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Prince2 Configuration Administration and Change Regulate

I remember, numerous a long time ago, attending my initial instruction class on Good quality. Administration could not get more than enough individuals to go to, so they bribed them with a totally free scientific calculator (back again then truly worth about $two hundred) – so I attended.

To be truthful, I identified it a full ton far more compelling than I anticipated.
Right after lunch on the next working day, they had an specialist communicate about Configuration Administration.

Properly, she certainly understood her things – but I came absent contemplating that CM was a bit ‘academic’.

How Completely wrong Can I Be? Configuration Administration is Business enterprise Critical!
I am severe. Would you get a further vehicle from your dealer if they weren’t established up with the suitable applications to company your car?

How about if they fitted the erroneous substitution areas? Or if the Manual had glitches in it?

You will find a famed story about the Room Shuttle incurring massive extra costs simply because European suppliers made use of the metric program and the Usa made use of Imperial measurements. Tolerance glitches developed up and areas did not suit with each other adequately.

Change Configuration Administration would have stopped that from occurring, and it would have aided to spot any these complications a great deal previously on.

Let’s communicate about modify control within just Prince2

Adjustments generally arrive in a few classes:

Request For Change (RFC). This is generally a ask for from the consumer or consumers asking for a modify from what was originally asked for.

It may perhaps be a modify to the specifications, specification, acceptance criteria, or scope – or all or any re-perform – or settle for some form of price reduction.

The closing classification is a normal one. reserved for any normal problems, observations or issues (for case in point, my layout engineer has resigned!).

All the previously mentioned may perhaps be observed as just unique classes of an Concern.

So what is Configuration Administration? Properly it truly is fundamentally an
inside company team with sources, applications, techniques and programs to control multiple versions of the goods (deliverables) of projects.

Each item is termed an “Asset”. The identify for the mixed established of these assets is named a configuration.

And the configuration of a projects close item is the sum of its areas.

So why ought to we treatment about employing CM?

Adjustments to your project WILL transpire – so get ready for it. I was talking about Change Administration, which by the way, ought to be less than the wings of CM.

So when improvements arise, your project will close up with multiple versions of a item.

If you really don’t have appropriate monitoring and awareness of these versions, what was modified, and why it was modified, then your project is heading to close up in turmoil.

Suppose you are a layout engineer, and a colleague requested you for a duplicate of the specification doc as they are about to layout a thing from it.

What if you had modified the doc in some way because it was agreed – it’s possible simply because you could see it was an enhancement?

Your colleague now styles from this unique spec to the spec that others are employing – and his item isn’t going to perform or suit with other styles of the same program. Chaos Reigns.

How about this. A client rings up and states they’re employing an outdated variation of one of your goods (simply because it truly is suitable with the rest of their program), and can you construct some far more for them as a specific customized get please?

You say ‘no problem’ – you go to your layout store only to uncover that they have shed the drawings – worse, the designer retired last calendar year.

You’d have the same trouble if clients explained it had a layout fault, and could you take care of it, or if a consumer needed a modification centered on an outdated layout.

And the same complications could exist if you operate a ‘service’ corporation.

Are your team employing the suitable applications, techniques and pointers?

Are they properly trained to present that company?

Permit me check with – does senior administration have a established of organization plans centered on a established of strategic directions? And do unique areas of the corporation base their operational plans on these files?

Sheesh! I positive hope they are all employing the proper versions of these issues…

Alright, let’s get back again to your project, and how CM will enable.

I hope I have persuaded you that CM ought to be a everlasting fixture in your organisation and not just established up by and all through, a project (simply because the close goods have acquired to be sustained all through their full lifetime).

The human being who supplies the CM company is named the Configuration Librarian. Yeah, I know, it sounds variety of dated – but really don’t enable that place you off. This part can also be named the Configuration Administrator.

Here’s how they can enable your project:

one. CM has a concluded library of all goods that have ever been made in your organisation (like everything that has been ‘bought-in’ from a 3rd party).

In fashionable instances, these records will likely be held on a databases of some type. In the earlier they would have been held in hard duplicate form in a classic filing program.

two. Each of these records will have information and facts stating who has acquired what, in which it is held, and why.

These records will also keep details of any improvements manufactured.

three. The library will also keep master copies of multiple baseline versions of goods.

If you perform for a small organisation and operate small simple projects, then you would expect the way that CM is carried out to be small and simple also. As lengthy as you have control of all versions of all of your goods and expert services.

Future, I want to clarify what expert services the CM Library can give to your project.

It is the project managers’ accountability to assure that CM is becoming adequately made use of by the project.

To enable assure this transpires a CM Plan can be produced.

Take note. For a small and simple project, the program may perhaps just be a record of details to talk about and concur with CM.

The Plan may perhaps form component of any high quality setting up or be bundled within just the Project Plan.

Do what is practical – but below are the areas that ought to be lined:

A brief narrative conveying what configuration approach to be made use of (or a simple reference to the ‘usual’ program.

What corporate requirements will be made use of (or why they will be different in some way).

Linkages to any other configuration administration programs (or any applications) that will be made use of. An case in point may perhaps be a 3rd party who is contributing goods to the project.

How and in which the goods will be stored. Are they just files?

Or are they other physical goods – in which situation will they be mounted on the consumer web site, or stored in other places, these as a bonded storehouse.

How will filing be carried out, and what is the procedure
for protected retrieval?

What form of variation control be made use of – clarify how they
will be identified.

Who within just the project and external to it will be
liable for utilizing configuration administration?

The Configuration Librarian will present the 5
pursuing expert services to any supplied project:

one. Setting up. Doing work with the project manager, to build what degree of element is demanded (this is dependent on the complexity of the complete close-item configuration).

two. Identification. Agreeing what goods will be less than configuration control (for case in point, the Project Plan may perhaps not be bundled, as lengthy as the project manager has a simple ‘off-line’ program for retaining it less than their possess variation control).

three. Regulate. Techniques to ‘freeze’ baselines of goods and carry them less than control of the CM library.

Freezing implies no improvements are authorized to the item without the suitable degree of authority (for case in point the project sponsor).

There is a further issue to be brought out below.

Get the enhancement of a new mountain bike.

One particular human being is coming up with the wheels, a further is creating the frame, nonetheless a further, the gearing program.

As every goes as a result of the numerous layout versions the others require to make positive the overall configuration of the bike remains ‘harmonized’.

The CM databases will recognise these linkages and warn the crew (by using stories as explained later on in this article) of the associations every item has to every other.

four. Position Accounting. This is the CM databases for the recording and reporting of all goods.

This goes back again into heritage to the initial variation, and all the way up to the recent variation. This info can be supplied to the project manager at critical details, these as an close phase review as correct evidence of the legitimate position on all the projects goods.

5. Verification. CM supplies opinions and audits to assure that the project crew are employing the proper versions of files and other goods all through the project (and that they match the ‘master’ copies of these that are held in the library).

This ought to be observed as a company – not as ‘the administration police’!

Ultimately, there are two crucial stories that the project manager will use from the CM Librarian:

one. The Configuration Record. This is a report of all the information and facts demanded about every product’s position, and consists of the most up-to-date variation range, who is producing the item, in which the item is to be retained/stored, and what its position is.

two. Product Position Account. This is a report (generally asked for by the project manager at critical review details), and supplies information and facts about the condition of all goods within just some described time frame (for case in point “give me a report of all goods and their position that have been produced all through the recent project phase”

The PSA will, for every item within just that time frame, have info these as when every item was baseline and when any improvements were authorised.

Listed here is a brief synopsis of critical details within just a Prince2 project when Configuration Administration is made use of:

Setting up Good quality.

The Configuration Administration Plan is produced, prior to the
enhancement of the Project Plan. The Project Manager to liaise with Configuration Librarian to talk about how the project will use/perform with their Configuration Administration (CM) Procedure.

Location Up Project Information

Normally takes information and facts from the Project Plan, and provides project filing framework to the Configuration Administration Plan. CM program may perhaps currently have these services.

Authorising Operate Deal (WP)/offering perform to the crew

Update the Configuration Item Record to “less than enhancement” Configuration Librarian will do this.

Be certain the WP incorporates information and facts regarding how variation control will perform for the developer, acquiring copies of goods or item descriptions, submission the Configuration Librarian, and passing item position information and facts.

Assessing Project Development.

Capturing “actuals” and updating the position of goods Configuration Item Record (CIR). Configuration Librarian can present a Product Position Account (PSA) if desired.

Capturing and Inspecting Project Challenges/Adjustments

Configuration Librarian could acquire/doc all Adjustments/Challenges as well as manage the Change/Concern Log.

Taking Corrective Action.

When any improvements are to be manufactured, the Configuration Librarian to make any goods or their copies out there, incorporate new copies supplied out to the CIR, and update CIR for any position improvements.

Getting Accomplished Operate Deal (when the crew have concluded every item/deliverable)

Configuration Librarian to update the CIR to a position of ‘completed’.

Product is now baselined if not currently carried out.

As goods/deliverables are concluded Expert Team to recommend Configuration Librarian to update
CIR position of every item.

Completing a Operate Deal.

Configuration Librarian to handle the return of concluded goods (if appropriate), and to help Project Assurance in confirming consumer/consumer acceptance of goods.

Common Administration Studies

Configuration Librarian with help of Project Assurance to validate the CIR is same as true position of goods by carrying out a Configuration Audit.

Also check out that variation figures are proper/updated.

Replanning as a final result of modify.

Configuration Librarian will present a Product Position Account of goods to be changed/incomplete.

New CIR’s produced if desired.

Closing down a Project.

CIR checked for completeness, and made use of as an enter to
Product Position Account – affirmation from clients configuration administration records that all goods are authorised.

Refer to the Configuration Administration Plan for how the goods are to be handed more than to individuals with guidance/operational duties.

Carry out a Configuration Audit to check out that all goods are authorised and complies with their CIR’s.

In the course of Project Setting up.

The Configuration Item Record is produced with reference to the Configuration Administration Plan.

A simple numbering program for every item could be structured as: project identify/style of item/item identify/supply/position/variation range

So for case in point, if a project exists to create a new notebook Pc,and a exceptional numbering program as previously mentioned is made use of for the hard drive acquired in from a 3rd party:

New Notebook Project/components/hard drive/external/in enhancement/vA.two

Listed here is a detailed guide of the information and facts desired in the
files referred to in this article:

Configuration Administration Plan.

– CM approach to be made use of

– One-way links to other CM programs or applications

– Where by and how goods are to be stored

– safety arrangements for filing and retrieval

– Identification and numbering for


– Who is liable for CM

Configuration Item Record.

– Unique Project identifier

– The style of item (world-wide-web, components, and so forth)

– Product Identify

– The Most current variation range

– A entire Description of the item

– Lifestyle Cycle measures for item (ie.draft,

authorised, in-company, and so forth)

– Who owns the item (User? Ops Supervisor? and so forth)

– Who produced the item?

– The date allotted to them

– The library or spot in which it is retained

– item supply (inside, external)

– backlinks to connected goods (physical, electrical,

and so forth)

– position (in which in the lifetime-cycle is it?

– duplicate-holders and probable consumers

– references to problems (if any) that prompted modify

to this item

– any suitable correspondence

Product Position Account

– Project identify

– Product style

– Product identifier

– Version range

– Product description – baseline date

– Product – baseline date

– Listing of connected goods

– Date duplicate of item was issued for a modify

– Planned date for subsequent baseline

– Planed date for subsequent release

– Relevant notes (modify pending/less than review, and so forth)


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The Editorial Staff are the volunteer members behing the Troubled Projects SIG publication. It is formed by top referent experts globally recognized. The Editorial Staff directs and performs quality control and assurance in all the articles published.