dbis_docs/00_document_control/CCB_Charter.md

DBIS CHANGE CONTROL BOARD (CCB) CHARTER

Change Control Board Authority and Procedures

Document Number: DBIS-DOC-CCB-001
Version: 1.0
Date: 2024-01-15
Classification: UNCLASSIFIED
Authority: DBIS Executive Directorate
Approved By: [Signature Block]
Effective Date: 2024-01-15
Status: Active

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DOCUMENT METADATA

Version: 1.0
Last Updated: 2024-01-15
Effective Date: 2024-01-15
Status: Active
Authority: DBIS Executive Directorate

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OVERVIEW

This charter establishes the Change Control Board (CCB) for the DBIS documentation corpus. The CCB is responsible for reviewing, approving, and coordinating changes to institutional documents.

Purpose: To provide structured governance for documentation changes, ensuring quality, consistency, and compliance with institutional standards.

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CCB AUTHORITY

Authority Scope

The CCB has authority to:

• Review change requests for documentation
• Approve or reject change requests
• Prioritize change requests
• Coordinate change implementation
• Monitor change progress
• Ensure change compliance

Authority Limits

The CCB does not have authority to:

• Approve constitutional changes (requires SCC approval)
• Approve statutory code changes (requires SCC approval)
• Override Executive Directorate decisions
• Make policy decisions (only documentation changes)

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CCB COMPOSITION

Core Members

Chair:

• Documentation Manager
• Responsibilities: Lead CCB meetings, make final decisions, coordinate activities

Core Members:

1. Technical Representative

   • Technical Department representative
   • Responsibilities: Review technical accuracy, assess technical impacts

2. Legal Representative

   • Legal Department representative
   • Responsibilities: Review legal compliance, assess legal impacts

3. Security Representative

   • Security Department representative
   • Responsibilities: Review security implications, assess security impacts

4. Operations Representative

   • Operations Department representative
   • Responsibilities: Review operational impacts, assess usability

5. Compliance Representative

   • Compliance Department representative
   • Responsibilities: Review compliance implications, assess compliance impacts

Ad Hoc Members

Subject Matter Experts:

• Invited as needed based on change request
• Provide specialized expertise
• Participate in relevant discussions

Examples:

• Financial expert (for financial document changes)
• Governance expert (for governance document changes)
• Technical specialist (for technical document changes)

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CCB RESPONSIBILITIES

Primary Responsibilities

1. Change Request Review:

   • Review all change requests
   • Assess change impacts
   • Evaluate change feasibility
   • Determine change priority

2. Change Approval:

   • Approve appropriate changes
   • Reject inappropriate changes
   • Request modifications to change requests
   • Set conditions for approval

3. Change Coordination:

   • Coordinate change implementation
   • Assign change responsibilities
   • Monitor change progress
   • Ensure change completion

4. Change Documentation:

   • Document all decisions
   • Maintain change logs
   • Track change status
   • Generate change reports

5. Quality Assurance:

   • Ensure change quality
   • Verify change compliance
   • Validate change accuracy
   • Confirm change completeness

Secondary Responsibilities

1. Process Improvement:

   • Identify process improvements
   • Recommend process changes
   • Implement process enhancements

2. Stakeholder Communication:

   • Communicate change decisions
   • Notify stakeholders of changes
   • Provide change summaries
   • Address stakeholder concerns

3. Training and Support:

   • Provide change guidance
   • Support change implementers
   • Train on change processes
   • Answer change questions

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CCB MEETING SCHEDULE

Regular Meetings

Frequency: Monthly

Schedule:

• Day: First Tuesday of each month
• Time: 10:00 AM - 12:00 PM
• Location: [Meeting location or virtual]
• Duration: 2 hours

Agenda:

1. Review pending change requests
2. Discuss change priorities
3. Make change decisions
4. Review change status
5. Address issues and concerns
6. Plan next steps

Special Meetings

Frequency: As needed

Triggers:

• Urgent change requests
• Critical issues
• Major changes
• Emergency situations

Schedule:

• Called by CCB Chair
• Minimum 24-hour notice (except emergencies)
• Duration: As needed

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CHANGE REQUEST PROCESS

Change Request Submission

Submission Methods:

• Change request form
• Email to CCB
• Change management system
• Direct submission to Documentation Manager

Required Information:

1. Change request ID
2. Requestor information
3. Change description
4. Rationale
5. Affected documents
6. Impact analysis
7. Proposed timeline
8. Resource requirements
9. Priority classification

Change Request Review

Review Process:

1. Initial Review: Documentation Manager reviews for completeness
2. Impact Analysis: Assess change impacts
3. Technical Review: Technical representative reviews (if technical)
4. Legal Review: Legal representative reviews (if legal)
5. Security Review: Security representative reviews (if security)
6. CCB Review: Full CCB reviews and decides

Review Criteria:

• Change necessity
• Change impact
• Change feasibility
• Change compliance
• Change quality
• Resource availability

Change Request Decision

Decision Options:

1. Approve: Change approved for implementation
2. Approve with Conditions: Change approved with specific conditions
3. Request Modifications: Request changes to change request
4. Reject: Change request rejected
5. Defer: Change request deferred to future meeting

Decision Factors:

• Change necessity
• Change impact
• Change compliance
• Resource availability
• Timeline feasibility
• Quality considerations

Change Request Implementation

Implementation Process:

1. Assign implementation responsibility
2. Create implementation plan
3. Implement changes
4. Review implementation
5. Verify changes
6. Approve implementation
7. Publish changes
8. Notify stakeholders

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CCB DECISION-MAKING

Decision Authority

CCB Chair:

• Makes final decisions
• Resolves conflicts
• Approves routine changes
• Escalates major changes

CCB Members:

• Provide input and recommendations
• Vote on decisions (if voting required)
• Review and approve changes
• Support decision implementation

Decision Process

Routine Changes:

• CCB Chair reviews
• CCB Chair decides
• CCB Chair documents decision

Standard Changes:

• CCB reviews
• CCB discusses
• CCB decides (consensus or majority vote)
• CCB documents decision

Major Changes:

• CCB reviews
• CCB discusses
• CCB recommends
• Escalates to Executive Directorate
• Executive Directorate decides
• CCB documents decision

Voting Procedures

When Voting Required:

• Non-consensus decisions
• Major changes
• Controversial changes
• Requested by any member

Voting Rules:

• Majority vote required
• Chair votes only in case of tie
• All members must vote
• Decision documented

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CCB DOCUMENTATION

Meeting Minutes

Required Information:

• Meeting date and time
• Attendees
• Agenda items
• Discussion summary
• Decisions made
• Action items
• Next steps

Distribution:

• All CCB members
• Executive Directorate
• Change requestors (as relevant)
• Documentation team

Change Log

Required Information:

• Change request ID
• Change description
• Decision
• Decision date
• Implementation status
• Completion date

Maintenance:

• Updated after each meeting
• Maintained by Documentation Manager
• Available to all stakeholders

Reports

Monthly Report:

• Change requests received
• Change requests reviewed
• Change requests approved/rejected
• Change implementation status
• Issues and concerns

Quarterly Report:

• Summary of changes
• Change trends
• Process improvements
• Recommendations

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CCB MEMBER RESPONSIBILITIES

Individual Responsibilities

All Members:

• Attend meetings regularly
• Review change requests
• Provide timely input
• Participate in discussions
• Support decisions
• Maintain confidentiality

CCB Chair:

• Lead meetings
• Coordinate activities
• Make decisions
• Document decisions
• Communicate with stakeholders
• Manage CCB operations

Core Members:

• Represent department interests
• Provide expertise
• Review relevant changes
• Support decision-making
• Implement approved changes (as assigned)

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ESCALATION PROCEDURES

Escalation to Executive Directorate

Escalation Triggers:

• Major structural changes
• Policy-impacting changes
• Compliance-critical changes
• Multi-department impacts
• Constitutional changes (to SCC)
• Statutory code changes (to SCC)

Escalation Process:

1. CCB identifies escalation need
2. CCB documents escalation rationale
3. CCB Chair escalates to Executive Directorate
4. Executive Directorate reviews
5. Executive Directorate decides
6. CCB implements decision

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CCB EFFECTIVENESS

Success Metrics

Metrics:

• Change request processing time
• Change approval rate
• Change implementation success
• Stakeholder satisfaction
• Process compliance

Targets:

• Process change requests within 5 business days
• Maintain >90% change implementation success
• Achieve >4/5 stakeholder satisfaction

Continuous Improvement

Improvement Activities:

• Regular process reviews
• Stakeholder feedback
• Process refinements
• Training updates
• Best practice adoption

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RELATED DOCUMENTS

• Change Management Process
• Configuration Management Plan
• Document Control Standards
• Update Trigger Procedures

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END OF CCB CHARTER