion of the solutions evaluated, the recommended solution, item(s) that must be changed, how they must be changed and a statement of the impact of the change. If an alternative process is identified, the IAP team must document this process and obtain the cost for implementing from the FMO. At the end of the analysis the IAP team must identify the actions required to implement this change in addition to identifying the impact of not implementing the solution. This summation of actions is titled “Actions to be Taken” and are broken down by project impacted. When the IAP is complete, the IAP Lead presents the results to the CCB. This template can be found in the SOMS Project Library: Z:SOMSProject_Management_newProject_Management_PlansChange Request ManagementImpact Analysis Package Template EDS SOMS STATEMENT OF WORK ATTACHMENT A-25
  30. 30. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Order Change Orders (COs) are prepared after the Change Request or IAP is “Accepted for Implementation”. COs are directions to implement the change. A single Change Request may impact several areas or organizations and require updates to more than one baseline, deliverable, or configuration item. For example, one Change Request may require changes from the Systems Integrator and other contractors on the project. Multiple COs could be prepared to implement a Change Request. A draft CO is prepared by the SOMS CRC based on the information contained in the IAP. The CRC then presents the Change Request, IAP and all COs to the signing authorities required to approve the CO. If the IAP has identified that external approvals are required before the change can be implemented (project approval, approval for funding, etc.) the SOMS CRC will draft the CO(s) but will not send them out for signature until informed by the FMO that the required approvals have been obtained. At that point the SOMS CRC will release the COs for signature. After obtaining the approval signatures, the CRC updates the Change Request status to “Approved: and forwards the CO to the individual(s) responsible for implementing the change. When the CRC receives the confirmation that the CO has been implemented, the log is updated to reflect that the CO is closed. When all of the COs have been closed, the Change Request is updated to reflect a status of “Executed”. ATTACHMENT A-26 EDS SOMS STATEMENT OF WORK
  31. 31. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Appendix A: Definitions and Acronyms CRC Change Request Coordinator - The individual responsible for tracking and managing the SOMS Change Request Management process and ensuring Change Requests are dealt with in a timely and complete manner. CO Change Order - The formal written authorization to modify, revise, add to, or remove from the Baseline. The CR and the IAP describe in detail the change, impacted elements and the cost/schedule impact. COs that authorize changes to a contract or a contracted scope require the signature of all parties to the contract. Changes are not implemented until the appropriate COs are signed. CR The formal written request, submitted by a project team member, to modify, revise, add to, or remove from the Baseline. Once CRs are approved, COs are created to capture the formal agreement to implement the change. IAP The impact analysis MS Word document completed by the IAP Lead that identifies all components of the potential change along with an effort estimate and financial impact for each component. This document also captures the overall potential impact to the project scope, budget and/or schedule. Portions of the IAP document will be used in the COs. The IAP will be hyperlinked to the CR tracking spreadsheet. CRMP Change Request Management Plan - The formal SOMS Project document that outlines the process and procedures for Change Request Management of SOMS and related legacy systems. Originator Change Request Originator - The individual that originates and completes a CR Statement. IAP Lead The individual that is assigned ownership for impact assessment and sizing of a Change Request. The IAP Lead manages and IAP team to complete an IAP and present the results of the analysis to the CCB. Change Request The priority assigned to a Change Request based on the potential impact Priority to the CDCR and/or SOMS implementation, as well as the availability of a feasible alternate process. A guideline, with definitions, for selecting the appropriate priority has been included with the Change Request Statement template and is also included in Appendix B Change Request The document that initiates a requested change, documents its Statement justification. The Change Request Statement is the controlling document EDS SOMS STATEMENT OF WORK ATTACHMENT A-27
  32. 32. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN for a specific Change Request. Change Request The table below identifies the status a Change Request will have during Status the normal Change Request Management process. STEPS CHANGE REQUEST STATUS EXCEPTION CHANGE REQUEST WHEN STEP COMPLETE STATUS 1. Prepare Change Request Statement • Review w/manager S u b m i t C h a n g e R e q u e s t S t a t e m e n t t o ATTACHMENT A-28 EDS SOMS STATEMENT OF WORK
  33. 33. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN STEPS CHANGE REQUEST STATUS EXCEPTION CHANGE REQUEST WHEN STEP COMPLETE STATUS t h e C R C 2. Review Change Request Statement ID = Identified • Log Change Request and Update Originator 3. CCB reviews Change AA = Accepted for DF = Deferred Request Analysis W = Withdrawn • Identifies Areas Affected AI = Accepted for and Due Dates Implementation • Identifies IAP Lead 4. Conduct/Coordinate Impact Analysis 5. Consolidate Impact Analysis Results 6. CCB Reviews the IAP SA = Solution Approved DF = Deferred Results AI = Accepted for W = Withdrawn Implementation 7. Create CO(s) and obtain AP = Approved (CO signatures Completed – Signed) 8. Ensure CO(s) completed EX = Executed EDS SOMS STATEMENT OF WORK ATTACHMENT A-29
  34. 34. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN The status of a Change Request or IAP is defined below ID Identified - The draft Change Request has been logged and reviewed by the CRC, but has not been reviewed by the CCB and has not been accepted by the CCB for analysis. AA Accepted for Analysis - The CCB accepted the Change Request for analysis. The IAP lead and team members are identified, the IAP due date is assigned, priority is confirmed and project impacts are estimated. AI Accepted for Implementation -The CCB accepted the Change Request for implementation without analysis or the IAP has been completed and the analysis has been accepted. SA Solution Approved - The IAP solution is approved in concept and the analysis cannot be accepted because a cost, schedule, scope and/or payment schedule impact is indicated and meets the thresholds identified in Appendix F. This IAP will require external approval prior to implementation. AP Approved - All the change orders for the CR or IAP have been signed by the appropriate approver(s). E Executed - The Change Request Coordinator has verified that all the change orders for a CR or IAP have been implemented. D Deferred - The CCB has deferred the analysis of the CR or IAP or the implementation of the IAP to a future date. W Withdrawn - The CCB has determined the CR or IAP is not needed. ATTACHMENT A-30 EDS SOMS STATEMENT OF WORK
  35. 35. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Appendix B: Change Request Statement Template Change Request Statement [Insert Change Request Name] Change Request ID: [CR-nnnnn] Date Identified:       Originator Name [Originator Name] Organization [Originator Organization] Phone [Originator Phone] Manager [Originator Manager Name] Category of [Choices include project management processes, schedule, infrastructure, business Change requirements or application] Item(s) Impacted [Baseline, Deliverable, Configuration item(s) affected by change] System(s) and/or Systems Projects Source [Source Reference] Projects Impacted DDPS SOMS Reference Select the systems or (e.g. SR #, Change projects that may be OBIS RACS Request#, RQ #, etc..) impacted by this change. Other EdFirst DECATS Other [Identify "Other" systems or project(s)] Operations / Adult Institutions Yes No Unknown Program Areas Parole Yes No Unknown Impacted Juvenile Justice Yes No Unknown Indicate functional areas impacted by this change Business Process Intake Processing Classification Programs Sentence Calculation Impacted Movements Transportation Discipline Appeals and Grievances Check all that apply Holds, Wants, Detainer Scheduling Gang Management Property Visitation Pre-Parole and Release Parole Operations Administrative Processes Court Ordered Requirement? Provide Court Order # in Justification section. Yes No State Regulation, Legal Requirement? Provide citation in Justification section. Yes No Institution Specific Requirement? Provide citation in Justification section. Yes No Enhancement? Provide explanation in Justification section. Yes No Other? Provide explanation in Justification section. Yes No Priority Select One Proposed IAP Lead: [Enter Name of Proposed IAP Lead] Identify the urgency for 1 = Urgent this change. Refer to 2 = High Proposed IAP Team Members: [Enter Names of Proposed IAP Team Priority description list. 3 = Medium 4 = Low Members] Change Request Instructions: Please provide a brief description of the change (no more than five lines). Description [Description] EDS SOMS STATEMENT OF WORK ATTACHMENT A-31
  36. 36. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Change Instructions: Describe the justification for the change. This justification should identify legislative changes, the efficiency saving (FTE), the severity level, and/or the data integrity issue being addressed. Describe the reason(s) Request for the change and the benefits of implementing the change. Explain the rationale for selecting the priority level by Justification identifying the factor(s) from the Change Request Priorities that apply to this change. Consider and discuss the implications to operations or project(s) if the change is not implemented. If applicable, consider and discuss the possibility of an interim business process resolving this change. [Justification] Change Request Priorities PRIORITY FACTORS TO CONSIDER No Alternative 1. Urgent • Prevents the accomplishment of an essential function. Process • No acceptable alternative process is available. Available • Has system-wide impact affecting a significant number of users. • Has impact to critical interfaces (external systems). • Creates a significant public relations risk. 2. High • Adversely affects the accomplishment of an essential function. • Alternative Process available but not cost effective (requires significant manual effort). • Impacts users across multiple institutions or regions. • Creates a public relations risk. • Has significant positive or negative impact to program performance and productivity. • Has impact to interfaces (external systems). Alternative 3. Medium • Meets definition of a “High” priority change but has a cost effective Process interim alternative process. Available • Has minor positive or negative impact to program performance and productivity. 4. Low • A cost effective permanent alternative process is available. • Results in user/operator inconvenience or annoyance but does not affect a require operation or mission essential function. • Impacts a small group of users. • Cosmetic change. ATTACHMENT A-32 EDS SOMS STATEMENT OF WORK
  37. 37. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Table 1: Change Request Statement Data Elements Data Element Definition CR Name A short descriptive name for the Change Request (CR). The unique identifier assigned to the CR by the change request CR ID coordinator. This field cannot be entered by the originator on the CR statement. Date Identified The date the original CR statement was created. Originator Name The individual who initiated the CR and created the CR statement. Organization The organization that the change originator is assigned to. Phone The change originator’s phone number. The change originator’s manager. This is not required to be a direct Manager reporting relationship. Rather, the manager who is approving the CR statement should be identified here. The category of change - The choices are one of the following: project Category management processes, schedule, infrastructure, business requirements, or application) The target that is subject to or impacted by change, such as project Item(s) Impacted baseline, deliverable and/or configuration item. This should be a deliverable in the WBS that can be linked to the CR. Each system and/or project impacted by the change is indicated with a Systems and/or Projects check mark. Operations / Program Functional areas impacted by the change, includes Adult Institutions, Areas Impacted Adult Parole and Juvenile Justice. Business Process Impacted Business processes within the scope of SOMS impacted by the change. The reference used to identify the CR in another tracking system. Used when the CR is originated by a source outside the SOMS project (e.g. Source Reference Legacy system service request (SR) tool). The recommended date to implement the change based on the business Proposed Production need. This recommendation should include information for version and Release any interim releases. Priority The priority assigned to the CR. Priority is based on the impact to the EDS SOMS STATEMENT OF WORK ATTACHMENT A-33
  38. 38. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN system release schedule and the availability of a feasible alternative process. The levels are defined in the “priorities” attachment to the CR template. The recommended lead for the Impact Analysis Package (IAP) effort and Proposed IAP Lead team. The recommended IAP team members. These individuals will have the business, technical and project knowledge to thoroughly analyze the Proposed IAP Team change, its technical, business and project impact. This team will develop a recommended solution and actions needed to implement. Change Request The full description of the change. Description Change Request Business reason the change is needed and initial justification for the Justification priority assessment. Instructions are provided on the CR template. ATTACHMENT A-34 EDS SOMS STATEMENT OF WORK
  39. 39. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Appendix C: Impact Analysis Package Template Impact Analysis Package [Change Request Name] Change Request ID: [CR-nnnnn] Status: Assigned IAP Lead [IAP Lead] Originator [Originator] IAP Team [IAP Team] Change Control SOMS Source Reference [Source Reference] Board (CR #, RQ #, etc.) Other?       Date IAP       Date IAP Assigned Date IAP Due Date       Complete Item(s) Impacted [Baseline/Deliverable/Configuration Item(s) affected] System(s) and Systems Projects Source [Source Reference] Projects Impacted DDPS SOMS Reference Indicate systems or projects (e.g. SR #, Change impacted by this change. OBIS RACS Request#, RQ #, etc..) Other EdFirst _____________ DECATS Other ________ Operations / Adult Institutions Yes No Unknown Program Areas Parole Yes No Unknown Impacts Juvenile Justice Yes No Unknown Indicate functional areas impacted by this change Business Process Intake Processing Classification Programs Sentence Calculation Impacted Movements Transportation Discipline Appeals and Grievances Check all that apply Holds, Wants, and Scheduling Gang Management Property Detainers Pre-Parole and Parole Operations Administrative Processes Visitation Release IAP Duration IAP Duration Forms Reports Identify the urgency for 1 week / 2 week / Not Urgent [Identify form(s) and/or report(s)] this change. (Same as CR Document explanation for the duration: Statement) xxxxxxxxxxxxxxxxxxxxxxx Proposed (Date: Enter Proposed Release Date) Production Release Justification for Proposed Release Date Date: EDS SOMS STATEMENT OF WORK ATTACHMENT A-35
  40. 40. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN Contract Yes No Amendment Provide Required additional information Impact Assessments Financial Systems Integrator Yes No Integrator Payment Schedule Change Yes No (+/-) State Cost Change Yes No Other Cost Change Yes No Scope Systems Integrator Increase Decrease No Change State Increase Decrease No Change Other Increase Decrease No Change If other, describe scope change: 1) Change Request Description Instructions: Please provide a brief description, no more than five lines, of the change. [Description] 2) Change Request Justification • Court Ordered Requirement? Is the change required to meet Court Order? Yes or No. If yes, please provide order number and name of case. • State Regulation or Legal Requirement? Instructions: Indicate yes or no. If yes, provide legislation code or regulation. • Institution Specific Requirement? Instructions: Indicate yes or no. If yes, provide institution or county and citation of local requirement. • Enhancement? Instructions: Is the recommended change an enhancement? Indicate yes or no. If yes please provide a discussion of cost/benefit must be included as part of the justification. • Other? Please provide a description of other justification. 3) Need for Change Instruction: Include discussion of the current situation and how the need for change was identified (testing, design review, etc.) [Need for Change] 4) Impact Associated with Implementing the Proposed Solution Instructions: Include discussion of impact and risk associated with implementation (cost, schedule, quality, scope, functionality). [Impact of Implementing] 5) Impact Associated with Not Implementing the Proposed Solution Instructions: Include discussion impact and risk associated with not implementing. [Impact of Not Implementing] ATTACHMENT A-36 EDS SOMS STATEMENT OF WORK
  41. 41. EDS AGREEMENT NUMBER [XXXX] CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION (CDCR) ATTACHMENT A CDCR SOMS CHANGE REQUEST MANAGEMENT PLAN 6) Solution Description and Impact Statement Instructions: Use the IAP checklist as a guide to complete your analysis. The IAP checklist identifies all the elements that need to be included in your analysis. 1. Recommended Solution 2. Impact of Change a. Solution Considerations – options considered with pros and cons of each. 3. Implementation Plan Systems Integrator or EIS Actions: • Application Development o DCUT  Application Changes (include specs) − Pages − Files − Forms − Reports − Batch Jobs o Database o Development Documentation o Requirements Changes (tied to Use Cases or other Requirements Documentation)  Business Requirements  Functional Requirements  Technical Requirements o Plans and Processes Changes  Plan  Process  Procedure o System Testing • Performance Testing • Implementation o Data Conversion • Training • HW/SW Installation • Development and Production Support o Technical Architecture o Application Architecture Changes (includes specs)  Functional Services  Technical Services  Enterprise Services o Data Architecture Changes (includes specs)  Data Services  Data Store o Physical Architecture Changes (includes specs)  CDCR Hardware/Software  DTS – Hosting  WAN Hardware/Circuits EDS SOMS STATEMENT OF WORK ATTACHMENT A-37

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