Final_DAI_CCWG_Charter_2018_v5.0_Redacted.pdf

CCWG Charter Template –Version 8.0

Defense Logistics Agency (DLA)

Program Executive Office (PEO) Enterprise Applications, J62 Defense Agencies Initiative (DAI) System Portfolio, J62A

Configuration Control Working Group (CCWG) Charter

01 November 2018

Defense Agencies Initiative

DEFENSE LOGISTICS AGENCY Configuration Control Working Group (CCWG) Charter

FOR DLA USE ONLY – CCWG Charter Template V8.0 Page 1 of 8

TABLE OF CONTENTS

1.0 Acceptance

2.0 Purpose

3.0 Mission

4.0 Goals

5.0 Scope

6.0 Establishment and Termination

7.0 Roles and Responsibilities

8.0 Membership

9.0 Decision Making Process

10.0 Frequency of Reviews

11.0 Relationships

12.0 CCWG Charter Version History

13.0 Template Version History

DEFENSE LOGISTICS AGENCY Configuration Control Working Group (CCWG) Charter

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DEFENSE LOGISTICS AGENCY Configuration Control Working Group (CCWG) Charter

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2.0 Purpose

The Defense Agencies Initiative (DAI) Configuration Control Working Group (CCWG) charter defines and describes a DLA entity that has authority for the effective coordination and oversight of Configuration Management activities.

3.0 Mission

The mission of this forum is to manage the process of change for all Configuration Items (CIs) pertaining to the DAI program intended to be deployed into DLA-approved (DLA/DISA/other) development, staging, and production environments.

4.0 Goals

The DAI CCWG will achieve the primary goal of the configuration management process, which is to ensure that standardized methods and procedures are used for efficient and prompt handling of all changes in order to minimize the impact of change-related incidents upon service quality and consequently improve the day-to-day operations of the organization through the lifetime of the working group.

5.0 Scope

This CCWG is established to manage the process of change to the technical baseline of the named system/application or infrastructure and maintain the integrity of product CIs for DAI as they evolve through their lifecycle. This CCWG is empowered to manage only those CIs which pertain to their system/application or infrastructure area of responsibility. CIs with cross-system impact, and/or cross-infrastructure impact, will be managed in accordance with Configuration Control Steering Group (CCSG) direction. DAI is the only application aligned under the DAI CCWG.

CCWGs do not have the authority to approve new capability. This authority rests with the appropriate customer engagement process that establishes program priorities by charter of the DAI Configuration Control Board (CCB) on June 16, 2008.

CCWGs receive guidance, direction, and policy from the CCSG, and report to the CCSG via the Enterprise Service Area (ESA) Lead as requested.

6.0 Establishment and Termination

The DAI CCWG has been chartered under the direction of the ESA Director by delegation of authority of the CCSG. This working group will remain in effect until dis-established by approval of the ESA Director. This charter will be reviewed for update on an annual basis. Changes to this charter can also be made at the direction of the CCSG on an as needed basis, or as approved by the ESA Director that oversees this group.

7.0 Roles and Responsibilities

Members are assigned the following responsibilities by role:

Member Role Responsibilities

Chair Provides leadership and direction to the membership and ensures the strategic alignment of efforts.

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Member Role Responsibilities

Facilitates discussion concerning agenda items.

Solicits and tallies votes from CCWG members and pronounces final decision of the working group on all RFCs.

Communicates with Program Manager (PM)/Infrastructure manager (IM) as needed

Communicates with ESA Lead concerning matters that require their adjudication.

Communicates with ESA Lead concerning matters that require escalation (for decision) or elevation (for information) in accordance with the Escalation Criteria and Process.

The Chair may be a voting member.

Secretariat Ensures that RFC documents are gathered and available for distribution.

Establishes room reservations and teleconference line for CCWG reviews.

Updates the Configuration Management (CM) tracking tool with information concerning lifecycle status of CIs that fall under the oversight of this CCWG.

Creates distribution list of CCWG members.

Creates and publishes agenda, and sends documentation pertaining to RFCs under review to members.

Provides written record of CCWG proceedings, outcomes of votes, and updates on CI metrics and distributes them to members within two business days after each review.

Posts documentation pertaining to the working group in the prescribed archive area for CCWG artifacts.

Voting Member Reviews all documentation presented to the membership for discussion/approval/deferral.

Advises on issues pertaining to respective subject matter area.

Through voting process, recommends approval/disapproval/deferral of initiation or prioritization of work.

Through voting process, recommends approval/disapproval/deferral of advancement to next phase of CM Lifecycle, based on completion of deliverables and overall status of CI.

Communicates RFC proposal information and voting outcomes to those in chain of command with a need to know.

Non-voting Member

Reviews all documentation presented to the membership for discussion/approval/deferral.

Advises on issues pertaining to respective subject matter area.

Communicates RFC proposal information and voting outcomes to those in chain of command with a need to know.

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8.0 Membership

The authority for assigning the CCWG Chair rests with the ESA Lead and may be delegated to the Portfolio Manager (PfM)/PM/IM. All other CCWG members are designated by the CCWG Chair.

The CCWG Chair is typically the Change Manager from the Change/Configuration Management area associated with DAI. The CCWG Chair must be a government employee. The CCWG Chair will appoint a CCWG Secretariat.

A DLA Information System Security Officer (ISSO); PfM, IM, or PM; and a representative from a test and evaluation team are mandatory members of the working group. If the Chair is not a Change Manager, a Change Manager is a required member.

Other mandatory members for the CCWG are comprised of management or technical representatives from the J6 service area main office of oversight for DAI. These members shall be of sufficient authority to represent their respective areas.

Non-mandatory members can come from regional support areas that deal with DAI. These subject matter experts (SMEs) should be capable of providing technical expertise in the following areas:

Mainframe Platform Mid-Tier Platforms Local Area Network (LAN) Software Configuration Management (SCM) Hardware Configuration Management (HCM) Database Administration (DBA) System Administration (SA) System Web Administration (Webmaster) Design/Development Activity

Position Role

Change Manager Chair – Voting Member

PfM/PM/IM Implementation Change Authority

ISSO Voting Member

Tester Voting Member

Cybersecurity (J64 CCWG only) Voting Member

Enterprise Architecture Non-voting Member

Project/Program/Infrastructure Support Team Non-voting Members

SMEs Non-voting Member

Secretariat Non-voting Member

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9.0 Decision Making Process

Prior to each scheduled review, the RFCs under review will be provided or made available to all DAI CCWG members by the CCWG Secretariat. Each representative will review the RFCs for CI impact, issues, and risks.

Discussion of the RFCs will occur at the regularly scheduled review. The RFC will undergo technical discussions at the CCWG level prior to rendering an approval/disapproval/deferral decision. A CCWG approval vote rendered when the ISSO votes to disapprove will always be escalated.

The CCWG approves all technical changes. Working group members will vote for approval/disapproval/deferral of each change in accordance with the Enterprise Configuration Management Plan (ECMP) and the ECM Standard Operating Procedure (SOP). How voting is conducted is determined internally; i.e., by show of hands, a request for a vocal response, etc. The review minutes must, however and at a minimum, record all disapproval/deferral vote(s) and the stated reason for disapproval/deferral. The review minutes will also record the final consensus recommendation of the CCWG as presented to the PM. Mandatory voting members must participate to make a disposition on a RFC; presence at a review may include attending via either audio or video teleconference. Reviews may be conducted via email if circumstances prevent members from convening in real time. If there is non-concurrence on a RFC by CCWG voting members, majority vote will become the recommendation to the PfM/PM/IM. In the case of a tie vote, the PfM/PM/IM with control over the CCWG will determine the final status of the vote.

The PfM/PM/IM, as appropriate, will exercise implementation authority. The implementation decision and any relevant comments will be returned to the CCWG Chair for update in the review minutes. If a change is implemented over a CCWG disapproval vote, a signed document from the PfM/PM/IM, as appropriate, containing a list of known defects will be entered into the review record and forwarded to the CCSG via the ESA Director.

The CCWG will take a lead role with responsibility to perform identification, root cause analysis, resolution, and reporting of unexpected outcomes in production environments that result from a change to a CI that is under the oversight of this CCWG.

Within two business days after the conclusion of the DAI CCWG review minutes will be created by the CCWG Secretariat and published for review by the CCWG membership and by the ESA Lead. Additionally, all review minutes and documentation pertaining to CCWG decisions will be placed in a DLA Enterprise-designated archive area by the CCWG Secretariat.

10.0 Frequency of Reviews

The DAI CCWG will meet on a weekly basis. Reviews will be held Tuesday at 1100 hrs ET. The DAI CCWG Chair may call emergency reviews, as needed.

11.0 Relationships

The DLA ECM Governance Process utilizes several groups to manage the process of change across the organization. The relationship of these groups is described here.

Configuration Control Working Group

CCWGs are established (as appropriate) for each service area, system, application, portfolio, or enclave that requires a configuration control process to maintain the integrity of products as they evolve through their lifecycle. They are responsible for ensuring impact analysis is complete and accurate for all RFCs under their review.

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ESA Leads

The responsibility for oversight and management of each ESA is assigned to a Lead. Each Lead provides guidance and oversight to the CCWGs operating within the ESA. Issues identified by the CCWG as requiring escalation or elevation are first reviewed by the ESA Lead for potential resolution. If a resolution can be provided by the Lead the response is returned to the CCWG for its action. Issues requiring resolution not indicated at the ESA level are escalated by the Lead to the CCSG. CCSG decisions are recorded and returned to the ESA Lead and to the originating CCWG for its action.

Enterprise Configuration Control Structure

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12.0 CCWG Charter Version History

Changes to this completed charter are tracked in the below table.

Date Change Description Type of Change Author Version Issue

0.17.14 Initial DAI CCWG Charter Baseline V1.0

7.17.15 Updated DAI CCWG Charter Update V2.0

9.1.16 Annual DAI CCWG Charter

update Update V3.0

9.1.17 Annual DAI CCWG Charter

update

Update V4.0

11.1.18 Annual DAI CCWG Charter

update

Update V5.0

13.0 Template Version History

Changes to this template are tracked in the below table.

Date Change Description Type of Change Author Version Issue

2.19.14 Initial Template Creation Baseline V4.0

5.29.14 Updated per coordination effort Update V5.0

07.15.16 Updated per coordination effort Update V6.0

07.01.17 Annual review Update V7.0

07.03.17 Annual Review Update V8.0