Change Control

Change control is the set of activities used to control requests to change an approved baseline. Its purpose is to make sure that only beneficial or necessary changes are approved and implemented. The UK government's Teal Book chapter on change control describes it in these terms.

In defence configuration management, the term is more specific. It covers the systematic evaluation, coordination, approval or rejection, and distribution of proposed changes to a configuration item or its configuration information, as set out in the UK Ministry of Defence's JSP 886 configuration management guidance. The term comes from project management, configuration management and contract administration.

The baseline that change control protects

Every change-control process starts with a baseline. A baseline is the formally approved reference point against which proposed changes are assessed. Once a baseline is approved, nobody changes it informally. A request is raised, assessed against the baseline, and then approved or rejected.

Configuration management is the wider discipline used to identify, document, control and track a product's functional and physical characteristics. Change control is the part of that discipline that governs what happens when someone wants to alter an approved item or its documentation.

Configuration Control Boards and who decides

Decisions on proposed changes are usually made by a board. The UK Ministry of Defence identifies the Configuration Control Board (CCB) as the body responsible for decisions on changes to the functional and physical characteristics of a product or configuration item. This is set out in JSP 945 Part 2.

The same guidance assigns responsibility for configuration change management to the supplying organization, design organization or original equipment manufacturer under contract until delivery. After delivery, authority may transfer to the MOD.

The model is not limited to the UK. The U.S. Department of Defense uses a Change Control Board to oversee changes to its Purchase Request Data Standard.

What defence contracts ask of contractors

In comparable defence procurement practice, a change-control clause may require a contractor to:

• maintain a change-control system;
• submit proposed changes for review;
• provide information describing the technical, cost, schedule, safety or configuration impact of a change;
• obtain approval before implementing a change; and
• maintain records showing the approved configuration.

A UK defence contract specification shows how this works in practice. It requires the contractor to provide a change-control system and change-control information within two months of contract award.

Change control versus change management

The two terms are related but not interchangeable. Change management is the broader term and can include organizational, operational or project changes. Change control is the formal process for handling proposed changes to an approved baseline.

Terminology used across allied defence work is maintained by NATO in the NATOTerm database, which is updated as newly approved terminology is promulgated.

What change control means for suppliers bidding in Canada

Change control is common in project and defence contracting. The Government of Canada publishes its tender and award notices on CanadaBuys, and each solicitation sets out its own terms. Bid teams should read the full solicitation documents on CanadaBuys tender opportunities for any change provisions before pricing.

Where a contract does include change control, suppliers can prepare using the practices seen in allied defence contracts. Describe how proposed changes will be reviewed and approved, show how the impact on cost, schedule, safety and configuration will be assessed, and keep records of the approved configuration. Obligations should be taken from the contract itself, not assumed from allied practice.