SE CM process V0.11 04.20.2015

Solution Engineering
Internal Change Request Process
Date: 04/28/2015
Purpose
This transmittal describes the activities and steps to manage the Solution Engineering (SE)
Internal Change Request Process.
Material Changes
There is no change in this material.
Effect on Other Documents
This procedure does not impact any other document
Audience
The Solution Engineering Internal Change Request Process is applicable to all SE
resources, both government and contractor, who have a responsibility for requesting
changes to Configuration Items managed by the Information Technology (IT) Change
Control Board (CCB) and who have a responsibility for conducting Impact Assessments for
Non-SE Change Requests upon request.
Effective Date
This Process Description is effective upon signature.
Signature:
Acting Director, Solution Engineering

Title:
Solution Engineering
Internal Change Request
Process
Version: V0.20
04/28/2015
Supersedes: N/A
1. Policy Expectations
The expectation is that all SE resources seeking to generate new Change Requests (CR)s, and performing
impact analyses on external and internal CRs, will use this process.
2. Process Description
2.1 SE CR Process Flow Diagram
CTO:ES:SE:EPM-CR-PD-V0.20-04282015 Page 2 of 29

2.2 Process Flow
1. Process Flow Control
• If submitting a new SE CR, go to step 2
• If responding to a request for an impact assessment, go to step 11
2. Conduct CR Pre-coordination with other SE Practice Groups for input and awareness
3. Complete the ITS CR Submission Form
4. Conduct Impact Assessment
• If the CR is an SE CR, go to step 5
• If the CR is a non-SE CR, go to step 12
5. Share CR impact assessment with all SE practice groups
6. Inform Non-SE Activities of SE intent to submit an SE CR and request feedback
• NOTE: Non-SE contact is not obligated by this SE internal process to participate in any way
7. Receive and review Non-SE Activity feedback
8. Recommend submission of CR
• If Yes, go to Step 9
• If No, go to Process Exit
9. Submit CR, including impact assessment
10. Attend CCB
11. SE pre defined point of contact receives CR for impact assessment
12. Return SE impact assessment to requestor
• If there is an SE impact go to step 10
• If there is no SE impact proceed to process exit

3. Process Procedure
1.0 Roles and Responsibilities
Role Description Definition of Responsibility
SE CR Submitter Responsibility:
• Conduct the Pre-Coordination meeting
• Complete the ITS CR submission form
• Share CR Impact Assessment with SE Practice Groups
• Submit CR
SE Pre-Defined Point of Contact Responsibility:
• Receive non-SE CR for Impact Assessment
• Assign CR Analysts to perform Impact Assessment
• Return SE Impact Assessment to requestor
SE Pre-Coordination Analysis Member Responsibility:
• Participate in the Pre-Coordination meeting
SE CR Analyst Responsibility:
• Perform SE Impact Assessment
SE Practice Group Lead Responsibility:
• Review SE CR Impact Assessment
• Concur or not with SE CR Impact Assessment
SE SME Representative Responsibility:
• Attend CCB
SE Higher Authority Responsibility:
• Review all SE CR artifacts
• Recommend SE CR for submission

3.2 CR Submission Procedure
3.2.1 Process Flow Control Procedure
Figure 1 – Process Flow Control
A1: Process Flow Control
Steps Roles
1. Submit a SE CR.
• Go to Activity 2
SE CR Submitter
2. Request that SE provide an SE Impact Assessment
n/a

3.2.2 Conduct Internal CR Pre-Coordination with all SE Practice Groups
Figure 2 – Conduct CR Internal Pre-Coordination with all SE Practice Groups

A2: Conduct CR Pre-Coordination with all SE Practice Groups
Steps Roles
1. Schedule and lead meeting with Pre-Coordination Analysis members.
• Use the Appendix A Pre-Coordination Template/Checklist
• Determine the desired participation for the meeting
o Suggested participants include the following:
 SE Lead Engineer
 ITE Lead Engineer
 SE Practice Group Representatives
 SE Subject matter expert(s)
• Schedule the meeting and invite all of the desired attendees.
o Make the meeting available by conference call
• Call the meeting to order when a quorum of essential personnel are
present
• Lead the Pre-Coordination meeting
• Take meeting minutes or delegate as appropriate
• Go to step 2
• SE CR Submitter
2. Discuss the intent of the proposed change
• Discuss the intent of the proposed change until its purpose is fully
understood by all present.
• Go to step 3
• SE CR Submitter
• SE Pre-Coordination
Analysis Members
3. Confirm CR is on an IT CCB Configuration Item
• Determine CCB management authority for the CI under consideration
• Consult with IT CCB Chairman if CI ownership cannot be determined
• If the CI under consideration is managed by the IT CCB:
o Go to step 4.
• If the CI under consideration is not managed by the IT CCB:
o Stop
• SE CR Submitter
Analysis Members
4. Determine Implementation status
• If the proposed change has not been implemented, nor is it scheduled to
be implemented:
o Go to step 6
• If the proposed change is implemented, partially implemented, or
scheduled to be implemented:
o Go to step 5
• SE CR Submitter
Analysis Members

5. Determine the details of the implementation
• Collect the following information:
o Determine if an impact assessment has been performed
o Identify the ITE implementation authority
o Identify the Production implementation authority
o Identify the implementation funding source
o Identify available artifacts relating to this change
o Identify which organizations are aware of the change
o Identify which CM or local process was used to implement the
change
o Determine if the change is recorded in the CMS
o Determine if the change was tested in ITE and Production
o Determine which projects are using the change
o Determine which platforms host this change
o Determine the location of the change
o Determine if any SLAs or Service Contracts are affected by this
change
o Determine when the change was implemented
o Determine if the change has been modified since its initial
deployment. If so, how?
o Determine the reason for deviation from IRS CCM processes.
o Determine the interfaces of this change. (i.e. DBs, APIs, etc.)
o Determine if any ELC documents were modified as a result of this
change.
• Go to step 6
• SE CR Submitter
Analysis Members
6. Determine if the CR is associated with a Work Request (WR)
• Determine the WR associated with this proposed change
o Go to step 8
• If a WR cannot be identified that is associated with this change:
o Go to step 7
• SE CR Submitter
Analysis Members
7. Create a new WR
• Consult the WR process to create a new WR that will be associated with
this CR.
• Identify and obtain concurrence from the WR authority (owner)
• Go to step 8
• SE CR Submitter

8. Determine if the WR owner concurs with the proposed CR
• Inquire to the WR owner requesting CR/WR concurrence
• If the WR owner does not concur:
o Go to step 9
• If the WR owner concurs:
o Go to step 10
SE CR Submitter
9. Resolve CR/WR concurrence
• Resolve concurrence with WR owner
o Go to step 10
• If concurrence cannot be resolved:
o Consult Higher Authority
SE CR Submitter
10. Determine if the CR is Enterprise Architecture (EA) compliant
• Consult the EA Enterprise Services Profile (ESP) to determine if the
proposed change is EA compliant
• If the proposed change is EA compliant:
o Go to step 12
• If the proposed change is not EA compliant:
o Go to step 11
SE CR Submitter
11. Obtain EA compliance
• Consult with EA to make them aware of the proposed change and allow
them to provide guidance.
• Submit a CR to IT CCB to obtain EA compliance for the proposed change
to the EA ESP
• Obtain approval disposition for the EA CR at the IT CCB
• Go to step 12
SE CR Submitter
12. Construct the CR
• Perform the following tasks:
o Determine the correct CR title
o Determine the technical Point of Contact
o Determine WR Point of Contact
o Write a full narrative description of the proposed change
o Determine the funding source
o Determine the Priority (Normal or High)
• Provide all information to the SE CR Submitter
• Go to step 13
• SE CR Submitter
Analysis Members

13. Assign CR for Impact Assessment
• Assign a SE Pre-Coordination member to perform the CR Impact
Assessment with respect to SE
• The CR Impact Assessment assignee will fulfill the SE CR Analyst role in
Activity 4
• Go to step 14
• SE CR Submitter
Analysis Members
14. Record all Pre-Coordination artifacts in a publicly accessible version
controlled repository
• Store all Pre-Coordination artifacts in a pre-designated location on the SE
Process Asset Library
o Read/Write permissions for the SE CR Submitter
o Read permission for all others
• Provide CR Pre-Coordination artifact location to all Pre-Coordination
member participants
• SE CR Submitter
3.2.3 Complete the ITS CR Submission form
Figure 3 – Complete the ITS CR Submission form
A3: Complete the ITS CR Submission form
Steps Roles
1. Obtain the ITS Configuration and Change Management (CCM) CR Submission
form.
• Download the current ITS CCM CR Submission form from the ITS CCM
website.
• Go to step 2
• SE CR Submitter

2. Complete the ITS CCM CR Submission form using information gathered in
Activity 2
• Complete the ITS CCM CR Submission form
• Record the results in the version controlled repository established in activity
2
• SE CR Submitter

3.2.4 Conduct Impact Assessment
Figure 4 – Conduct Impact Assessment
A4: Conduct Impact Assessment
Steps Roles
Flow Control by CR Source
• If CR is an SE CR go to step 1
• If CR is a Non-SE CR go to step 2
• SE CR Submitter
• SE Pre-Determined
Point of Contact
1. Provide all CR Pre-Coordination artifacts required for the Impact Assessment.
• Consolidate all relevant SE CR Pre-Coordination artifacts
• Provide consolidated artifacts to the SE CR Analyst
• Communicate the priority set by the pre-coordination board
o 10 working day turn around for Normal Priority
o 5 working day turn around for High Priority
• SE CR Submitter

2. Provide all non-SE CR artifacts required for the Impact Assessment.
• Consolidate all relative non-SE CR artifacts
• Provide consolidated artifacts to the SE CR Analyst
• Communicate the priority set by the pre-coordination board
• SE Pre-Defined Point
of Contact
3. Determine the impact of the CR on SE
• Analyze the impact of the proposed change on the functions of SE
• Use the Appendix B Impact Assessment Template/Checklist
• Include the following:
o Written narrative describing:
 Enterprise policies followed or deviated from
 Business case summary for the change
• Advantages
• Disadvantages
 Organizations affected
 Products affected
 Alternative Solutions
 Comparative analysis with existing solution (if the change
is an upgrade)
 Evaluation of proposed new technologies
• Hardware
• Software
• Service
 Skills analysis
• New skills required
• Skills no longer needed
 Training required
 Location analysis
o Estimate cost to implement the change
o Estimate cost over time to operate and maintain the change
o Estimate man hours required to implement the change
o Estimate man hours required to operate and maintain the change
• SE CR Analyst
4. Return Impact Assessment to requestor
• Copy Impact Assessment into a single document using the ITS CR Impact
Assessment form template of the ITS CR Submission form
• If the proposed change is a non-SE CR:
o Go to Activity 12
• If the proposed change is a SE CR:
o Go to step 5
• SE CR Analyst

5. Record the Impact Assessment
• Record the Impact Assessment together with the other CR artifacts in the
version controlled repository
• SE CR Submitter
3.2.5 Share CR Impact Assessment with all SE Practice Groups
Figure 5 – Share CR Impact Assessment with all SE Practice Groups
A5: Share CR Impact Assessment with all SE Practice Groups
Steps Roles
1. Provide all CR artifacts including the Impact Assessment to SE Practice
Groups for review.
• Consolidate all CR artifacts including the Impact Assessment
• Forward CR artifacts to the SE Practice Group Leads
• Communicate the priority set by Activity 2 pre-coordination
• SE CR Submitter

2. Review CR including Impact Assessment.
• Receive the CR artifacts from the SE CR Submitter
• Review the CR artifacts
• SE Practice Group
Lead
3. Determine concurrence with CR and Impact Assessment
• If concurrence is determined:
o Go to step 4
• If non-concurrence is determined:
o Go to step 5
• SE Practice Group
Lead
4. Record Practice Group concurrence in CR artifacts
• Record concurrence together with the other CR artifacts in the version
• SE CR Submitter
5. Record Practice Group non-concurrence in CR artifacts
• Record non-concurrence together with the other CR artifacts in the version
• SE CR Submitter

3.2.6 Inform Non-SE Activities of SE intent to Submit SE CR & Request
Comments
Figure 6 – Inform Non-SE Activities of SE intent to Submit SE CR & Request Comments
A6: Inform Non-SE Activities of SE intent to Submit an SE CR & Request Comments
Steps Roles
1. Consolidate all CR artifacts
• Consolidate all SE CR artifacts including the SE impact assessment
• SE CR Submitter
2. Inform Non-SE Activities of SE intent to submit an SE CR and solicit
comments
• Communicate SE CR artifacts and request comments
• Suggested Non-SE Activity participants include:
o EA Representative
o AD Representative
o EOPs Representative
o UNS Representative
• SE CR Submitter

3. Review CR artifacts
• Receive the request to review and comment
• Review SE CR artifacts
• NOTE: Non-SE contacts are not obligated by this SE internal process
to participate in any way
• Non-SE Pre-
Coordination Contact
4. Provide review results and recommendations (if any) to requestor
• Provide review results to the SE CR requestor
• NOTE: Non-SE contacts are not obligated by this SE internal process
to participate in any way
• Non-SE Pre-
5. Review Non-SE Activity review results
• Receive the Non-SE review results
• Review the Non-SE review results
• SE CR Submitter
6. Consolidate Non-SE Activity artifacts with existing artifacts
• Consolidate the Non-SE Activity artifacts together with the SE CR
artifacts in the version controlled location established in Activity 2
• SE CR Submitter

3.2.7 Receive and Review Non-SE Activity Comments
Figure 7 – Receive and Review Non-SE Activity Comments
A7: Receive and Review Non-SE Activity Comments
Steps Roles
1. Provide review results, recommendations and comments (if any) to the SE CR
requestor
• Provide review results to the SE CR requestor
• NOTE: Non-SE contacts are not obligated by this SE internal process to
participate in any way
• Non-SE Pre-
2. Review Non-SE Activity review results
• Review Non-SE Activity review results
• Determine action(s) required
• SE CR Submitter

3. Consolidate Non-SE Activity artifacts with existing SE CR artifacts
• Consolidate Non-SE Activity artifacts with existing SE CR artifacts
• If review results warrant re-iteration of the SE CR Pre-Coordination, go to
Activity 2
• If review results do not warrant additional action, go to step 8
• SE CR Submitter

3.2.8 Recommend CR for Submission
Figure 8 – Recommend CR for Submission
A8: Recommend CR for Submission
Steps Roles
1. Provide all CR artifacts to Higher Authority for recommendation prior to
submission.
• Consolidate all CR artifacts
• Request Higher Authority recommendation for CR submission
• SE CR Submitter

2. Recommend CR.
• Review all CR artifacts
• Determine CR recommendation:
• Forward recommendation to SE CR Submitter
• SE Higher Authority
3. Record recommendation in CR artifacts
• Record recommendation together with the other CR artifacts in the version
• If the CR has been recommended:
o Go to Activity 9
• If the CR has not been recommended:
o Stop
• SE CR Submitter
3.2.9 Submit CR, including Impact Assessment
Figure 9 – Submit CR, including Impact Assessment
A9: Submit CR, including Impact Assessment

Steps Roles
1. Record all CR artifacts in the CR tool as a new SE CR.
• Create a new SE CR in the CR tool
• Attach all CR artifacts in the designated places
• SE CR Submitter
2. Submit SE CR.
• Submit the new SE CR
• Inform all of the SE Pre-Coordination members and higher authority that
the CR has been submitted and including references to view the CR and
all artifacts.
• SE CR Submitter

3.2.10 Attend CCB
Figure 10 – Attend CCB
A10: Attend the CCB
Steps Roles
1. Attend the appropriate CCB.
• Attend the IT CCB meeting convened to disposition the SE CR
• Attend the appropriate CCB meeting convened to disposition the Non-SE
CR
• SE SME
Representative
2. Explain SE CR and SE Impact Assessment or the Non-SE impact assessment
to the CCB.
• If asked at the CCB meeting, explain all inquiries that the board members
may have.
• Stop
• SE SME
Representative

3.2.11 SE Pre-Defined Point of Contact receives non-SE CR for Impact
Assessment
Figure 11 – SE Pre-Defined Point of Contact receives non-SE CR for Impact Assessment
A11: SE Pre-Defined Point of Contact receives non-SE CR for Impact Assessment
Steps Roles
1. Receive an Non-SE CR to analyze impact of CR on SE
• Receive the Non-SE CR for Impact Assessment
of Contact
2. Assign CR for Impact Assessment.
• Assign a SE CR Analyst to perform the CR Impact Assessment with
respect to SE
of Contact

3.2.12 Return SE Impact Assessment to CCB
Figure 12 – Return SE Impact Assessment to CCB
A12: Return SE Impact Assessment to CCB
Steps Roles
1. Return completed non-SE CR Impact Assessment to requestor.
• Review the completed non-SE CR Impact Assessment
• Return the completed non-SE CR Impact Assessment to the requestor
of Contact
2. Determine action to take if SE is impacted.
• If SE is impacted:
o Go to Activity 10
• If SE is not impacted:
o Stop
of Contact

Appendix A. Pre-Coordination Template/Checklist
NOTE: Record the findings of the Pre-Coordination in a separate document. This information will
be used to complete the MITS CM CR Form.
1. Determine the desired participation for the meeting
a. Suggested participants include the following:
i. SE Lead Engineer
ii. ITE Lead Engineer
iii. SE Practice Group Representatives
iv. Subject matter expert(s)
2. Schedule the meeting and invite all of the desired attendees.
a. Make the meeting available by conference call
3. Call the meeting to order when a quorum of essential personnel are present
4. Lead the Pre-Coordination meeting
5. Take meeting minutes or delegate as appropriate
6. Discuss the intent of the proposed change
a. Discuss the intent of the proposed change until its purpose is fully understood by all present.
7. Determine if the associated WR Primary Supplier is correctly identified
a. Identify the Primary Supplier in the WR that is associated with the proposed CR.
b. Verify that the Primary Supplier is correctly identified.
c. If the Primary Supplier is correct but not SE, then determine the correct CCB
i. Forward CR to the correct CCB
d. If the Primary Supplier is incorrectly specified in the WR as SE:
i. Advise WR authority to modify Primary Supplier
e. If the Primary Supplier is correctly identified in the WR as SE:
i. Confirm CR is on an IT CCB Configuration Item
8. Confirm that he CR is on an IT CCB Configuration Item (CI)
a. Determine CCB management authority for the CI under consideration
b. Consult with the IT CCB Chairman if CI ownership cannot be determined
9. Determine the state of implementation of the change.
a. If the proposed change has been implemented, or is scheduled to be implemented:

i. Determine if an impact assessment has been performed
ii. Identify the ITE implementation authority
iii. Identify the Production implementation authority
iv. Identify the implementation funding source
v. Identify available artifacts relating to this change
vi. Identify which organizations are aware of the change
vii. Identify which CM or local process was used to implement the change
viii. Determine if the change is recorded in the CMS
ix. Determine if the change was tested in ITE and Production
x. Determine which projects are using the change
xi. Determine which platforms host this change
xii. Determine the location of the change
xiii. Determine if any SLAs or Service Contracts are affected by this change
xiv. Determine when the change was implemented
xv. Determine if the change has been modified since its initial deployment. If so, how?
xvi. Determine the reason for deviation from IRS CCM processes.
xvii. Determine the interfaces of this change. (i.e. DBs, APIs, etc.)
xviii. Determine if any ELC documents were modified as a result of this change.
10. Determine if the CR is associated with a WR
a. Determine the WR associated with the proposed change
b. If a WR that is associated with the proposed change cannot be identified
i. Create a WR
1. Consult the WR process to create a new WR that will be associated
with this CR
2. Identify and obtain concurrence from the WR authority (owner).
11. Determine if the WR owner concurs with the proposed CR
a. Inquire to the WR owner requesting CR/WR concurrence
b. If the WR owner does not concur:
i. Resolve CR/WR concurrence with WR owner
ii. If concurrence cannot be resolved
1. Consult higher authority
12. Determine if the proposed change is EA compliant
a. Consult the EA ESP to determine if the proposed change is EA compliant
b. If the proposed change is EA compliant:
i. Continue
c. If the proposed change is not EA compliant:
i. Obtain EA compliance:

1. Consult with EA to make them aware of the proposed change and allow them
to provide guidance.
2. Submit a CR to IT CCB to obtain EA compliance for the proposed change
3. Obtain approval disposition for the EA CR
13. Construct the CR
a. Perform the following tasks:
i. Determine the correct CR title
ii. Determine the technical Point of Contact
iii. Determine WR Point of Contact
iv. Write a full narrative description of the proposed change
v. Determine the funding source
vi. Determine the Priority (Normal or High)
14. Assign the CR for Impact Assessment
a. Assign a SE Pre-Coordination member to perform the CR Impact Assessment with respect to
SE
b. Inform the Impact Analyst of the CR priority and schedule for completion
15. Record all Pre-Coordination artifacts in a publicly accessible version controlled repository
a. Store all Pre-Coordination artifacts in a pre-designated location on the SE Process Asset
Library
i. Read/Write permissions for the SE CR Submitter
ii. Read permission for all others
b. Provide CR Pre-Coordination artifact location to all Pre-Coordination participants

Appendix B. Impact Assessment Template/Checklist
1. Determine the impact of the proposed change on SE.
2. Using the ITS CR Assessment form template Include the following:
a. A written narrative of the change including:
i. Enterprise policies followed or deviated from
ii. Business case for the change
1. Advantages
2. Disadvantages
iii. Organizations affected
iv. Product affected
v. Alternative solutions
vi. Comparative analysis with existing solution (if the change is an
upgrade)
vii. Evaluation of proposed new technologies
1. Hardware
2. Software
3. Service
viii. Skills analysis
1. New skill required
2. Skills no longer needed
ix. Training required
x. Location analysis
b. Estimate the cost to implement the change
c. Estimate the cost over time to operate and maintain the change
d. Estimate man hours required to implement the change
e. Estimate man hours required to operate and maintain the change

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