1. DSC Governance Sub Group Recommendations
July 2018

2. Agenda Scope of change to Change Committee Change Proposal process map
Change Proposal templates
EQR/BER/CCR templates
Rom Form and Process
Change Pack
High level Design documentation
Change register
Publication of Change Proposal’s
DSG terms of reference review

3. Scope of Changes to be tabled at Change Committee meetings
All Change Proposals raised by Shipper/DN/NTS/IGT
Any change raised by Xoserve, that has an external consequential impact, for information
Pass to DSG to work up suitable solution
Changes to Service lines (information and to approve no requirement for EQR/BER, CoMC approve the service line change)

4. Change proposal process map
Maps the process through the capture phase up to approval of the CP into delivery (could be data, minor or major release)

5. Change Proposal Templates
Templates simplified
The change proposal template will build as it progresses through the change cycle i.e. will append review outcomes to the CP and EQR/BER/CCR as they are produced
Version control on the CP with a history of updates provided in the document
Change proposal EQR BER CCR
The Change proposal document shows all appendices that will be added to change proposal (dependant on the process on the CP follows) as it progresses through capture phase.
Appendix 1 is completed internally by Xoserve with the output reviewed and ratified with DSG – this provides the priority score

6. EQR, BER and CCR Forms
In most cases would only expect an EQR for major releases not required for change delivered:
Via minor release
Via data office
Documentation changes
In all instances a BER and CCR will be provided and require approval at Change Committee

7. Change proposal publications
When a new Change Proposal is raised this will be issued out via Joint Office with a covering confirming it a new Change Proposal to be reviewed at next Change Committee
All Change Proposals will continue to be published on Joint Office website, new version will be published each time it is amended (the previous versions will also be available)

8. Review/Consultation phases
Change Proposal Review process/consultation will be sought at 3 stages of the change process (not every change will require all)
Initial review
Solution review
Detailed Design
The process allows parties to provide a representation through the change process on the principle of the change, the solution and the detailed impacts of the change.
The representations received will be included in the Change Proposal documentation and will aid Change Managers when requested to vote to proceed at each stage
If a User requests their comments to remain private (not to be published) the information will not be shared but we will note the rep (not info supplied) and if the rep was in support or not.
All will be issued via the change pack process.

9. Review/Consultation phases
Review/Consultation type
Description
Aim/expectation
Project phase
Change Proposal Review (period defined by proposer)
Change Managers send a CP for initial review following submission to Change Management committee
Reviewer to make initial assessment of the change and if the change should progress
Capture
Solution Review
10 business day process
Issue out high level design documents for each solution options, providing high level design impact and costs per change, and time to deliver (cost and time lines are best estimate)
Reviewer to review solution options and give a view of the preferred solution (Xoserve will state to DSG preferred option where appropriate the Xoserve preferred solution option)
Design Consultation
standard change pack process issued out at detailed design phase providing detailed impacts including interface and documentation
Reviewer to review and comment on the final solution including all amended interface documents; these form the basis of system build and design externally for all Users (once approved)
Delivery (detailed design)

10. High level Design Documentation
For each solution option the high level design impacts document will be completed, this will give a view of:
The systems impacts and complexity level
The high level cost of the change
Estimated delivery time scales
The information will supplied out during solution review for reps

11. Change Packs Issued each Friday following Change Management Committee
Can issue extraordinary packs if required; normally this will be requested at ChMC
Xoserve will only be required to respond to design consultation. Review comments will be supplied to Change Managers (if confirmed can be published) to provide a wider view and aid in voting matters on if a change should progress

12. Release Circular
Each Release will have a Change reference number and a release circular document to support the release (rather than a CP template as per current process.

13. ROM process
A standalone process (will not be raising a CP to get a ROM)
Following receipt of request for a ROM
The request will be logged
The ROM produced
On delivery of the ROM the request will be closed on the Change Register
A CP will be required to be raised at the appropriate time if the ‘idea’ is required to be progressed

14. Change Register New status aligned to CP form
All change information supplied will be an extract of the change register i.e. for future release purposes
June 19 release button added

15. What change is delivered in Minor release?
Xoserve Internal impacting change
Non systems impacting change for any Customers
Documentation only changes i.e. descriptions
New reporting / reporting changes that are not delivered through automated processes i.e. IX
API based solutions
The proposer or DSG can recommend the change is delivered via a minor release but the final decision would be with ChMC (section on the CP to state major (and mm/yyyy) or Minor release)

16. What change is delivered in Major release?
Changes to interfaces to customers
Requires installation or modification of hardware of software for any customer
Changes to format of any UK Link Communications
File Format changes including addition of allowable values
Anything ChMC determines as requiring delivery via major release rather than minor release

17. Work in Progress
Extract of change register to provide high level view of Change Proposals, status of the proposal and next stage
Xoserve to publish Change Proposals on Xoserve.com so all change information in one single place (a link to the information will be published on Joint Office website).
Create a guidance document on raising a change proposal and the process for change
Ongoing review of forms to ensure fit for purpose
Full review of DSC Change Management Procedures assess against new processes and assess if changes are required.