The Use of Configuration Management in PRINCE2

The PRINCE Manual does not make it very clear how and when Configuration Management is used. In particular, the manual does not list in one place, the many sub-processes and how CM is used and applied. The Configuration Management Component - is a good introduction to the main aspects that need to be considered.

Configuration Management Is Business-Critical. If you think it's just "admin" - then stop reading now...So this short article is intended to give you a flavour of the dynamics of CM within a PRINCE2 project. As always, don’t forget to scale the following information, including how formally each step is done.

IP1 – Planning Quality.

The Configuration Management Plan is created. The Project Manager liaises with the Configuration Librarian to discuss how the project will use and apply the CM system. The Configuration Management Plan is drawn up. Don’t forget, just like the Project Quality Plan (which contains the CMP), it is really a strategy (How to use and apply CM for this project).

IP5. Setting Up Project Files

Takes information from the Project Plan, and adds project filing structure to the Configuration Management Plan. CM system may already have these facilities. Responsibilities for CM may cause the filing to be updated.

CS1. Authorising Work Package

Update the Configuration Item Record to “under development” – the Configuration Librarian will do this. Ensure that the Work Package contains information regarding:

• How version control will work for the developer
• How to obtain copies of products or product descriptions
• How submission of the product to the Configuration Librarian will occur
• How the passing of product status information back to the Configuration Librarian will occur.

CS2. Assessing Progress.

Capturing “actuals” and updating the status of products (CIR). The Configuration Librarian can provide a Product Status Account (PSA) if needed. As the name suggests, this is a report of the status of products in the record system, so that these can be checked against the real world.

If correct, then this confirms the real status.

CS3. Capturing Project Issues and
CS4. Examining Project Issues.

Configuration Librarian could receive/document all Issues as well as maintain the Issue Log.

CS5. Reviewing Stage Status.

PM/Configuration Librarian to check CIR to ensure all products have status = completed as anticipated

CS7. Taking Corrective Action.

This is the proejct manager taking any actions needed - providing the Project/Stage is forecast to be within Tolerance. As a result of this, there may be changes to work already under way, or future planned work.

Remember, the Project Manager can't make any changes to "baselined" products, and that includes their Product Descriptions, without the agreement of the Project Board. The Configuration Librarian to make any products or their copies available, add new copies given out to the CIR, and update CIR for any status changes.

CS8. Escalating Project Issues.

The Project Manager is now forecasting that Tolerance is to be exceeded. This may be as a result of an Issue or advice of a new risk. The Configuration Librarian will update CIR status and add links for any related Issue.

CS9. Receiving Completed Work Package.

Configuration Librarian to update the CIR to a status of ‘completed’. This means that all the products of a Work Package have passed their quality check and have been approved. Product is now baselined if not already done in Assessing Progress (CS2).

MP2. Executing a Work Package.

Specialist Team to advise Configuration Librarian to update CIR status of each product (this may have been done via Checkpoints and CS2 via the PM). As each product is approved, and provided it's pysical state allows, it may be returned to ther Configuration Librarian at this time.

Alternatively, the actual product, if it's physical state allows, may not be returned until MP3 - coming up next...

MP3. Delivering a Work Package.

Configuration Librarian to handle the return of completed products (if appropriate), and to assist Project Assurance in confirming customer/user acceptance of products.

SB5. Reporting Stage End.

Configuration Librarian with assistance of Project Assurance to confirm the CIR is same as actual status of products by carrying out a Configuration Audit. Also check that version numbers are correct/updated.

SB6. Producing an Exception Plan.

Configuration Librarian will provide a Product Status Account of products to be replaced/incomplete. New CIR’s are created if needed. Remember, all future products Product Descriptions are at "draft" status until the Project Board approve the Plan containing them.

CP1. Decommissioning a Project.

CIR checked for completeness, and used as an input to Product Status Account – confirmation from customers configuration management records that all products are approved. Refer to the Configuration Management Plan for how the products are to be handed over to those with support/operational responsibilities.

This is likely to be an item in Follow-on Action Recommendations. Carry out a Configuration Audit to check that all products are approved and complies with their CIR’s.

PL2. Defining and Analysing Products.

The Configuration Item Record is created with reference to the Configuration Management Plan.

In PRINCE2, all Plans are documents, and the Planning Process is used to create those documents. But, the Product-Based Planning Techniques is used in PL2, and it is here that CM will need to be involved in the intial (or updating/refinedment) of each CIR.

Configuration Management SUMMARY.

Please don't forget these Key Facts:

• CM is a Tool and a Service
  
• Cm is MANDATORY
  
• CM will be used for ALL Specialist Products
  
• CM will be used for all Management Products - apart from the Logs.
  
• Within PRINCE2, CM is basically "Version Control" - but consider how CM will need to do the following "in practice":
  

1. CM is a service - so it MUST be a permanent part of your organisation - before and after the
  project even exists - forever in fact - even beyong the product life - (consider, just because
  you run an old system...or a car....imagine how you'd feel to be told "we don't support that
  anymore"!

2. Manage, track and keep control of all the products

3. Have a library with structure so that each product's status can be recorded

4. Control access to each product, and how it will be stored in a secure way (when appropriate).

5. A suitable system for logging, tracking, and filling of product issues (which, of course, includes changes).

Finally, on a practical basis, how all the above will ensure that products are identified, booked in and booked out, and how copies will be dealt with (mostly with documents). Scale the whole thing. If a locked filing cabinet in the corner of an office is appropriate - with appropriate human interface - then fine.

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