| I remember, many years ago, attending my first | | | | configuration control (for example, the Project Plan |
| training course on Quality. Management couldn't get | | | | may not be included, as long as the project manager |
| enough people to attend, so they bribed them with a | | | | has a simple 'off-line' system for keeping it under |
| free scientific calculator (back then worth about | | | | their own version control). |
| $200) - so I attended. | | | | 3. Control. Procedures to 'freeze' baselines of |
| To be honest, I found it a whole lot more compelling | | | | products and bring them under control of the CM |
| than I expected. | | | | library. |
| After lunch on the second day, they had an expert | | | | Freezing means no changes are allowed to the |
| talk about Configuration Management. | | | | product without the right level of authority (for |
| Well, she certainly knew her stuff - but I came away | | | | example the project sponsor). |
| thinking that CM was a bit 'academic'. | | | | There is another point to be brought out here. |
| How Wrong Can I Be? Configuration Management is | | | | Take the development of a new mountain bike. |
| BUSINESS CRITICAL! | | | | One person is designing the wheels, another is |
| I'm serious. Would you buy another auto from your | | | | developing the frame, yet another, the gearing |
| dealer if they weren't set up with the right tools to | | | | system. |
| service your car? | | | | As each goes through the many design versions the |
| How about if they fitted the wrong replacement | | | | others need to make sure the entire configuration of |
| parts? Or if the Manual had errors in it? | | | | the bike remains 'harmonized'. |
| There's a famous story about the Space Shuttle | | | | The CM database will recognise such linkages and |
| incurring huge extra costs because European suppliers | | | | alert the team (via reports as described later in this |
| used the metric system and the USA used Imperial | | | | article); of the relationships each product has to each |
| measurements. Tolerance errors built up and parts did | | | | other. |
| not fit together properly. | | | | 4. Status Accounting. This is the CM database for the |
| Change Configuration Management would have | | | | recording and reporting of all products. |
| stopped that from happening, and it would have | | | | This goes back into history to the first version, and |
| helped to spot any such problems much earlier on. | | | | all the way up to the current version. This data can |
| Let's talk about change control within Prince2 | | | | be given to the project manager at key points, such |
| Changes usually come in three categories: | | | | as an end stage review as accurate proof of the |
| Request For Change (RFC). This is usually a request | | | | true status on all the projects products. |
| from the customer or users asking for a change | | | | 5. Verification. CM provides reviews and audits to |
| from what was originally requested. | | | | ensure that the project team are using the correct |
| It may be a change to the requirements, | | | | versions of documents and other products during the |
| specification, acceptance criteria, or scope - or all or | | | | project (and that they match the 'master' copies of |
| any re-work - or accept some form of price | | | | such that are held in the library). |
| reduction. | | | | This should be seen as a service - not as 'the |
| The final category is a general one. reserved for any | | | | management police'! |
| general issues, observations or concerns (for | | | | Finally, there are two important reports that the |
| example, my design engineer has resigned!). | | | | project manager will use from the CM Librarian: |
| All the above may be seen as just different | | | | 1. The Configuration Record. This is a record of all the |
| categories of an Issue. | | | | information required about each product's status, and |
| So what is Configuration Management? Well it's | | | | includes; the latest version number, who is creating |
| basically aninternal service group with resources, | | | | the product, where the product is to be kept/stored, |
| tools, procedures and systems to control multiple | | | | and what its status is. |
| versions of the products (deliverables) of projects. | | | | 2. Product Status Account. This is a report (usually |
| Each product is termed an "Asset". The name for the | | | | requested by the project manager at key review |
| combined set of these assets is called a configuration. | | | | points), and provides information about the state of |
| And the configuration of a projects end product is | | | | all products within some defined time frame (for |
| the sum of its parts. | | | | example "give me a report of all products and their |
| So why should we care about using CM? | | | | status that have been created during the current |
| Changes to your project WILL happen - so prepare | | | | project stage" |
| for it. I was talking about Change Management, which | | | | The PSA will, for each product within that time |
| by the way, should be under the wings of CM. | | | | frame, contain data such as when each product was |
| So when changes occur, your project will end up with | | | | baseline and when any changes were approved. |
| multiple versions of a product. | | | | Here is a short synopsis of key points within a |
| If you don't have appropriate tracking and knowledge | | | | Prince2 project when Configuration Management is |
| of these versions, what was changed, and why it | | | | used: |
| was changed, then your project is going to end up in | | | | Planning Quality. |
| turmoil. | | | | The Configuration Management Plan is created, prior |
| Suppose you are a design engineer, and a colleague | | | | to thedevelopment of the Project Plan. The Project |
| asked you for a copy of the specification document | | | | Manager to liaise with Configuration Librarian to |
| as they are about to design something from it. | | | | discuss how the project will use/work with their |
| What if you had changed the document in some way | | | | Configuration Management (CM) System. |
| since it was agreed - maybe because you could see | | | | Setting Up Project Files |
| it was an improvement? | | | | Takes information from the Project Plan, and adds |
| Your colleague now designs against this different | | | | project filing structure to the Configuration |
| spec to the spec that others are using - and his | | | | Management Plan. CM system may already have |
| product doesn't work or fit with other designs of the | | | | these facilities. |
| same system. Chaos Reigns. | | | | Authorising Work Package (WP)/giving work to the |
| How about this. A client rings up and says they're | | | | team |
| using an old version of one of your products | | | | Update the Configuration Item Record to "under |
| (because it's compatible with the rest of their | | | | development" Configuration Librarian will do this. |
| system), and can you build some more for them as a | | | | Ensure the WP contains information regarding how |
| special custom order please? | | | | version control will work for the developer, obtaining |
| You say 'no problem' - you go to your design shop | | | | copies of products or product descriptions, |
| only to find that they've lost the drawings - worse, | | | | submission the Configuration Librarian, and passing |
| the designer retired last year. | | | | product status information. |
| You'd have the same problem if customers said it | | | | Assessing Project Progress. |
| had a design fault, and could you fix it, or if a | | | | Capturing "actuals" and updating the status of |
| customer wanted a modification based on an old | | | | products Configuration Item Record (CIR). |
| design. | | | | Configuration Librarian can provide a Product Status |
| And the same problems could exist if you run a | | | | Account (PSA) if needed. |
| 'service' corporation. | | | | Capturing and Examining Project Issues/Changes |
| Are your staff using the right tools, procedures and | | | | Configuration Librarian could receive/document all |
| guidelines? | | | | Changes/Issues as well as maintain the Change/Issue |
| Are they trained to provide that service? | | | | Log. |
| Let me ask - does senior management have a set of | | | | Taking Corrective Action. |
| business plans based on a set of strategic directions? | | | | When any changes are to be made, the |
| And do different parts of the corporation base their | | | | Configuration Librarian to make any products or their |
| operational plans on these documents? | | | | copies available, add new copies given out to the |
| Sheesh! I sure hope they are all using the correct | | | | CIR, and update CIR for any status changes. |
| versions of these things... | | | | Receiving Completed Work Package (when the team |
| Okay, let's get back to your project, and how CM will | | | | have completed each product/deliverable) |
| help. | | | | Configuration Librarian to update the CIR to a status |
| I hope I've convinced you that CM should be a | | | | of 'completed'. |
| permanent fixture in your organisation and not just | | | | Product is now baselined if not already done. |
| set up by and during, a project (because the end | | | | As products/deliverables are completed Specialist |
| products have got to be sustained during their whole | | | | Team to advise Configuration Librarian to update |
| life). | | | | CIR status of each product. |
| The person who provides the CM service is called the | | | | Completing a Work Package. |
| Configuration Librarian. Yeah, I know, it sounds kind | | | | Configuration Librarian to handle the return of |
| of dated - but don't let that put you off. This role | | | | completed products (if appropriate), and to assist |
| can also be called the Configuration Administrator. | | | | Project Assurance in confirming customer/user |
| Here's how they can help your project: | | | | acceptance of products. |
| 1. CM has a completed library of all items that have | | | | Regular Management Reports |
| ever been produced in your organisation (including | | | | Configuration Librarian with assistance of Project |
| anything that has been 'bought-in' from a third party). | | | | Assurance to confirm the CIR is same as actual |
| In modern times, these records will probably be held | | | | status of products by carrying out a Configuration |
| on a database of some sort. In the past they would | | | | Audit. |
| have been held in hard copy form in a traditional filing | | | | Also check that version numbers are correct |
| system. | | | | updated. |
| 2. Each of these records will have information stating | | | | Replanning as a result of change. |
| who has got what, where it is held, and why. | | | | Configuration Librarian will provide a Product Status |
| These records will also hold details of any changes | | | | Account of products to be replaced/incomplete. |
| made. | | | | New CIR's created if needed. |
| 3. The library will also hold master copies of multiple | | | | Closing down a Project. |
| baseline versions of products. | | | | CIR checked for completeness, and used as an input |
| If you work for a small organisation and run small | | | | to |
| simple projects, then you would expect the way that | | | | Product Status Account - confirmation from |
| CM is carried out to be small and simple too. As long | | | | customers configuration management records that all |
| as you have control of all versions of all of your | | | | products are approved. |
| products and services. | | | | Refer to the Configuration Management Plan for how |
| Next, I want to explain what services the CM Library | | | | the products are to be handed over to those with |
| can give to your project. | | | | support/operational responsibilities. |
| It is the project managers' responsibility to ensure | | | | Carry out a Configuration Audit to check that all |
| that CM is being properly used by the project. | | | | products are approved and complies with their CIR's. |
| To help ensure this happens a CM Plan can be | | | | During Project Planning. |
| created. | | | | The Configuration Item Record is created with |
| Note. For a small and simple project, the plan may | | | | reference to the Configuration Management Plan. |
| just be a list of points to discuss and agree with CM. | | | | A simple numbering system for each product could |
| The Plan may form part of any quality planning or be | | | | be structured as: project name/type of product |
| included within the Project Plan. | | | | product name/source/status/version number |
| Do what is sensible - but here are the areas that | | | | So for example, if a project exists to create a new |
| should be covered: | | | | notebook PC,and a unique numbering system as |
| A short narrative explaining what configuration | | | | above is used for the hard drive bought in from a |
| method to be used (or a simple reference to the | | | | 3rd party: |
| 'usual' system. | | | | New Notebook Project/hardware/hard drive/external |
| What corporate standards will be used (or why they | | | | in development/vA.2 |
| will be varied in some way). | | | | Here is a detailed guide of the information needed in |
| Linkages to any other configuration management | | | | thedocuments referred to in this article: |
| systems (or any tools) that will be used. An example | | | | Configuration Management Plan. |
| may be a third party who is contributing products to | | | | - CM method to be used |
| the project. | | | | - Links to other CM systems or tools |
| How and where the products will be stored. Are they | | | | - Where and how products are to be stored |
| just documents? | | | | - security arrangements for filing and retrieval |
| Or are they other physical items - in which case will | | | | - Identification and numbering forproducts/versions |
| they be installed on the customer site, or stored | | | | - Who is responsible for CM |
| elsewhere, such as a bonded storehouse. | | | | Configuration Item Record. |
| How will filing be carried out, and what is the | | | | - Unique Project identifier |
| processfor secure retrieval? | | | | - The type of product (web, hardware, etc) |
| What form of version control be used - explain how | | | | - Product Name |
| theywill be identified. | | | | - The Latest version number |
| Who within the project and external to it will | | | | - A full Description of the product |
| beresponsible for implementing configuration | | | | - Life Cycle steps for product (ie.draft,approved, |
| management? | | | | in-service, etc) |
| The Configuration Librarian will provide the | | | | - Who owns the product (User? Ops Manager? etc) |
| FIVEfollowing services to any given project: | | | | - Who created the product? |
| 1. Planning. Working with the project manager, to | | | | - The date allocated to them |
| establish what level of detail is required (this is | | | | - The library or location where it is kept |
| dependant upon the complexity of the total | | | | - product source (internal, external) |
| end-product configuration). | | | | - links to related products (physical, electrical,etc) |
| 2. Identification. Agreeing what products will be under | | | | - status (where in the life-cycle is it? |