QUALITY MANAGEMENT SYSTEM

Configuration Management

Configuration Management

REVISION HISTORY
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Configuration Management
Process: Configuration Management (CM) Phase: Global Process Owner: Quality Team, Religare Technova Global Solutions Limited. Description: Configuration management process defines set of activities that facilitate organization, change management, traceability and status accounting of the deliverables of different phases of software development life cycle. It deals with creation, review, approval, modification, control (of Configurable, Non Configurable Items, Managed and Controlled documents are mentioned in CM Guidelines), distribution, archival, recovery of project related documents, data, and documents of external origin including customer supplied documents and configuration items. (Refer to CM Guidelines). Document and data control apply to all activities of the organization including support functions likes General Administration, IT services to ensure that adequate evidence of conformity to requirements of Quality Management System and its effective operation are recorded. The process ensures that the integrity of software work products, documents, data, records, and control their modification, usage, and archival is maintained. Entry Criteria: Exit Criteria Project Initiation Note C Start of activity requiring control of documents, learance for closure of and data product/project service Configurable Items, documents, and records Clearance for closure of function activity Review Records Inputs Configuration Management Plan Outputs: Request for change/Problem report Lessons learnt Action plan for improvement document Best Practices document Roles: Project Manager (PM) Change Control Board (CCB) Configuration Management Administrator Software Quality Analyst (SQA) Project Lead QC Lead Change Controller (CC) Release Engineer Customer/Onsite Team Manager, Network and System Administration

Definitions and Acronyms: MoM Minutes of Meeting PIMR Process Implementation and Monitoring Report PAL Process Asset Library CI Configurable Items Assets: Configuration Management Plan Project Management Plan Traceability Matrix / Tool Configuration Management Tool Master list of external items Process Implementation Monitoring Report Backup and Recovery Log

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Configuration Management
Change Register Defect log / Tool Corrective and Preventive actions Review record Document Register References: Configuration Management Audit checklist Release Audit checklist Configuration Management Guidelines QA Process General Administration Process Tasks: Configuration Management 1. Configuration Management Planning 2. Initial configuration setup 3. Development CIs 4. Change Control 5. Build and Release labeling 6. Status Accounting 7. Configuration Management Audit 8. Release Audit (to be conducted for software release)

Document Control 9. Document and data control setup (Projects / functions /QMS) 10. Document creation, review and approval Backup and Archival 11. Change control and revisions 22. Backup and Archival Planning 12. Access / distribution control of documents 23. Backup maintained as soft copy 24. Archival 13. Access / distribution control of documents 25. Maintenance of Archives maintained on print/magnetic media (CDs, Tapes, etc.) 14. Distribution of documents to external organization (other than customer / onsite team), if required 15. Handling obsolete documents 1 Measures: Effort expended for configuration management activities (for product service / projects only) Change requests received (projects only) Configuration items by type Configuration Management Audits Release Audits

Control of Items of External Origin 16. Receipt of items supplied and shipping details from customer and communication to General Administration function for receipt and clearance (for customs and statutory clearance, if required) 17. Logs details of items received from customer / onsite team / external organization 18. Storage of the items received and validate for use 19. External Item controls access 20. Handling plan for loss of damage to external (customer / onsite team) items 21. Return of external Items

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Configuration Management

Section A - Configuration Management 1 Configuration Management Planning Tasks 1. Task Details Constitutes the Change Control Board The Project Manager identifies resources for the Change Control Board in consultation with senior management. The CCB constituted by following roles in large projects: 1. 2. 3. 4. 5. 6. Change Controller Configuration Management Administrator Change Control Board Lead QA lead Project Lead Release Engineer

Project Manager acts as CCB Lead In smaller projects One resource (Usually the PL) shall act as Change Controller and CCB 2. Configuration Management Tool 1. The Project Manager identifies Configuration Management tool to be used

2. The Configuration Management tool shall be administered and managed by the CM Administrator. 3. The Project Manager identifies any special hardware requirements

Projects / Product teams can use Organization tool for CM process or customer specified tools for managing the configuration process in the projects / product service or a combination of the two as applicable. However, all the project related documentation including quality records should be maintained in the organization specific CM tool. 3. Develop CM plan 1. The Project Lead documents the CM plan and communicates to the PM for review and approval 2. The Project Manager reviews CM plan and communicates the comment through email or in review record. PM approves the CM Plan after verifying the closure of the review comments 3. PL tracks the closure of Review Comments and updates the Review record 4. The Project Lead baselines the CM plan

5.

The Project Lead shares the CM plan with other affected groups as required to get their feedback.

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Configuration Management

4.

Revision of CM plan When the Project Lead or Manager needs to change the CM plan, he/she does the following 1. 2. 3. Identifies the need for updating CM plan Updates the CM plan The Project Manager approves CM plan after revision.

4. The Project Lead baselines the CM plan and shares the CM plan with other affected groups as required.

2 Setup and Configuration

Tasks 1. Task Details The Project Manager raises requisition to set up project on CM tool

2.

The Project lead verifies the set up and folder structure against the planned folder structure in Configuration Management Plan section of Project Management Plan The Project Lead adds the initial Configurable Items to the configuration setup

3.

4.

The Project Lead sets up access control and authorization scheme as defined in the CM plan of Project Management Plan.

3 Adding Configurable Items to the CM tool Tasks 1. 2. 3. 4. Task Details The Author(s) writes or develops the configurable items The project Lead reviews / tests the configurable items The Author closes the review / test findings The CC/PL checks-in the Configurable items into CM Tool version control for reviews and updates can also be managed through the CM tool. The CC for the Project will be identified in the Project Plan. The Configuration Controller baselines the Configurable items

5.

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Configuration Management

4 Change Control Tasks 1. 2. 3. 4. 5. 6. 7. 8. 9. 10 . 11 . 12 . 13 . 14 . 15 . Task Details The Project Lead receives the change request and records. If the CM tool being used by the Project / Product team supports change control mechanism then the same can be used. If the CM tool does not support Change register has to be used for the same The Project Lead assigns the change request to identified team member The Project Lead Analyzes and Documents impact 1 of the change on Software work products that are already delivered to the customer / onsite team & under development and those ready for delivery The Team Member updates the initial impact analysis information of change request The Project Lead reviews2 and approves updated impact analysis information of Change request / maintenance work request The Project Lead reviews and prioritizes the change request in Change Register / tool The Project Manager updates the project schedule and effort (if impacted) and also updates on the status of change requests in the Change Register / tool The Project Manager communicates Schedule & Effort changes to the customer / onsite team /affected groups The Project Lead approves the change request The Project Lead establishes and records mapping of changes to test case using Traceability Matrix The Author checks out applicable CIs from the CM System The Author updates the CIs and revalidates (review and / or test) the changes made to CIs The Project Lead / CC updates the CIs and revalidates and closes the revalidation findings The Project Lead checks-in the CIs into the CM tool, if he is identified as CC in the Project.

The Project Lead closes the changes requested / problems reported

Impact Analysis must be performed for the project to identify and mitigate the risk to the project but its not a part of configuration management process 2 Review Process should be part of the Project Management SDLC process and must be conducted. This also reduces the risk to the project.
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Configuration Management

5 Build and Release labeling Tasks 1. Task Details The Project lead identifies the software CIs for release (build / version) and SQA conducts release audit and record findings. The Project Lead closes audit findings, if any 2. Release audit shall be conducted by SQA along with Change Controller of the project / service. Alternatively PL or SQA of another project / service can also conduct the release audit. The Project Lead/CC along with labels the CIs with version information and checks out the CIs based on the label for release The Project Manager authorizes release to customer / onsite team 5.

3.

4.

6 Status Accounting Tasks 1. Task Details The Project Lead records the status of the CIs with appropriate comment in the CM Tool The Author attaches label to the CI when it meets the baseline criteria planned in the Project Management Plan. The Project Lead records relevant information to establish traceability (requirements to releases) of related software CIs

2.

3.

7 Configuration Management Audit Tasks Task Details

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Configuration Management
The QA team schedules periodic configuration management audits (atleast once in the Project Life Cycle). The designated SQA for the Project along with the change controller or project lead for the project, conducts configuration management audit and record the findings. The Project Lead analyses the audit findings as per CM Audit Checklist and records corrective and preventive actions in the C & P Tracker / PM Tool and implements them. The designated SQA along with the Project Lead performs closure verification of the audit findings.

1.

2.

3.

4.

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8 Release Audit (to be conducted for software release) Tasks 1. 2. 3. 4. Task Details The Project Lead schedules release audit (SQA of the project / service or PL or SQA of another project / service shall conduct the release audit.) The Project Lead along with the designated SQA conducts release audit and record the findings The Project Lead analyses the audit findings and records corrective and preventive actions and implements them. The designated SQA along with the Project Lead performs closure verification of audit findings.

Section B - Document Control 9 Document and data control setup (Projects / functions /QMS) Tasks 1. 2. 3. The Project Lead defines list of controlled documents in the Project Management Plan (Refer Configuration Management Guidelines) The Project Lead selects storage media of documents and define the naming and numbering scheme Task Details The Project Lead defines document and data control setup

10 Document creation, review and approval Tasks 1. 2. 3. 4. The Project Lead baselines the document by versioning it or by numbering it with a date Task Details The Author prepares the document or the source code or planned control Item The reviewer reviews the document and records the review findings in the Review Record / email. The author revises the document to close the review findings

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11 Change control and revisions Tasks 1. 2. 3. 4. The Project Lead baselines the document as master copy by versioning it or by numbering it with a date Task Details The Author of the CI or the resource assigned by the project lead, revises the document whenever there is a approved (CCB/designated authority) document changed requirement. The Reviewer is informed about the change and he reviews the document and records the review findings The Author revises the document to closes the review findings

12 Access / distribution control of documents maintained as soft copy Tasks 1. The Project Lead communicates to users, the release of latest version of document (if required) and allows access to the latest version of document Task Details The Project Lead sets up access permissions for added documents

2.

13 Access / distribution control of documents - maintained on print/magnetic media (CDs, Tapes, etc.) Tasks 1. Task Details The Project Lead marks documents with appropriate identification label as CONTROLLED COPY and stores the document's for easy retrieval The Project Lead issues the document to the user and on revision of a document, issues the new document to the user (if required)

2.

14 Distribution of documents to external organization (other than customer / onsite team), if required Tasks Task Details

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Configuration Management
PL plans the distribution of the documents to the third parties and the same is approved by the PM. The document distribution may be arised during the lifecycle of the project and the instance cannot be isolated. Whenever need arises then PL will raise the request and approved by the project manager depending on the context of the requirement. The Project Lead prints / copies the document and records in document register The Project Lead makes available the document to the external organization and re-issues the updated document, if required

1.

2.

15 Handling obsolete documents Tasks 1. The Project Lead identifies and archives documents identified for future use (refer to Backup and Archival for Archival process) Task Details The Project Lead destroys obsolete documents, if not required

2.

Section C - Control of Items of External Origin 16 The project lead obtains items supplied and shipping details from customer 17 The project lead communicates to general administration function for receipt and clearance (for customs clearance, if required) 18 The project lead receives the acknowledge items received 19 The project lead / support functional heads logs details of items received from customer / onsite team / external organization in the project management plan / master list of external items template (support functions) 20 The project lead performs identification of items received from customer / onsite team / external organization Hard copy documents add a cover sheet to suitably identify and control the document Soft copy items assign a CI name and place under CM control (if it is a CI, else place under Quality records / misc. in the CM tool or identified location) Hardware items label the item for identification and place under control for safeguarding and maintenance 21 The Project Lead validates and approves external items for use 22 The Project Lead controls access to and distribution of external items placed under CM system. For documents, cover page should be added for control 23 The Project Lead makes available the latest version of external items (documents and software products) only, unless requested otherwise. 24 The Project Lead identifies and reports any loss of damage to customer / onsite team supplied items. 25 The Project Lead implements action for handling loss of damage to external (customer / onsite team) items in consultation with the concerned organization 26 The Project Lead communicates to General Administration function for return of items 27 The Project Lead coordinates to arrange for packaging and shipping with General Administration function. 28 The Project Lead communicates shipping details to customer. 29 The Project Lead obtains acknowledgment for receipt of items from customer

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Section D - Backup and Archival 30 Backup and Archival Planning Tasks 1. Task Details The Chief Operating Officer prepares backup and archival plan and submits it to the CCB and other stake holders for approval

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31 Backup Tasks 1. 2. 3. Task Details The Project Lead/Chief Operating Officer performs requisition for backup and specifies the interval at the beginning of the project The Manager, System Administrator organizes and takes periodic backup of project repository and database and generates records via email sending all back up related information to the related project leads and project managers and anyone on the CCB The Head, IT Services verifies backup3 of product service / project / function repository and database

32 Archival Tasks 1. 2. 3. Task Details The Project Lead/Chief Operating Officer performs requisition for archival at the beginning of the project The Manager, IT Services archives product service / project / function database from CM system and / or identified folders (Two copies of archival data have to be maintained) The Manager, IT Services verifies archived media

33 Maintenance of Archives Tasks 1. Task Details The Manager, IT Services performs the following: Storage of archived data Maintenance of archival log Periodic4 verification of archived data Request5 for retrieving archived data Retrieve data from archive and make available

34 An organizational policy for planning and performing Configuration Management shall be established and maintained 35 The plan for performing the Configuration Management process shall be established and maintained 36 Resources shall be provided for performing and maintaining the Configuration Management process 37 The authorities for performing and maintaining the process are covered under the Primary and Secondary Responsibilities column of this Procedure document. 38 Training

This process needs to be defined at the beginning of the project for all projects. Define this period at the beginning of each project 5 Define this period and also the dates these should be done
3 4

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Configuration Management
The CC/CCB`s are trained on: Roles, responsibilities and authority Configuration Management Configuration Library System etc 39 Control of Records 39.1 The CC Manage and control the configuration of Configuration Management Process related Records 40 Verification These activities shall be verified by the Internal Audit team as defined in the QA Process during the internal audits cycles and process issues are reported. The PL analysis the issues and takes corrective actions 41 These activities shall be verified during the periodic review meetings with the Senior Management 42 The work products or documents and the contextual information of Design shall deposited in the Process Asset Library & Measurement Repository

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