dbis_docs/00_document_control/processes/CCB_Activation_Procedures.md

CHANGE CONTROL BOARD (CCB) ACTIVATION PROCEDURES

Procedures for Establishing and Activating the CCB

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DOCUMENT METADATA

Document Number: DBIS-DC-CCB-ACT-001
Version: 1.0
Date: 2024-12-08
Classification: UNCLASSIFIED
Authority: DBIS Executive Directorate
Approved By: [See signature block - requires SCC approval]
Effective Date: 2024-12-08
Distribution: Distribution Statement A - Public Release Unlimited

Change Log:

• 2024-12-08 - Version 1.0 - Initial Release

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EXECUTIVE SUMMARY

This document provides procedures for activating the Change Control Board (CCB) as established in the CCB Charter. It outlines the steps required to establish the board, appoint members, conduct initial meetings, and begin operations.

Purpose: Guide the activation of the CCB to begin managing documentation changes effectively.

Reference: CCB Charter - Establishes the CCB structure and authority

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CCB ACTIVATION CHECKLIST

Phase 1: Pre-Activation Setup

• Review CCB Charter

  • Read and understand CCB Charter
  • Identify required CCB composition
  • Understand CCB authority and responsibilities
  • Review approval authority matrix

• Identify CCB Members

  • Documentation Manager (Chair) - [Name: _______________]
  • Technical Representative - [Name: _______________]
  • Legal Representative - [Name: _______________]
  • Security Representative - [Name: _______________]
  • Operations Representative - [Name: _______________]
  • Compliance Representative - [Name: _______________]
  • Subject Matter Experts (as needed) - [Names: _______________]

• Obtain Member Commitments

  • Contact potential members
  • Explain CCB responsibilities
  • Obtain commitment to serve
  • Document member acceptance

• Establish Meeting Schedule

  • Determine meeting frequency (monthly recommended)
  • Set regular meeting day/time
  • Schedule first meeting
  • Set up meeting calendar

Phase 2: Initial Setup

• Create CCB Documentation

  • Create CCB member roster
  • Document member roles and responsibilities
  • Create meeting procedures document
  • Set up CCB communication channels

• Establish Communication Channels

  • Set up CCB email distribution list
  • Create CCB shared workspace/folder
  • Set up meeting scheduling system
  • Establish document sharing system

• Prepare Initial Materials

  • Prepare CCB Charter for review
  • Prepare change management process overview
  • Prepare current change request backlog (if any)
  • Prepare meeting agenda template

Phase 3: First Meeting

• First Meeting Agenda

  • Review CCB Charter
  • Introduce CCB members
  • Review CCB roles and responsibilities
  • Establish meeting procedures
  • Review change management process
  • Review current documentation status
  • Set meeting schedule
  • Assign action items

• First Meeting Deliverables

  • Meeting minutes
  • CCB member roster finalized
  • Meeting schedule established
  • Communication channels confirmed
  • Action items assigned

Phase 4: Operational Activation

• Begin Operations

  • CCB ready to receive change requests
  • Change request process active
  • Meeting schedule established
  • Communication channels active

• Announcement

  • Announce CCB activation to stakeholders
  • Provide CCB contact information
  • Share change request procedures
  • Update documentation with CCB information

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CCB MEMBER ROLES AND RESPONSIBILITIES

CCB Chair (Documentation Manager)

Responsibilities:

• Lead CCB meetings
• Coordinate CCB activities
• Manage change request process
• Ensure CCB procedures are followed
• Report to Executive Directorate

Authority:

• Schedule meetings
• Set meeting agendas
• Approve minor changes (per CCB Charter)
• Escalate major changes to Executive Directorate

Technical Representative

Responsibilities:

• Review technical change requests
• Assess technical impact
• Provide technical expertise
• Verify technical accuracy of changes

Authority:

• Approve technical changes within scope
• Request technical reviews
• Recommend technical changes

Legal Representative

Responsibilities:

• Review legal change requests
• Assess legal and regulatory impact
• Provide legal expertise
• Verify legal compliance

Authority:

• Approve legal changes within scope
• Request legal reviews
• Recommend legal changes

Security Representative

Responsibilities:

• Review security change requests
• Assess security impact
• Provide security expertise
• Verify security compliance

Authority:

• Approve security changes within scope
• Request security reviews
• Recommend security changes

Operations Representative

Responsibilities:

• Review operational change requests
• Assess operational impact
• Provide operational expertise
• Verify operational feasibility

Authority:

• Approve operational changes within scope
• Request operational reviews
• Recommend operational changes

Compliance Representative

Responsibilities:

• Review compliance change requests
• Assess compliance impact
• Provide compliance expertise
• Verify compliance requirements

Authority:

• Approve compliance changes within scope
• Request compliance reviews
• Recommend compliance changes

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CCB MEETING PROCEDURES

Meeting Schedule

Regular Meetings:

• Frequency: Monthly (or as needed)
• Day/Time: [To be determined by CCB]
• Duration: 1-2 hours
• Location: [Physical/Virtual location]

Special Meetings:

• Called by CCB Chair as needed
• For urgent change requests
• For major change reviews

Meeting Agenda Template

# CCB MEETING AGENDA

**Meeting Date:** [YYYY-MM-DD]
**Meeting Time:** [HH:MM]
**Location:** [Location]
**Chair:** [Name]
**Attendees:** [List attendees]

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## AGENDA ITEMS

1. **Review Previous Meeting Minutes**
   - Approve previous meeting minutes
   - Review action items status

2. **New Change Requests**
   - [Change Request ID] - [Brief description]
   - [Change Request ID] - [Brief description]
   - Discussion and decision

3. **Pending Change Requests**
   - [Change Request ID] - Status update
   - [Change Request ID] - Status update

4. **Change Request Reviews**
   - Review change request documentation
   - Assess impact
   - Make approval decision

5. **Other Business**
   - [Any other items]

6. **Action Items**
   - [Action item] - Assigned to: [Name] - Due: [Date]
   - [Action item] - Assigned to: [Name] - Due: [Date]

7. **Next Meeting**
   - Date: [YYYY-MM-DD]
   - Time: [HH:MM]
   - Location: [Location]

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**END OF AGENDA**

Meeting Minutes Template

# CCB MEETING MINUTES

**Meeting Date:** [YYYY-MM-DD]
**Meeting Time:** [HH:MM]
**Location:** [Location]
**Chair:** [Name]
**Attendees:** [List attendees]
**Absent:** [List absent members]

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## MEETING SUMMARY

[Brief summary of meeting]

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## DISCUSSION ITEMS

### Item 1: [Topic]
**Discussion:**
[Summary of discussion]

**Decision:**
[Decision made]

**Action Items:**
- [Action] - Assigned to: [Name] - Due: [Date]

### Item 2: [Topic]
[Repeat format]

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## CHANGE REQUEST DECISIONS

| Request ID | Description | Decision | Rationale |
|------------|-------------|----------|-----------|
| CR-001 | [Description] | [Approved/Rejected/Deferred] | [Rationale] |
| CR-002 | [Description] | [Approved/Rejected/Deferred] | [Rationale] |

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## ACTION ITEMS

| Item | Assigned To | Due Date | Status |
|------|-------------|----------|--------|
| [Action] | [Name] | [Date] | [Open/In Progress/Complete] |

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## NEXT MEETING

**Date:** [YYYY-MM-DD]
**Time:** [HH:MM]
**Location:** [Location]

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**Minutes Prepared By:** [Name]
**Date:** [YYYY-MM-DD]
**Approved By:** [CCB Chair Name]
**Date:** [YYYY-MM-DD]

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**END OF MEETING MINUTES**

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CHANGE REQUEST PROCESS

Change Request Submission

Change Request Form:

• Use template from Update_Documentation_Requirements.md
• Submit to CCB Chair
• Include all required documentation

Change Request Routing:

1. Change request received by CCB Chair
2. CCB Chair reviews for completeness
3. CCB Chair assigns to appropriate CCB member for initial review
4. Initial reviewer assesses and prepares recommendation
5. Change request added to CCB meeting agenda
6. CCB reviews and makes decision

Change Request Review Process

Review Steps:

1. Initial Review:

   • CCB Chair assigns to appropriate member
   • Member reviews change request
   • Member prepares recommendation

2. CCB Review:

   • Change request presented at CCB meeting
   • Discussion and questions
   • Impact assessment review
   • Decision made

3. Decision Types:

   • Approved: Change can proceed
   • Approved with Conditions: Change approved with specific conditions
   • Rejected: Change not approved
   • Deferred: Decision deferred for more information

4. Post-Decision:

   • Decision documented in meeting minutes
   • Change requester notified
   • Implementation proceeds if approved
   • Change tracked through completion

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CCB DECISION-MAKING PROCEDURES

Decision Criteria

CCB considers:

• Impact on documentation corpus
• Impact on users
• Compliance implications
• Resource requirements
• Timeline feasibility
• Risk assessment
• Alignment with organizational goals

Decision Process

Standard Process:

1. Change request presented
2. Discussion and questions
3. Impact assessment reviewed
4. Vote or consensus decision
5. Decision documented

Voting:

• Simple majority for standard decisions
• Unanimous approval for major changes
• Chair has tie-breaking vote

Consensus:

• Preferred method when possible
• All members agree or can accept decision
• No formal vote required

Approval Authority

CCB Can Approve:

• Moderate updates (content clarifications, section additions)
• Process updates
• Template updates
• Example updates
• Cross-reference updates

CCB Must Escalate:

• Major structural changes
• Constitutional changes
• Statutory code changes
• Policy-impacting changes
• High-risk changes

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CCB COMMUNICATION PROCEDURES

Internal Communication

CCB Members:

• Email distribution list: [ccb@dbis.org]
• Shared workspace: [Location]
• Meeting notifications: [Method]

External Communication

Stakeholders:

• Change request notifications
• Decision notifications
• Meeting announcements (as appropriate)
• Change summaries

Communication Templates

Change Request Notification:

Subject: Change Request [ID] Received

A new change request has been received and assigned for review.

Change Request ID: [ID]
Document: [Document Name]
Requested By: [Name]
Priority: [Priority]

The change request will be reviewed at the next CCB meeting on [Date].

[Link to change request]

Decision Notification:

Subject: Change Request [ID] Decision

The CCB has made a decision on change request [ID].

Decision: [Approved/Rejected/Deferred]
Rationale: [Brief rationale]

[Link to meeting minutes]

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CCB ACTIVATION ANNOUNCEMENT

Announcement Template

# CHANGE CONTROL BOARD ACTIVATION ANNOUNCEMENT

**Date:** [YYYY-MM-DD]
**From:** DBIS Executive Directorate
**To:** All DBIS Staff and Stakeholders

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## ANNOUNCEMENT

The Change Control Board (CCB) is now active and operational.

**Purpose:**
The CCB reviews and approves changes to DBIS documentation to ensure 
quality, compliance, and consistency.

**CCB Composition:**
- Chair: [Name], Documentation Manager
- Technical Representative: [Name]
- Legal Representative: [Name]
- Security Representative: [Name]
- Operations Representative: [Name]
- Compliance Representative: [Name]

**Meeting Schedule:**
- Regular meetings: [Frequency] on [Day/Time]
- Special meetings: As needed

**Change Request Process:**
- Submit change requests to: [Contact information]
- Change request template: [Location]
- Change request procedures: [Location]

**Contact Information:**
- CCB Chair: [Email/Phone]
- CCB Email: [Email]
- Change Request Submission: [Method]

For more information, see:
- [CCB Charter](CCB_Charter.md)
- [CCB Activation Procedures](CCB_Activation_Procedures.md)
- [Change Management Process](Change_Management_Process.md)

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**END OF ANNOUNCEMENT**

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RELATED DOCUMENTS

• CCB Charter - CCB establishment and authority
• Change Management Process - Change management procedures
• Update Documentation Requirements - Change request templates
• Change Notification Procedures - Notification procedures
• Configuration Management Plan - Configuration management

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END OF CCB ACTIVATION PROCEDURES