Policy Document PD-FLA-004

This policy document has been VOIDED by the dissolution of the Office of the First Lord of the Admiralty. The FLA's policy documents were voided with the office; its policy functions passed to the Board of Directors and the Grand Alliance Joint Chiefs of Staff (Steering Committee). No individual Board or Committee policy document replaced this document's scope. Void under PD-BOD-0001 §3; retained for reference per PD-BOD-0001 §12.

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PD-FLA-004 — Change Control Process

Version	1.0
Owner	FLA
Type	PD
Div. Impacted	All
Date Created	3JAN2019

PD-FLA-004 — Change Control Process (version 1.0) is a policy document of the Office of the First Lord of the Admiralty. It describes the process by which proposed changes to policies and processes are initiated, reviewed, processed and approved for implementation in a structured manner to prevent unintended consequences of the change.

1. Objective

The purpose of this Policy Document (PD) is to describe the process by which proposed changes to policies and processes are initiated, reviewed, processed and approved for implementation in a structured manner to prevent unintended consequences of the change.

2. Scope

This procedure applies to all changes that have a potential impact on new and existing systems or policies or processes for The Royal Manticoran Navy: The Official Honor Harrington Fan Association, Inc.

3. Definitions

3.1. Change: Planned introduction, alteration, replacement or elimination of anything associated with a Policy Document or Written Instruction.

3.2. Change Control: A formal process used to ensure that changes are introduced in a controlled and coordinated manner ensuring that qualified representatives of the appropriate Divisions review changes that might affect their area and to determine any verification steps needed during the change.

3.3. Change Notification: Any form of communication notifying a member of the Royal Council or Space Lord of a change to a policy document, system or process within TRMN. Change Notifications will be sent as notification of a proposed change.

3.4. Change Management: The process controlling the life cycle of changes to ensure that they do not compromise records and involve the least disruption possible to operations. Change management specifically involves the review, impact assessment, authorizing, documenting, testing (where applicable), and approval of changes.

3.5. Change Action: Activity that must be performed as part of a change.

4. Responsibilities

The roles described in the Procedure section, below, are accountable for their assigned steps. Delegation to a qualified resource is permissible, but the role named below remains accountable.

5. References

5.1. SOP-RA-019 – Regulatory Documents Submissions, Amendments, & Updates

6. Procedure

6.1. Change Initiation

Function/Role

Task

Process Owner Chief of Staff

Upon receipt of a Change Notification from a subordinate or other Division or upon recognition of a need to implement a change, amendment or cancellation, creates the Change Control including change details and any Change Actions that are needed and routes it for approval. Identifies the functional approvers (in addition to the Process Owner and First Lord of the Admiralty) who will need to approve the change. Circulates the change for approval.

6.2. Initiation Approval

Function/Role	Task
Approvers (excluding First Lord of the Admiralty)	Review the Change Control and Change Action. Identify any additional Change Actions required. Approve or reject the change.
First Lord of the Admiralty	Reviews the Change Control and Change Action. Identifies any additional Change Actions required. Determines if the change has any additional impact Documents FLA assessment. Approves or rejects the change
Process Owner	Upon receipt of the Change Control workflow Works with the Initiator, and other subject-matter experts, as appropriate, evaluates the impact of the change and documents assessment. Reviews the Change Control and Change Actions before approving. Approves or rejects the change. Provides Closure Requirements.

6.3. Change Implementation

Function/Role	Task
Process Owner Chief of Staff	Routes the Change Action for approval. Works with stakeholders to implement the change. Verifies all change control steps and the results of any verification or validation are complete and acceptable. Summarizes change controls and attaches any supporting documentation.

6.4. Completion and Approval Execution of the Change Action

Function/Role	Task
Process Owner or Designee	Verifies change action implementation and completes task.

6.5. Change Closure

Function/Role	Task
Process Owner or Designee	Completes a final review of the Change Control. Reviews the Change Control and supporting documents for approval. If unsatisfactory, rejects and returns the record to Change requestor with comments. If acceptable, closes the Change Control.

6.6. Change Cancellation

Function/Role	Task
Process Owner Chief of Staff	Cancels the Change Control from Initiated state. Documents reason for Cancellation.
Process Owner	Receives a workflow task to approve cancellation of the Change Control. Reviews and approves the Change Control Cancellation Request for approval.

6.7. Annual Review

Function/Role	Task
Process Owner Chief of Staff	On an annual basis, Arranges for a review of changes to confirm they are being controlled appropriately. On a annual basis, trends information related changes reviews, documenting the review and any resulting actions as needed.

7. Appendicies

7.1. N/A

8. Document History

Version	Document History/Description of Revision	Author	Date
1.0	NEW – Created new PD for Change Control Process effecting All Departments	M.Lessem	3JAN2019

9. Approval Activity

The following approvals are recorded (☒ = completed sign-off):

• ☒ Process Owner — Approve
• ☒ First Lord of the Admiralty — Approve
• ☒ Judge Advocate General — Approve (if required)

(Additional optional "Approval Task (if required)" signature boxes follow in the source document, unused.)

External Links

• PD-FLA-004 — Change Control Process as published in the TRMN Policies board at the TRMN Forums; the authoritative document is the original PDF attachment (with FORM-FLA-001). (login required)