# 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)

---

## 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](Change_Management_Process.md)
- [Configuration Management Plan](Configuration_Management_Plan.md)
- [Document Control Standards](Document_Control_Standards.md)
- [Update Trigger Procedures](Update_Trigger_Procedures.md)

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**END OF CCB CHARTER**