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NEFAB Project
CHANGE MANAGEMENT
MANUAL
Version 0.5
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Revision history
Version Date
0.5
14/12/2011
Description
Approved
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Table of Contents
1.
Introduction .......................................................................................................................................4
1.1. The Scope of this Document ......................................................................................................4
1.2. About this Document ..................................................................................................................4
2. Change Management ........................................................................................................................5
2.1. Objectives and Principles ...........................................................................................................5
2.2. Definition of Change ...................................................................................................................6
2.3. Scope .........................................................................................................................................6
2.4. Change Management Criteria/General requirements..................................................................7
2.5. Implementation of the Change Management Process ................................................................7
2.6. Safety Management ...................................................................................................................7
2.7. Change to the Change Management Manual .............................................................................7
3. Authorisation for Change to Proceed .................................................................................................8
4. NSA Responsibility ............................................................................................................................8
5. Individual ANSP Involvement ............................................................................................................9
5.1. Dispute Resolution .....................................................................................................................9
6. Roles and Responsibilities...............................................................................................................10
7. Change Management Process ........................................................................................................12
8. Controlling and Performing Changes ...............................................................................................12
8.1. Change initiation.......................................................................................................................14
8.2. Change Evaluation and Assignment .........................................................................................16
8.3. Change Assessment ................................................................................................................18
8.4. Change Authorization ...............................................................................................................22
8.5. Implementation (Project) ..........................................................................................................25
8.5.1 Concept phase .......................................................................................................................25
8.5.2 Design phase .........................................................................................................................29
8.5.3 Implementation Phase ............................................................................................................31
8.5.4 Transition Phase.....................................................................................................................33
8.6. Monitoring. ...............................................................................................................................35
9. Change Management Records ........................................................................................................38
9.1. Change Management Database ...............................................................................................38
9.2. Change Registration.................................................................................................................38
9.3. Change Tracking ......................................................................................................................38
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1. Introduction
1.1. The Scope of this Document
There is agreement establishing the North European Functional Airspace Block (NEFAB) by
Norway, Finland, Estonia and Latvia.
The objective of NEFAB is to achieve optimal performance in the area relating to safety,
environmental sustainability, capacity, cost-efficiency, flight efficiency and military mission effectiveness,
by the design of airspace and the organization of air traffic management in the airspace concerned
regardless of existing boundaries.
This document is intended for the ANSP partners in the Cooperation Agreement on the Operation
of the NEFAB. Any change proposals and/or change implementation regarding NEFAB elements, i.e.
changes in Airspace design and sectorisation, Service provision, ATM Systems and management
processes involving the before mentioned elements.
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2. Change Management
Change Management Manual is essential for the controlled and reviewable implementation of changes
to NEFAB. This manual sets out the processes to be followed and requirements to be achieved, by
NEFAB in the management of change as it affects the various NEFAB processes and individual ANSPs.
This manual must not be deviated from when planning or implementing changes under the Change
Management Process.
enforce an evaluation of a proposed change in terms of its benefit, its cost, and risk to the ATM
systems, and the implications of the change to NEFAB, neighboring FAB and individual ANSP;
manage and track changes, to provide NEFAB with a record of all changes, and to enable all
stakeholders to assess the impact and risk to operations at any time via a clear snapshot of
current and planned change activities;
contribute to cost reduction by measuring the process and identifying sources of defects;
ensure that all changes undertaken are verified against compliance with the requirements of the
ICAO, EC, EUROCONTROL and national regulations.
The Change Management Manual describes the process for managing and controlling changes
in the NEFAB, but is not responsible for the solution development or the actual implementation of
the change;
All changes to the NEFAB environment must be authorized by Programme Management Board;
The Project work stream manager has overall ownership of the change and is accountable for the
change from assessing the initial request, development of the change and implementation of the
change;
The Project Manager coordinates the movement of the change from initiation through
assessment and approval to implementation.
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2.3. Scope
NEFAB maintains an individual Initiatives of Airspace, Service provision and Systems domains that are
integral to the operation of the ATM. The Initiatives is maintained as a separate document by the Project
work stream manager as part of this procedure.
The Initiatives defines the scope of the Change Management Manual for changes initiated by NEFAB,
individual ANSP or other stakeholders (Airlines, Military, etc.). Any changes must be undertaken using
the processes outlined within this manual.
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All parts in the Initiatives are subject to change control and tracking
All changes to the initiatives are authorized as specified in the Change Management Manual.
The Project Manager is responsible for the management and production of the initiatives;
There will be one source of information (the NEFAB Change Management Database) and
associated documentation and forms concerning the status of every change including history;
There will be a single change request process used that includes, as a minimum, a description of
and reasons for the change, success criteria, prerequisite changes, appropriate management
authorization, requested implementation date;
There will be a formal operational and technical evaluation and verification against requirements
for proposed changes to assess the impact on operational performance, cost efficiency and
safety;
Management reports will be prepared that includes the number of successful and unsuccessful
changes per year, by category, by source and by trends. The report will also provide an analysis
of the unsuccessful changes, together with a statement of the effects of the failures. The reports
will be public documents available to NEFAB individual ANSPs;
The NEFAB Project Manager will contribute to the integrity of parts on the initiatives by ensuring
all changes have the appropriate sign-offs, as specified, and preventing the promotion to
implementation status of changes that do not meet this condition;
There will be a periodic (six monthly) review to ensure that the initiatives part is as defined in the
inventory;
NEFAB individual ANSPs will be periodically surveyed for their assessment of the working of the
Change Management Manual;
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required but at least once every twelve months to consider changes to these procedures or any other
matters relating to the NEFAB Change Management Manual.
NEFAB Individual ANSPs may request changes to these procedures by forwarding such a request to the
Programme Management Office.
a full description;
broad estimates for cost and the project work effort for implementing the change except where
the change is a routine maintenance activity;
consequential effects;
where appropriate, specification of criteria that must be met during the development of the
change and its implementation to production. If these criteria are not met, the change must be
brought to the Programme Management Board for review.
This information will be provided by the relevant technical and operational areas of NEFAB. The
Programme Management Board authorization is formally recorded.
4.
NSA Responsibility
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The Project work streams and/ or Individual ANSPs will raise issues and propose changes, and
determine priorities for each implementation.
Programme Management Office will analyze the change request and if the request is approved,
Implementation Plans will be developed and project managed by NEFAB and will be published.
Where a change is contemplated, all involved stakeholders, will be advised and consulted.
Airlines, Military, and other stakeholders, generally will have opportunity to comment or raise
issues before major changes are developed, and will be able to evaluate initiative before the
change is promoted to implementation status.
NEFAB will issue change notices and where appropriate give stakeholders a business day
period from the date of issue of the notice to respond. In the event that a response is not received
within the Business day period the change will be deemed as being approved by the
Stakeholders. Any objection to a change must be supported by a reason and NEFAB will contact
each stakeholder who has raised an objection in an attempt to resolve the issues raised.
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Roles
NEFAB
Council
(States)
Responsibilities
NEFAB Council shall in particular:
Define strategic objectives for the development of NEFAB, assess the
results achieved and take appropriate measures if required.
Approve and facilitate the joint designation process of the air traffic
service providers.
Adopt the charging policy applicable in the airspace concerned.
NEFAB CEO
Board
NSA
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Roles
Programme
Management
Board
Responsibilities
It is the supervisory body for the performance and execution of the Work
and the Business Plan, accompanied by the Detailed Plan of Activities; it
shall report and be accountable to the CEO Board. The Programme
Management Board role includes:
Programme
Office
Manager
Project work
stream
manager
Ensuring that safety, technical feasibility, risk and effect of the change
have been adequately assessed.
Where appropriate, specifying criteria that if not met throughout the
implementation of the change will trigger a review of the change progress.
Approval for the change to be developed prior to implementation, or
rejection of the change request.
Where appropriate ensure the proposed change complies with EC,
EUROCONTROL and National regulations.
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Roles
Project
Manager
Responsibilities
The Project Managers responsibilities include:
Safety and
Quality
Manager
Project work
stream
Advising NEFAB, the CAA and Individual ANSPs of the status of the
change.
Verifying closure of change.
The Safety and Quality Manager is responsible for maintaining the safety,
security and quality of all NEFAB level processes and required to approve
all changes.
The Project work stream has a focus on the promotion to implementation
status of NEFAB initiatives. In summary, the work stream provides a forum
to review at the operational level change management activities on a
regular basis. The Project Manager will carry issues arising from all support
services to NEFAB Programme Management Board.
Change Initiation: - involved with initiating and logging the change request.
Change Evaluation and Assignment involved with evaluation and assigning a proper
workstream.
Change Assessment: - involved with assessing the operational, technical and safety issues.
Change Authorization: - involved with authorization for the change to be progressed or the
rejection of the change.
Change Implementation: - involved with the planning, scheduling and implementing of changes.
Change Monitoring: - involved with change monitoring against the design objectives.
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Nr.
Responsible
for execution
Submitter
1.
Change request
2.
Request registration
PMO
3.
Initial evaluation
Evaluates submitted
information for relevance and
sufficiency, selects appropriate
work stream manager for
further evaluation.
PMO
4.
PMO
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Result
Change request with clear
motivation and benefits for
NEFAB environment.
Change request added to
Change management
database
Evaluated change request
with proposed assigned work
stream manager.
Alternative result
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Nr.
Responsible for
execution
Project work
stream manager
1.
Change evaluation
2.
3.
Identification of all
stakeholders and
necessary resources
4.
Submitter notification
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Project work
stream manager
Result
Change request is evaluated.
Change is within the scope of
NEFAB. Benefits are
foreseeable.
Alternative result
Change request is
evaluated. Change
is not within the
scope of NEFAB or
no benefits are
foreseeable.
Return change
request to PMO for
reevaluation and
feedback to
change submitter
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Nr.
1.
2.
Stakeholders identification
3.
Operational assessment
4.
Responsible for
execution
Project work
stream manager
Result
Work stream is assigned
Project work
stream manager
Operational assessment is
made in collaboration with all
interested parties and experts
Project work
stream manager
Support function
assessment
Project work
stream manager
5.
Assessment review
Assessment is reviewed
identifying and managing all
deficiencies, including
reassessment if necessary
Project work
stream manager
6.
Project work
stream manager
Project work
stream manager
7.
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Alternative result
Assessment is
reviewed and is not
accepted within all
stakeholders.
Notification sent to
PMO. PMO notifies
Submitter
Nr.
8.
9.
Notification
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Responsible for
execution
PMO
PMO
Result
All necessary
documentation is prepared
and coordinated with
Programme Management
Board
All interested parties are
notified
Alternative result
All necessary
documentation is not
prepared. Sent back
to Project work stream
manager to eliminate
deficiencies
where necessary, specifying criteria or conditions under which progress of the change (through
development to implementation) might be reviewed or halted;
Ensuring authorization for the change to be either developed and / or implemented has been
obtained;
Outcome
The outputs of the Change Authorization process will include:
A signed change record, from the Programme Management Board that the change can be
progressed, or that the change is rejected.
An updated record in the Change Management database reflecting the status of the change.
Notification to all stakeholders of the proposed change and high level Implementation plan.
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Nr.
1.
2.
3.
4.
Authorization to proceed
5.
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Responsible for
execution
PMO
Programme
Management
Board
Programme
Management
Board
Programme
Management
Board
PMO
Result
Alternative result
Review is done
Change is not
approved
Change
implementation is
postponed
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Resources, (++)
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Nr.
1.
Project planning
2.
Define Operational
Concept
3.
4.
Develop Conformity
Assessment Plan, if
applicable
Hazard identification
6.
Notification to NSA
7.
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Responsible for
execution
Project Manager
Project Manager
Result
Project Plan with WBS,
milestones, resources etc,
including Safety plan if
relevant
Operational Concept, interface
descriptions and Operational
Environment Description
Project Manager
Project Manager/
project team
Project Manager/
project team
Project Manager
Project Manager
Alternative result
Nr.
8.
Review phase
9.
10.
Conclusion of Concept
phase
Responsible for
execution
Project Manager
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Result
Minutes of meeting and report
to PMO.
Updated project Plan
Alternative result
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Nr.
1.
2.
Design
3.
Risk mitigation
4.
Review
5.
6.
Conclusion of Design
Phase
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Responsible for
execution
Project Manager
Result
Plan for the phase. Verification
plan
PM
PM
Safety Requirements
PM
Minutes of meetings
PM
PMO
Alternative result
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Nr.
1.
2.
Implement
3.
Verification
4.
Review phase
5.
6.
Conclusion of
Implementation phase
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Responsible for
execution
Project Manager
Project Manager/
project Team
Project Manager/
project Team
Result
Plan for the phase. Verification
plan
Equipment, procedures,
trained personnel,
documentation etc
Verification reports, FATs,
SATs, DoC/DSU
Project Manager
Project Manager
PMO
Approval of Implementation
phase, and approval for
entering Transition phase.
Alternative result
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Nr.
1.
2.
Validation activities
3.
Verification of SO
4.
Acceptance Notification
5.
Decision to transfer
5.
8.
10.
Conclusion of Transition
phase
11.
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Responsible for
execution
Project Manager
Project Manager/
project team
Project Manager/
project team
Project Manager
PMO
Result
Plan for the transition phase.
Project Manager
Operational system/service
Project Manager
PMO
Programme
Management
Board
Alternative result
8.6. Monitoring.
The purpose of Monitoring is to ensure that the introduced change is reaching its objectives and that it is
not introducing new risks to the NEFAB environment.
maintain all change monitoring
confirming the required change status have been recorded at each time
reviewing the change for its impacts on all NEFAB managed activities within the lifecycle
keeping all affected stakeholders notified of the status of the change.
maintain and report all contributing costs (cost sharing)
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Nr.
1.
Submission to Monitoring
2.
Monitoring
3.
Reporting
4.
Review
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Responsible for
execution
Project manager
Result
Monitoring of submitted
change is initiated
PMO
Monitoring function is
performed
PMO
Programme Management
Board is informed about
current status of the change
Performance of the change is
satisfactory, continue further
monitoring
Programme
Management
Board
Alternative result
Performance of the
change is not
satisfactory,
correction change
is initiated
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