Configuration Control

SME initiative
Configuration Management Training

Section 5
Configuration Control
prepared and lectured under ESA contract by

SME initiative
Section 5 - Configuration Control
• Purpose of the configuration control function

– The purpose and benefits of configuration (evolution / change) control include:
• Enable change decisions to be based on knowledge of complete change impact
• Limit changes to those which are necessary or offer significant benefit
• Facilitate evaluation of cost, savings, and trade-offs
• Ensure customer interests are considered
• Provide orderly communication of change information
• Preserve configuration control at product interfaces
• Maintain and control a current configuration baseline
• Maintain consistency between product and documentation
• Document and limit variances
• Facilitate continued supportability of the product after change
Copyright © 2000 by IBW - Ingenieurbuero Wolfgang Weiss.

All rights reserved. Published work. Doc. Ref. 34000315AMEND SME training on Configuration Management Page 5-1
SME initiative
• Purpose of the configuration control function (contd)

– The primary objective of configuration control is to establish and maintain a
systematic change management process that regulates life-cycle cost, and:
• Allows optimum design and development latitude with the appropriate degree and depth
of configuration change control procedures during the life-cycle of a system / CI
• Provides efficient processing and implementation of configuration changes that
maintain or enhance operational readiness, supportability, interchangeability and
interoperability
• Ensures complete, accurate and timely changes to configuration documentation
maintained under appropriate configuration control authority
• Eliminates unnecessary change proliferation

SME initiative
• Defining engineering changes and configuration departures

– Engineering change
• Engineering changes are the process of changing configuration documentation for
functional (specifications) and physical (drawings) attributes, including all associated
ancillary documentation
• Engineering changes are initiated for a variety of reasons; such as
» to provide new capabilities desired by the customer,
» to enhance product support,
» to insert new technology,
» to effect product improvements,
» to correct product defects or deficiencies,
» to correct problems and prevent recurrence,
» to eliminate safety hazard conditions,
» to implement preplanned product improvements,
» to reduce production costs / improve production efficiency,
» to prevent schedule slippage, or just
» administrative changes to the drawing / document
SME initiative
• Defining engineering changes and configuration departures (contd)

– Configuration departures
• Configuration departures (also “variances”) are categorized into
» Deviations; a written authorization, granted prior to the manufacture of an item, to
depart from particular requirements or the design of an item’s approved
configuration documentation for a declared number of units or a scheduled period
of time. Deviations do not cause a corresponding revision of the configuration
documentation governing the departing attribute.
» Waiver; a written authorization to accept an item, which, during manufacture, test
or quality inspection, or having been submitted for customer inspection or
acceptance, is found to depart from design or manufacturing process
requirements, but nevertheless is considered suitable for “use-as-is” or after
repair by an approved method. Waiver do not cause a corresponding revision of
the configuration documentation governing the departing attribute.

SME initiative
• Establishing “change authorities”

– The Configuration (or Change) Control Board (CCB)
• The CCB is the sole authority for disposition of the project configuration documentation
• The CCB is chaired by the project manager or his designated representative
• The CCB authenticates configuration documentation, establishes baselines, approves
or disapproves engineering change proposals, deviations and waivers and authorizes
the minutes of completed technical and configuration reviews
– The Change Review Board (CRB)

• The CRB is usually preceding the CCB in order to limit boarding time of the CCB while
reviewing a change or departure for its technical effects on the entire product
• The CRB recommends the CCB approval or disapproval of a change proposal or
departure request on the grounds of a technical review report

SME initiative
• Configuration control board participation

– Beside configuration management, engineering and quality assurance as permanent
CCB participants, all other project disciplines assign representatives as called for by
the CCB chairman. They may be assigned from:
• Manufacturing
• Test engineering CONFIGURATION QUALITY
MANAGEMENT ASSURANCE
• Purchasing
CHAIRMAN
• Logistics
• Finance
• Contracts
• Discipline specialist(s) as required
OTHER DISC. REP‘S
• Supplier(s) SPECIALISTS
ENGINEERING

SME initiative
• Configuration control board activities

– Change effects analysis
• Technical feasibility
• Effects on CI / higher level CI(s)
• Implementation schedule
• Cost
• Production resources
– Change categorization
• Final concurrence in the classification of change
• Reviewing the type of change (product evolution, enhancement, or document update)
• Agreement in the priority of change (emergency, urgent, or routine)
– Change implementation effectivity (cut-in point planning) and change correlation with
third parties (e.g., other projects)
– The CCB is usually not a voting body - the chairman makes final decision
SME initiative
• CM`s role in the CCB / CRB process

– Prepare agenda
SCHEDULE CCB / CRB
– Notify members of location
DISTRIBUTE DOCUMENTATION – Distribute copies of change request / proposal

CHANGE ANALYSIS
– Collect supporting documentation
– Record approval / disapproval decisions

ATTEND CCB / CRB
– Record action items assigned to members
– Prepare CCB / CRB minutes and obtain chairman’s approval

PREPARE MINUTES
AND ACTION ITEMS – Distribute CCB / CRB action items
MAINTAIN STATUS
– Track action items and report completion
– Report CCB / CRB activity to affected organizations

SME initiative
• Classifying engineering changes and designating deviations

Characteristics of Engineering Change Classification
Factors Major Minor
a. Affects approved, baseline specification requirements 1 (i.e., requirement would be •
out of the specification limits)
b. Affects one or more of the following, after product baseline: •
- Products furnished by a customer
- Safety
- Compatibility with interfacing products (including such products as test
equipment, support equipment and associated software)
2
- Delivered operation or servicing documentation
- Operating limits or performance affected by preset adjustments to the extent
that product reidentification is required
- Interchangeability or substitutability of replaceable products, assemblies, or
components
- Change to a previously non-selected supplier, where supplier selection is
specified
- User skills or physical attributes
- Operator or maintenance training
c. Requires retrofit of delivered products, e.g., by product recall, modification kit •
installation, attrition (replacement during maintenance by modified spares), etc.
d. Affects cost / price to customer(s) (including incentives and fees), guarantees, •
warranties, contracted deliveries or milestones; and is an engineering change that
does not impact factors a. through c.
e. Affects configuration documentation (released design information), product or •
processes but does not affect factors in a. through b., above
1. Such as performance, reliability, maintainability, weight, balance, moment of inertia, interface characteristics, electromagnetic characteristics, etc.
2. For which there is no planned and funded update requirement, such as for periodic or continued maintenance of the documentation
SME initiative
• Designating waiver
– Product nonconformances for which a waiver requests permission to use are distin-
guished by defect of the product
• Minor defect; a departure from established engineering and production standards having little
or no effect on the product usability
• Major defect; a defect that is likely to result in item failure or materially reduces product
usability
• Critical defect; a defect that, judgement and experience indicate, is likely to result in unsafe
conditions for individuals using, maintaining, or depending upon the product

SME initiative
• Prioritizing engineering / software changes

– One of the listed priorities is to be assigned to each major (class 1) engineering /
software change proposal (ECP/SCP) to indicate the urgency with which the ECP /
SCP is to be reviewed, evaluated, ordered, and incorporated / implemented.
Priority Code Criteria

Emergency An emergency priority is assigned to an ECP/SCP for any of the following reasons:
(1) To effect a change in operational characteristics which, if not accomplished
without delay, may seriously compromise project security;
(2) To correct a hazardous condition which may result in fatal or serious injury to
personnel or in extensive damage or destruction of equipment. (A hazardous
condition usually will require withdrawing the item from service temporarily, or
suspension of the item operation, or discontinuance of further testing or
development pending resolution of the condition); or
(3) To correct a system halt (abnormal termination) in the production environment
such that mission accomplishment is prohibited.

SME initiative
• Prioritizing engineering / software changes (contd)

Urgent An urgent priority is assigned to an ECP/SCP for any of the following reasons:
(1) To effect a change which, if not accomplished expeditiously, may seriously
compromise the mission effectiveness of deployed equipment or software
(2) To correct a potentially hazardous condition, the uncorrected existence of which
could result in injury to personnel or damage to equipment. (A potentially
hazardous condition compromises safety and embodies risk, but within
reasonable limits, permits continued use of the affected item, provided the
operator has been informed of the hazard and appropriate precautions have been
defined and distributed to the user)
(3) To meet significant contractual requirements (for example, when lead time will
necessitate slipping approved production or deployment schedules if the change
was not incorporated)
(4) To effect an interface change which, if delayed, would cause a schedule slippage
or increase cost
(5) To effect a significant net life-cycle cost savings to the tasking activity, as defined
in the contract, where expedited processing of the change will be a major factor in
realizing lower costs.

SME initiative
• Prioritizing engineering / software changes (contd)

Urgent (contd) An urgent priority is assigned to an ECP/SCP for any of the following reasons (contd):
(6) To correct a condition causing unusable output information that is critical to
mission accomplishment.
(7) To correct critical CI files that are being degraded
(8) To effect a change in operational characteristics to implement a new or changed
regulatory requirement with stringent completion date requirements issued by an
authority higher than that of the functional proponent.
Routine A routine priority is assigned to an ECP/SCP when emergency or urgent
implementation is not applicable, required, or justifiable.

SME initiative
• Initiating an engineering or software change by problem reporting

– The problem report is used to request clarification or to query discrepancies for
hardware, firmware, software or documentation
– Problem reporting takes place during production or after formal release of the
product to the user or to a test facility
– When a problem is discovered, it may not be known whether the problem is
hardware, firmware, software or documentation related, but the problem is further
investigated and problem resolution can begin. As more information becomes
available, the report is getting amended for inclusion. After resolution of the
problem, the problem report is closed
– Frequently, the problem report becomes part of the engineering or software
change request / proposal as enclosure to it

SME initiative
• The engineering / software change cycle

– Issuing a change request (with or without problem report)
– Determination for the need of the requested change by analysis of the total impact
– Preparation of the engineering / software change proposal
– Disposition by the CRB and CCB
– Customer approval / disapproval
– CCB orders the change for incorporation / implementation
– Incorporation in configuration documentation
– Incorporation in product / software change implementation and incorporation
– Verification of change accomplishment

SME initiative
• Typical change documentation in the process of an engineering change
ECR ENGINERING CHANGE REQUEST Brief description of change intent, usually

based on problem resolution
ECP ENGINERING CHANGE PROPOSAL

Full description of change including
justification for change
From-to, add, or delete presentation of

COMPLETE ECN
ECP PACKAGE ENGINERING CHANGE NOTICE(S) change; one ECN per affected document.
Redlined drawings / specifications may be
attached
NEW PRELIMINARY
DRAWING
OR SPECIFICATION
New drawings or specifications in preliminary
status as required for new design
Incorporation / implementation order (by

ENGINERING CHANGE ORDER
ECO
CCB) for an approved change

SME initiative
• The change implementation process

– Formal involvement of CM in tracking and recording the change implementation is
a relatively new CM responsibility
– A controlled process is required because complex changes require many
individual actions involving different organizations and thus, require scheduling,
coordination, tracking and reporting
– CM does not direct the implementation of a change. The direction is provided by
the CCB through an engineering (or software) change order
– All organizations contributing to the change incorporation / implementation effort
are tasked to provide cooperative schedules at the CCB

SME initiative
• Verifying the incorporation of engineering changes and deviations

– Production planning receives the approved change documentation or deviation
under cover of an engineering change order
– Quality Control verifies the incorporation and issues an “as-built” record
– CM compares the as-built record with the engineering change and closes the
change action

SME initiative
• A generic engineering / software change or deviation process

CUSTOMER OR PROJECT
CONTRACTOR CONFIGURATION MANAGEMENT CHANGE REVIEW CHANGE YES CHANGE
YES
AGREE TO
INTERNAL CHANGE MANAGEMENT AND TECHNICAL BOARD(CRB) REQUIRED PRIORITY
REQUEST DISCIPLINES ? ?
DESCRIBE CHANGE LOG IN, DISTRIBUTE REVIEW, PREPARE EVALUATE CR FOR NEED, NO NO
AND JUSTIFY NEED FOR REVIEW, RECOMMENDATION CLASSIFICATION AND
YES
SCHEDULE FOR CRB FOR CRB PRIORITY
PROBLEM CR RETURNED TO CM NOTIFIES

TRUE ORIGINATOR WITH ORIGINATOR ABOUT
(ANOMAL/ DISCRE-
PROBLEM REASON FOR REASON FOR
PANCY REPORT)
? REJECTION CHANGED PRIORITY
NO
STOP ACTION
CONFIGURATION CONFIGURATION CHANGE

CONFIGURATION APPROVE CONFIGURATION
YES FOR PROPOSAL
A CONTROL CONTROL
MANAGEMENT DOCUMENTS MANAGEMENT
BOARD (CCB) SUBMITTAL BOARD (CCB)
?
SUBMITTAL OF NO (AS REQUIRED) ASSIGN CHANGE
CLASS 1 CHANGE FOR PROPOSAL NUMBER,
APPROVAL CLASS 2 SCHEDULE CHANGE
RELEASE OF CLASS 2 INTERFACE PREPARATION EFFORT
CHANGE CONTROL PANEL
AND / OR SUBCON-
CUSTOMER TRACTOR CRB
LIAISION
* Applies in a similar fashion to deviations REPRESENTATIVE RETURN TO CM
FOR REVISION / REASSESSMENT
CONCUR / NOT CONCUR
IN CLASSIFICATION
SME initiative
• A generic engineering change process (contd)

CUSTOMER ORGANIZATION
CONTRACTS CONFIGURATION PROJECT

A PROJECT OFFICE CCB CONTRACTS
DEPARTMENT MANAGEMENT MANAGEMENT
SCHEDULE CCB REVIEW CONTRACTOR MODIFY BUSINESS RECORD, FORWARD PREPARE COMPILE INPUTS
DISTRIBUTE AGENDA CRB / CCB MINUTES AGREEMENT TO CM IMPLEMENTATION
ASSESS SCHEDULE (CONTRACT) PLAN INPUTS
AND COST
SUPPLIER
IMPLEMENTATION
SCHEDULE
(AS REQUIRED)
SIGN CHANGE
CONFIGURATION PRODUCTION YES CHANGE IMPLEMENTATION
QA / QC CCB
MANAGEMENT PLANNING ORDER PLAN
?
REPORT CHANGE VERIFIES PHYSICAL IMPLEMENT CHANGE NO APPROVE COMPILED AND
IMPLEMENTATION INCORPORATION AND REPORT STATUS IMPLEMENTATION FINALIZED BY CM
BY CHANGE STATUS TO CM PLAN
REPORT
RETURN TO CM FOR REVISION

AS-BUILT
RECORDS

SME initiative
• Initiating hard- or software changes caused by firmware problems
SOFTWARE SOFTWARE
FIRMWARE
FIRMWARE HARDWARE NO TROUBLE SOFTWARE CHANGE
FAILURE
REVIEW BOARD PROBLEM REPORT REVIEW BOARD REQUEST
OCCURS
?
YES
ENGINEERING
CHANGE ENGINEERING
REQUEST REVIEW BOARD
YES CHANGE YES

CHANGE REVIEW CHANGE
BOARD AFFECTS AFFECTS
SW HW
NO NO
CONFIGURATION
CONTROL
BOARD
STANDARD CHANGE
PROCESSING
SME initiative
• Requesting deviations and waivers

– To deliver a product with a known configuration departure, defect or parts
shortage, customer authorization is usually required. A request for deviation or
waiver is utilized for obtaining approval
– Deviations and waivers are not engineering or software changes and do not alter
engineering drawings or software documentation
– Deviation: A planned nonconformance to performance, design, or verification
requirements, or the product’s physical attributes
– Waiver: An unplanned nonconformance to the product design or ist manufacturing
process requirements
– Deviations and waivers are usually designated minor, major and critical in respect
to their effects. In space projects, critical deviations and waivers are generally not
permitted since they do affect safety factors by their definition
– Deviations and waivers are occasionally also referred to as “variances”,
“derogation”, “concessions”, or “production permits” (in the UK for deviations)
SME initiative
• Processing a request for deviation

– Except for deviations requested during the development phase, the manufacturing
planner is one of the first to be aware of the need to deviate; e.g., when
• scheduled receipt of material or parts is in delay
• an in-line process such as for coating or heat treatment is out-of-service
• inoperable or unavailable test equipment prevents the conduct of required tests
– An alternative material, part or process is selected and a deviation is proposed for

temporary application
• Engineering and manufacturing normally have instant access to acceptable alternatives
– The CRB / CCB evaluates the proposed deviation to investigate

• its suitability of the substitution
• a scheduled return to the “as-required” or “as-designed” condition

SME initiative
• Processing a request for deviation (contd)

– The CRB / CCB evaluates the proposed deviation to investigate (contd)
• the specific identity, such as the serial number of each affected CI, and the first unit
scheduled for return to normal proceeding
• the appropriate designation as minor, major (or critical)
Note: Commercial producers should not allow major or critical deviations since
their effects on logistics support, increased risk of product failure, or risk of
hazard to the user is unacceptable. Military customers accept under certain
circumstances major deviations, and may tolerate the greater risk of a critical
deviation when strategic conditions demand the immediate use of the product
(e.g., wartime)
– After CCB acceptance, the deviation is sent to CM. CM obtains deviation
authorization, distributes the deviation to manufacturing planning or purchasing,
and records the deviation

SME initiative
• Processing a request for waiver

– In most productions, items receive an in-process quality inspection for early
detection of a nonconformance prior to quality buy-off for next step integration or
delivery
– Nonconformances to the product’s physical attributes or its manufacturing
processes are identified during manufacture, or as a result of test failure
assessment
– Manufacturing / receiving inspection personnel or test technicians use often the
problem report to document briefly a possible discrepancy or anomaly
– The responsible production quality engineer reviews the problem report and
prepares a Nonconformance Report (NCR) as applicable
– If the nonconformance was not dispositioned at a preliminary review, it is
forwarded to the Material (or Nonconformance) Review Board (MRB), when
established as part of a contractor´s non-conforming material disposition system

SME initiative
• Processing a request for waiver (contd)

– The MRB decision may result in “return to supplier”, “scrap”, “rework”, “repair”, or
“use-as-is”
– Final disposition of minor defects can be determined by the MRB and be recorded
as a minor waiver
– There is a significant difference between “rework” and “repair”
– After rework, the product complies with the approved product design as disclosed
by the governing engineering drawing
– A repaired item is functionally satisfactorily, but will never conform exactly to the
drawing
– After repair, no other defect than “minor” should be accepted
– MRB decisions for “use-as-is” concerning material with a major defect need to be
elevated to CM for preparation of a request for major waiver
– According CRB / CCB processing for gaining customer permission granted is the
usual case
SME initiative
• A generic waiver process

– Step 1: Disposition of non-conforming hardware and firmware products
ANOMALY Notes:
FAILURE IN FUNCTION NO 1. For hardware items, recourse to PCA records
CAUSED BY DEPARTURE SEE NOTE 1
REVIEW BOARD FROM APPROVED and perform engineering review. For firmware
DESIGN items, identify whether hardware or software
• DETECTS THAT THE UUT*, OR ? problem, verify burn-in process, or prepare
A PARTICULAR COMPONENT YES Software Trouble Report (STR).
OF THE UUT, DOES NOT 2. Standard Repair Procedures (SRP) should be
MEET SPECIFIED approved by the MRB and controlled by CM.
PERFORMANCE 3. In ECSS-Q-20-09A terms “Nonconformance
• REPORTS ANOMALY Review Board (NRB)”
MANUFACTURING 2b
MATERIAL REVIEW
INSPECTION, OR PRELIMINARY 2
QUALITY CONTROL QUALITY ASSURANCE BOARD (MRB)
RECEIVING 1 REVIEW (PR)
(NOTE 3) 2a 3
INSPECTION
• DETECTS THAT ITEM • PREPARES NON- • QA CONDUCTS PR • NOTIFIES OF • QA CHAIRS BOARD
DEPARTS FROM APPROVED CONFORMANCE • PR DISPOSITIONS FOR FORTHCOMING MRB • MRB DETERMINES DISPOSITION FOR:
DESIGN REPORT (NCR) ①REPAIR BY SRP (SEE NOTE 2) • ASSESSES ①RETURN TO VENDOR
(NO FURTHER CM ACTION) D
• PREPARES DISCREPANCY • SEGREGATES ②PROMOTION OF NC TO MRB CUMULATIVE AFFECT
NOTICE (DN) DEFECTIVE PRODUCT • PREPARES MINOR WAIVER (OR OF PREVIOUS ② USE-AS-IS:
BY “TAGING” COMPLETES PR ACTION LOG) WAIVER(S) AGAINST a) MINOR NONCONFORMANCE
WITH REFERENCE TO SRP THE CONCERNED ITEM (DEFECT)
b) MAJOR NONCONFORMANCE B
A NUMBER(S)
* UUT = Unit Under Test (DEFECT)
③REPAIR (RESULT: MINOR DEFECT)
• MRB ORDERS CORRECTIVE ACTION
BOARD (CAB) ACTIVITY IN CASE OF C
RECURRING NONCONFORMANCE

SME initiative
• A generic waiver process (contd)

– Step 2: Requesting permission to waive
A B Notes: (contd)
4. Depending on contract terms, this may be the
AUTHORITY FOR contractor QA or the customer’s Quality
APPROVE Assurance Representative (QAR).
QUALITY ASSURANCE GRANTING MINOR NCs QUALITY ASSURANCE
(NOTE 4 ) 5. Different procedures within the European space
community. At NASA, the contracting officer
DISAPPROVE
• FILES MINOR WAIVER • APPROVES MINOR WAIVER; OR • PREPARES MINOR issues a contract modification, or a PCO letter
• RELEASES WAIVER FOR • DISAPPROVES: WAIVER with contract modification to follow in order to
ACCEPTANCE OF a) DOES NOT CONCUR IN (OR COMPLETES MRB authorize the product for customer acceptance
PRODUCT DESIGNATION PROTOCOL) (at any contract level)
b) DOES NOT ACCEPT WAIVER • SUBMITS MINOR
D C
WAIVER FOR CHANGE REVIEW
APPROVAL BOARD (CRB)
CONFIGURATION
)
CUSTOMER CONFIGURATION CONFIGURATION
QUALITY ASSURANCE CONTROL BOARD QUALITY ASSURANCE
(ANY LEVEL) MANAGEMENT MANAGEMENT
(CCB)
• RECORDS “AS BUILT” • CONDUCTS CCB • COMPLETES / AMENDS • CRB REVIEWS WAIVER • PREPARES WAIVER • PREPARES
• UNTAGS NONCONFORMING • DISPOSITIONS AND WAIVER AS DIRECTED TECHNICALLY AND MAKES • SCHEDULES CRB AND SUPPORTING DATA
PRODUCT APPROVES WAIVER • SUBMITS WAIVER RECOMMENDATION TO CCB CCB AND DESCRIPTION /
• COMPLETES DELIVERY • CONTRACTUAL REQUEST • CCB REVIEWS SCHEDULE JUSTIFICATION FOR
DOCUMENTATION TO AUTHORIZATION TO AND FOR EXTRA INTERNAL MAJOR WAIVER
INCLUDE APPROVED PROCEED WITH COST
WAIVER WAIVER (NOTE 5) • SUBMITTAL BY BOARD
DIRECTIVE


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Configuration Control

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SME initiative

Configuration Management Training

prepared and lectured under ESA contract by

Section 5 - Configuration Control

• Purpose of the configuration control function

Copyright © 2000 by IBW - Ingenieurbuero Wolfgang Weiss.

Section 5 - Configuration Control

• Purpose of the configuration control function (contd)

Copyright © 2000 by IBW - Ingenieurbuero Wolfgang Weiss.

Section 5 - Configuration Control

• Defining engineering changes and configuration departures

Section 5 - Configuration Control

• Defining engineering changes and configuration departures (contd)

Copyright © 2000 by IBW - Ingenieurbuero Wolfgang Weiss.

Section 5 - Configuration Control

• Establishing “change authorities”

– The Change Review Board (CRB)

Copyright © 2000 by IBW - Ingenieurbuero Wolfgang Weiss.

Section 5 - Configuration Control