Appendix I - Change Control and Release Plan
CSC
Change Control &
Release Plan
HuBERT Application Implementation
Version 1.9
1/30/2012
[Abstract: The purpose of this document is to describe the Change Control and Release process
including responsibilities and process flows to be used. This process will help control the scope of
the project and ensure that appropriate parties are notified of a change.]
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
TABLE OF CONTENTS
1.
Change Control and Release Plan
2
2.
Change Order Process
2
2.1
Customer Request and Design (Phase 1)
2.1.1
2.1.1.1.
2.1.1.2.
2.1.1.3.
2.1.1.4.
2.1.1.5.
2.1.1.6.
2.1.1.7.
Change control Process Form
Requestor Input
Review/Approvals
Change Request (Preliminary Cost Estimate)
Review/Approvals
System Design Document (Change Order)
Project Estimates
Review/Approvals
2.2.
2.3.
Development and Quality Assurance (Phase 2)
Release Acceptance and Implementation (Phase 3)
2
2
2
2
3
3
4
4
5
5
5
5
2.3.1.
2.3.2.
2.3.3.
2.3.4.
User Acceptance Testing (UAT) and Approval
System Modification Request (SMR)
Release/Implementation Plan Document
Invoicing
5
6
6
6
3.
Appendix A – Revision History
7
4.
Exhibit A – MN Internal CR Process Flow Diagram
5.
Exhibit B – SPIRIT Users Group CR Process Flow Diagram
6.
Exhibit C – Change Order Process Form
7.
Exhibit D – System Modification Request (SMR)
8.
Exhibit E – Release/Implementation Plan Document
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 1
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
1. Change Control and Release Plan
This plan describes the processes and responsibilities that take a Change Order from Customer
Request and Design, Development and QA through Release Acceptance and Implementation.
2. Change Order Process
The Change Order Process includes a formalized release approach from concept to
implementation. The Phases of the process include:
Phase 1: Customer Request and Design
Customer Request/Requestor Input (initiation of Change Control Process Form)
Approval by SPIRIT User Group ESC and State Agency to move forward with Preliminary
Cost Estimate
Change Request (Preliminary Cost Estimate)
JAD Session (if necessary)
Approval by SPIRIT User Group ESC and State Agency to move forward with Change
Order (full System Design Document)
Review of Change Order/Project Estimate
Approval by SPIRIT User Group ESC and State Agency to move forward with
development
Phase 2: Development and QA
Development/QA by CSC
Release assignment determined by SPIRIT User Group ESC and CSC
Phase 3: Release Acceptance and Implementation
Release deployed in UAT
Release Acceptance Testing
State determines with CSC when deployment into Production will occur
Development of SMR (if required) and Release/Implementation Plan Document by CSC
Approval to place into production
The state will be invoiced Minnesota funded Change orders for the month in which the
release was placed in production.
2.1. Customer Request and Design (Phase 1)
2.1.1. Change Control Process Form
The Change Order Process form is represented in both a hard copy version and in JIRA using the
same fields and approval points. The JIRA version is required to allow a change to flow from
conception to development.
2.1.1.1. Requestor Input
Overview/Purpose/Business Need
Each Change Order Process Form presented must include a clear description of the
business need and purpose. The business need must be represented to allow the project
acceptor(s) to review a change for relevance to the current business model and business
processes and to the system as it currently functions.
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 2
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
An example being: “To maintain compliance to current policy
HuBERT will require modification to allow for the collection of a
Medicaid Identification number.”
Description of Request
A complete description of the request must be included in the Requestor Input section.
The description should be limited to how the client would like the application to be altered.
An example being: “The system will be modified to eliminate the
social security field. The field will not be visible on screen.”
The Description of Request is not intended to be used to define any design parameters.
Design will be completed by CSC in the System Design Document phase of the Change
Control process.
The description will be enhanced by descriptive text and pictures where appropriate when
CSC defines the Change Order. Note that pictures are not required to complete this
portion of the Change Control Process.
Considerations/Constraints (optional)
The Considerations/Constraints portion of the Requestor Input section is optional.
However, if the State is aware of any considerations and/or constraints they should be
included in the document since they are valuable to CSC when assessing the request.
2.1.1.2. Review/Approvals
The State office reviews an internal request made by MN State or Local Agency Staff for
a change to the HuBERT system. The MN Project Acceptor will sign the approval to enter
the request into JIRA.
The request is then placed into the SPIRIT User Group (SUG) enhancement queue and is
prioritized by the SUG Change Control Work Group (CCWG). Once a priority has been
assigned, the CCWG makes the recommendation to the SUG Executive Steering
Committee (ESC) to request a Change Request (Preliminary Cost Estimate) from CSC.
The MN Project Acceptor will then sign the Change Request approval and add a
comment in JIRA.
2.1.1.3. Change Request (Preliminary Cost Estimate)
The Change Request section of the Change Order Process form is completed by CSC.
The Change Request will be recorded in the hard copy version of the document and in the
JIRA workflow.
The Change Request is a preliminary cost estimate of the total amount of work to be
completed to implement the proposed change. This estimate allows the user to view and
potentially to stop a Change Request early in the process if the amount of work is deemed
too large.
In this section CSC will estimate:
Type of Modification (Software Enhancement or New Report/Report
Change)
Preliminary Cost Estimate
Risk (1 low – 5 high)
January 30, 2012
CHANGE CONTROL MANAGEMENT
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Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
Level of Effort (Large = >540 total hours, Medium = 140 – 540 total
hours, Small = < 140 total hours)
Business Need
CSC understanding of the enhancement
Assumptions(s)
Approach
CSC Questions (if needed)
2.1.1.4. Review/Approvals
After completion of the Change Request section of the Change Order Process form CSC
will forward it to the CCWG Conductor for placement on the CCWG agenda for review
and recommendation to move forward to the ESC. If a Joint Application Design (JAD)
session is necessary to gather further design requirements, CSC will update and provide
a revised Change Request form.
The ESC will determine if the Change Request will be approved to move to the next step
of the Change Control process and receive a full estimate and design document. Once
approval to move forward is provided and, if MN is funding the change, the MN Project
Acceptor will provide an electronic approval in the JIRA system.
2.1.1.5. System Design Document (Change Order)
The System Design Document section of the Change Order Process form is completed
by CSC. The Change Order will be recorded in the hard copy version of the document
and in the JIRA workflow.
The System Design is the fully documented design, which a developer will use to
complete the system modifications and to fulfill the Change Order’s initial request. The
System Design includes numerous sections that allow CSC to comprehensively document
all requirements necessary to change the system and the impact to all system users.
Document sections are:
Work Request
Project Definition
Objectives & Benefits
Proposed Project Plan
System Design
Quality Assurance Test
System Impact Overview (Risk Analysis)
Resolved Issues
Outstanding Issues
Data Conversion
Security
Infrastructure & Hardware
User Acceptance Testing
Pilot Testing
Production Rollout (Implementation)
Attachments
Project Estimate
This step in the process is interactive with the State, and iterative, to ensure that the final
design represents a solution that fulfills the original business need.
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 4
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
2.1.1.6. Project Estimates
The Project Estimates section of the Change Order Process form captures the hours,
labor rate and cost to complete the work for the Change Order.
2.1.1.7. Review/Approvals
After completion of the System Design Document and Project Estimate sections of the
Change Control Process form, the document is reviewed again by the CCWG and a
recommendation is made to the ESC to move forward with development.
Prior to sending the completed System Design Document and Project Estimate (Change
Order) to the State for approval, CSC President, P&C/Gen Ins Div, FSG signature is
required. If the Change Order is at zero cost only State approval/signature is needed.
If MN-funded, the State office will provide approval in JIRA as well as on the hard copy of
the Change Order Form. After approval is received, CSC will work with the ESC to
schedule the Change Order into a software release, and complete development and QA
testing in accordance with the release timeline.
2.2. Development and Quality Assurance (Phase 2)
After receiving the Change Order approval, the JIRA issue will be assigned to a developer
to begin work on the Change Order. All code is reviewed for completeness, adherence to
standards, internal documentation, accuracy, and clarity. Any problem areas are
addressed at this time. Once development and unit testing are completed, the JIRA issue
will be assigned to QA. Test Scripts are developed or revised in preparation for the
Quality Assurance phase of the release project. The QA staff creates or revises the test
scripts from the approved Change Order. All changes that are made to the system are
thoroughly tested to ensure that changes to any part of the system do not impact
functionality in any areas of the system. Refer to System Transfer Modification Testing
Play v1_4 for more detailed information regarding CSC Development and QA Testing,
Life Cycle Development Standards and Guidelines, Requirements Traceability,
Configuration Management and Security Protocols.
2.3. Release Acceptance and Implementation (Phase 3)
All system requests will utilize a formalized release approach. Once ready, a beta version
of the release is deployed to the UAT Server for testing. The UAT phase ensures that the
functionality of the Change Order provides the expected results prior to being deployed to
the Production environments. All Change Orders that are funded by MN, once approved
by the MN Project Acceptor, will be included in a Software Modification Request (SMR)
document. Once the work is completed, a HuBERT Release/Implementation Plan
document (Release Document) will be created by the Account/Project Manager for the
State office to review and approve release implementation into Production.
2.3.1. User Acceptance Testing (UAT) and Approval
A beta version of the release is deployed to the UAT server for UAT testing. The testing
process consists of testing each issue identified in the Release as well as thorough
testing of any related functionality. Full regression testing is performed when necessary.
If the JIRA issue passes UAT testing, the State office will add a comment to the issue that
the issue has been tested and passed. If the JIRA issue fails UAT testing, a comment is
added and reviewed by other state testers and returned to CSC for correction prior to the
State releasing into production. If a new defect is identified during testing it is logged into
JIRA for comment and review by other state testers and recreation by CSC. The new
defect will then be corrected. All defects prioritized as critical and major will be fixed prior
to release into the production environment. Defects prioritized as medium, minor or trivial
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 5
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
may be negotiated, with the State for a correction date, to be fixed no later than the next
release (patch, defect or enhancement). Once the MN Project Acceptor determines the
release is production ready, State staff and CSC will work to determine when the release
will be deployed to the Production environments.
2.3.2. System Modification Request (SMR)
The CSC Account/Project Manager will complete a Software Modification Request (SMR)
and send it via e-mail to the MN Project Acceptor to review and approve. An SMR is
produced for every MN-funded and approved Change Order that will be included in a
HuBERT release. Once approved, the SMR is signed and attached to the appropriate
release JIRA issue.
2.3.3. Release/Implementation Plan Document
A Release/Implementation Plan Document is created for every release for HuBERT. The
CSC Account/Project Manager creates the Release Document and will send it via e-mail
to the MN Project Acceptor for review and approval. The document provides the MN
Project Acceptor with an overview, potential deployment issues, risk analysis, special
considerations and defect fixes/enhancements included in the release. The document is
also used to assist the State office in preparing software release documents for the Local
Agencies. Once User Acceptance Testing (UAT) is completed at the State office, the MN
Project Acceptor will approve the Release/Implementation Plan Document; this is the
official approval that authorizes CSC to deploy the release to the Production
environments. Once the Release Document is approved by the MN Project Acceptor, the
document is scanned, attached to the appropriate release JIRA issue, and an electronic
approval is provided as well.
2.3.4. Invoicing
Once the release is deployed to the Production environments, the CSC Account/Project
Manager, if applicable, the MN-funded change orders included in the release will be
invoiced for the month the release was placed into the Production environments.
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 6
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
3. Appendix A – Revision History
1.0
1.1
1.2
Version
Date
8/28/09
8/31/09
7/18/11
1.3
8/10/11
1.4
1.6
1.7
1.8
9/7/11
9/22/11
09/29/11
1/25/12
1.9
1/30/12
January 30, 2012
Summary Of Changes
Initial Plan Creation
Updates per State comments
Revision to change from pre-estimate to change
request and approval.
Updated a couple of small areas but added working
that if the change order is at zero cost only MN
approval is required.
Minor wording update
Add wording for Release Plan
Revisions for phases
Revised wording in section 2.3.1 and added revised
SMR and Release Documents
Revised wording in section 2.3.1 last two sentences
changed and combined into 1.
CHANGE CONTROL MANAGEMENT
Page 7
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
4.
Exhibit A – MN Internal CR Process Flow Diagram
State staff identifies
potential change (from
Local Agency or State)
and drafts Internal MN
HuBERT Change Request
Form
Enter Defect into SUG Defect
queue in JIRA – Follow SUG
defect process
Defect
Forward to appropriate
Unit Supervisor
Unit Supervisor
or WIC
Management
team Approval
to Proceed
Yes
State reviews
Internal MN HuBERT
Change Request
and determines
(with Contractor if
needed) if defect
or enhancement
Contractor provides completes
Change Order Process form Change
Request section. CCWG reviews
document and makes
recommendation to ESC to proceed
with full Change Order (design) or not
to move forward. If MN is initiator,
requires electronic approval/denial
from MN Project Acceptor in JIRA
Yes
Change Order including
design and impact
analysis received and
reviewed by CCWG.
CCWG makes
recommendation to ESC
to move forward.
Determine if MN will
fund as the initiator of
the request
No
Enhancement
No
Yes
Not
to –
Filed
Proceed
Not to
–Proceed
Closed
in JIRA
January 30, 2012
State determines if
Change Order
Process From will
Completed and
enters into JIRA
(requires signature
approval from MN
Project Acceptor)
No
No
Enter SUG
Change
Request
Process
Flow
No
Yes
Yes
CHANGE CONTROL MANAGEMENT
Bring to SUG
community for
cost-sharing
Not to
Proceed
– Closed
in JIRA
Page 8
ESC works with Contractor on
assignment to Enhancement
Release
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
5.
Exhibit B – SPIRIT Users Group CR Process Flow Diagram
Diagram
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 9
Appendix I - Change Control and Release Plan
State of Minnesota Department of Health – WIC Program
*
**
(Flow ‘C’ is an excerpt form the SUG CR Process Flow Diagram)
* Additional MN Steps to be taken:
1. State Office enters issue in MN instance of JIRA (Title format: Release and ## - e.g.; Release 2.09.08)
Enters a comment requesting to deploy the Release to the MN UAT environment
Assigns issue to CSC
2. CSC Installs Release into the UAT Environment
Attach Release Notes to the issue
Assigns issue to MN State Software Lead
3. State Office performs UAT
Once complete adds comment that Release has passed testing in MN Environment
Assigns issue to CSC Account Manager
4. CSC and State office work to determine date for Release to other environments
5. CSC Account Manager creates Release Documentation and if applicable (enhancement(s) SMR document
E-mails Release Document and if applicable SMR document to MN Operations Unit Supervisor
Assigns JIRA issue to MN Operations Unit Supervisor
6. State Office reviews documentation and gives approval to deploy release
MN Operations Unit Supervisor signs Release Document (and if applicable SMR document
Signed Release Document and if applicable SMR document is scanned and saved to JIRA issue
Comment is added to approve to deploy to Production, DR, Reports and Training environments
Assigns issue to CSC (Jason Bunselmeyer)
7. CSC deploys to all environments
Deploys to: Production, DR, Reports and Training environments
Assigns to MN State Software Lead for closure in MN instance of JIRA
8. State office ensures all environments have been updated and MN JIRA issue closes issue.
**
Upon closure of issue, if applicable the state will be invoiced for the month in which the release was placed in production.
January 30, 2012
CHANGE CONTROL MANAGEMENT
Page 10
Appendix I - Change Control and Release Plan
State Office Operations/CSC Use Only
Change Order #:
JIRA Issue #:
Change Order Process Form
Exhibit 9-B
Title:
Date:
Contract Number: B53261
Contract: HuBERT Operations and Maintenance
Contract Date: 04/01/2011
PLEASE COMPLETE THE FOLLOWING INFORMATION:
Contact:
E-Mail Address :
Phone #:
Agency Name:
Agency #:
Type of Software Related Request (Please select one):
Query
Report
Enhancement or Change
Amendment to previous Change Order #:
Other. Please describe:
Please rate the importance of your request:
Extremely important & urgent
Important but not urgent
Nice to have
PLEASE PROVIDE A DESCRIPTION OF THIS SOFTWARE RELATED REQUEST IN DETAIL ON THE NEXT PAGE.
State Office Use Only – Internal Review and Approval If Applicable (see internal form for signature)
Nutrition Unit
Program Unit
Approval:
Vendor Unit
Date:
Request Needed By:
State Office Operations Use Only
Critical
Major
Medium
MN Change Request
(preliminary cost estimate)
Project Acceptor Approval:
MN Estimate Project
Acceptor Approval:
Minor
Trivial
Change Request Approval Date:
State will approve in JIRA
MN Change Order Project
Acceptor Approval:
Estimate Approval Date:
Change Order Approval Date:
Tentative Due Date:
CSC Use Only
CSC President, P&C/Gen
Ins Div, FSG:
Approval Date:
Page 1
See JIRA issue
Appendix I - Change Control and Release Plan
State Office Operations/CSC Use Only
Change Order #:
JIRA Issue #:
REQUESTOR INPUT
Change Order Title:
Overview/Purpose/Business Need (describe the reason for this Change Order):
Description of Change Order (please describe the request in complete detail):
Considerations/Constraints (Optional):
Page 2
Appendix I - Change Control and Release Plan
State Office Operations/CSC Use Only
Change Order #:
JIRA Issue #:
Change Request (Preliminary Cost Estimate)
Date of Change Request: XX/XX/XXXX
JIRA Enhancement #: XXXX
Requested by:
Type of Modification Requested:
Software Enhancement
New Report/Report Change
Estimate Valid Through: XX/XX/XXXX
Preliminary Cost Estimate: $ XXXX - $
XXXX
Risk: (1 low – 5 high):
Level of Effort:
Large (> 540 totals hours)
Medium (140 – 540 totals hours)
Small (< 140 totals hours)
Business need:
CSC understanding of the enhancement:
Assumption(s):
Approach: High level design write-up outlining code changes, database impact, and security consideration (items
identified in the design meetings to derive the preliminary estimate).
Page 3
Appendix I - Change Control and Release Plan
State Office Operations/CSC Use Only
Change Order #:
JIRA Issue #:
System Design Document (completed on analysis estimation approval)
Introduction
This Requirements Document contains the following sections:
Work Request
Project Definition
Objectives & Benefits
Proposed Project Plan
System Design
Quality Assurance Test
System Impact Overview (Risk Analysis)
Resolved Issues
Outstanding Issues
Data Conversion
Security
Infrastructure & Hardware
User Acceptance Testing
Pilot Testing
Production Rollout (Implementation)
Attachments
Project Estimate
Work Request
Project Definition
Objectives & Benefits
Proposed Project Plan
System Design
The following system changes will be necessary to meet the requirements of this enhancement.
Quality Assurance Test
System Impact Overview (Risk Analysis)
The risk assessment of this work request to Minnesota is a 1 based on a scale of 1-5 (1=low risk).
The risk assessment of this work request to other SPIRIT States is a 1 based on a scale of 1-5 (1=low risk).
The modifications will require unit and quality assurance testing to minimize the impact.
Resolved Issues
Chronologically list the issues that have been resolved, what the resolution was, when and who resolved it using
the table below:
Date
Person
Description of Issue & Resolution
Page 4
Appendix I - Change Control and Release Plan
State Office Operations/CSC Use Only
Change Order #:
JIRA Issue #:
Outstanding Issues
Chronologically list the issues that have NOT been resolved and who is the person currently responsible for its
resolution using the table below:
Date
Person
Description of Issue & Resolution
Data Conversion
Security
Infrastructure and Hardware
User Acceptance Testing (UAT)
Pilot Testing
Production Rollout (Implementation)
Attachments
Page 5
Appendix I - Change Control and Release Plan
State Office Operations/CSC Use Only
Change Order #:
JIRA Issue #:
Project Estimate
The following cost breakdown is provided for informational purposes only and CSC will provide the services
described in this Change Order on a fixed price basis. The estimate for work provided within this change order
is valid through the March 31, 2012. This Change Order is governed by Contract No. B53261 by and between
Minnesota WIC and CSC dated April 01, 2011.
Est.
Hours
Activity
Costs Incurred - Work Completed To Date:
Design Session Time
Travel Expenses Incurred
Develop Requirements Definition Document
Develop Conceptual Design Document
Develop System Design Document
0
0
0
0
0
Totals:
Work to be Completed – FIXED Estimates:
Project Management
Business Analysis
Development Effort
Technical Analysis/Design
Coding
Unit Test
Technical Documentation
Data Conversion
Help Text Modifications
Release Notes
DFDD & DTSD Modifications
Training
Quality Assurance Effort
Test
Develop
Planning
Test Cases
Test
TestExecution
Execution
Regression Test
UAT Support
IT/DBA Support
Totals:
Work to be Completed – No Charge:
Generate Dialog Modifications
Performance Tuning - Extract Process
Hourly
Labor
Rate
$102.00
$102.00
$102.00
$102.00
$102.00
0
Est. Cost
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
$0.00
$102.00
$0.00
$0.00
0
0
0
0
0
0
0
0
0
$102.00
$102.00
$102.00
$102.00
$102.00
$82.00
$82.00
$82.00
$102.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
0
0
$102.00
$102.00
$102.00
$102.00
$102.00
$0.00
$0.00
$0.00
$0.00
$0.00
0
0
0
$0.00
$102.00
$102.00
$0.00
$0.00
Totals:
0
$0.00
Grand Totals:
0
$0.00
Page 6
Appendix I - Change Control and Release Plan
MN WIC
System Modification Request Form
Initiation Section
Contract
Number
HuBERT ??????
Add /
Change #
SMR Title
Release ????
Priority
Requested By
High
MN State Office – Carol Rowe
SMR-000
Date
Requested
Description:
Software
Related
Request –
Change
Control #
Issue # and Type
Change Description
Actual
Hours
Actual
Cost
TOTAL
Recommendations
Risk Impact
Comments
Estimate Approval: Kristie Cowan
Project Manager: Kristie Cowan
Date:
Approval Section
Comments:
1
CSC Covansys
Project Management Office
1
Appendix I - Change Control and Release Plan
MN WIC
System Modification Request Form
I have reviewed the SMR with CSC Covansys. This document is based on information, which
has been furnished to CSC Covansys outlining our requirements, and it accurately reflects and
defines our requests. I accept and approve the services defined therein and authorize CSC
Covansys to proceed, subject to Contract Number ??????.
Project Acceptor: _____________________
Date:
2
CSC Covansys
Project Management Office
2
Appendix I - Change Control and Release Plan
Minnesota HuBERT WIC
Release/Implementation Plan Document
Release Reference No.: Release ?????
Contract Number: ??????
Release to UAT Date:
Release to Production, Disaster Recovery, Reports and
Training - Date:
Client Approval: __________________________________________ Date:_________________________________
OVERVIEW:
POTENTIAL DEPLOYMENT ISSUES:
DEPLOYMENT METHOD:
RISK ANALYSIS:
The risk factor associated with this update is rated an ? on a scale of 1-10 due to the following reasons.
SPECIAL CONSIDERATIONS:
.
DOCUMENTATION:
Release Notes
DFDD
JIRA Maintenance Issue:
SMR DOCUMENT:
Minnesota Funded Change Orders in Release
Change
Control #
Issue # and Type
Change Description
TOTAL
Dev
Hours
QA
Hours
0
Doc
Hours
0
0
CSC Covansys
Project Management Office
1
Date