CHANGE CONTROL POLICY

This Change Management Policy and Procedure (hereinafter referred to as” Policy”) of [INSERT THE NAME OF YOUR ORGANISATION] (the “Company”) are established to ensure that changes to systems, applications, hardwares, data, and processes within company are managed, controlled, and executed in a manner that minimizes risks, maintains system integrity, and supports the organization's objectives. This policy outlines the framework, responsibilities, and best practices for implementing and documenting changes effectively.

1. SCOPE
   1. This policy applies to all employees, contractors, vendors, and any other individuals responsible for planning, implementing, and documenting changes to systems and data within [INSERT THE NAME OF YOUR ORGANISATION].
2. OBJECTIVE
   1. To manage and control changes to systems, applications, and data to minimize disruption and reduce risks.
   2. To ensure that changes are implemented in a manner that maintains the integrity and security of organizational systems and data.
   3. To facilitate efficient and effective communication and coordination among stakeholders involved in the change management process.
   4. To comply with relevant regulatory requirements, industry standards, and best practices for change management.
3. CHANGE MANAGEMENT POLICY
   1. All changes to systems, applications, data, and processes must be initiated through a formal change request process.
   2. Change requests should include a detailed description of the change, its purpose, potential impact, and a risk assessment.
   3. A designated Change Review Board (CRB) or Change Advisory Board (CAB) will be responsible for reviewing and approving change requests.
   4. The CRB/CAB will evaluate each change request based on its impact, potential risks, and alignment with organizational goals.
   5. Changes will only be approved if they meet established criteria and are considered safe and necessary.
   6. Testing and Validation. Changes must undergo testing and validation in a controlled environment before implementation.
   7. Test results will be documented and reviewed to ensure that the change functions as intended and does not negatively impact existing systems or data.
   8. Communication. Stakeholders affected by the change must be informed in advance through clear and effective communication channels.
   9. Detailed documentation of the change, including implementation plans and rollback procedures, will be maintained.
4. CHANGE REQUEST INITIATION
   1. Any employee or stakeholder who identifies the need for a change to systems, applications, data, or processes must initiate a formal change request. This includes changes to hardware, software, configurations, and procedures.
   2. Change requests must include the following information:
   • Description of the change and its objectives.
   • Impact assessment, including potential risks and benefits.
   • Affected systems, components, and data.
   • Proposed schedule and timeline for the change.
   1. Change requests should be submitted through the designated change management tool or system. The requestor must provide contact information for follow-up and clarification.
5. CHANGE REQUEST REVIEW
   1. Any employee or stakeholder who identifies the need for a change to systems, applications, data, or processes must initiate a formal change request. This includes changes to hardware, software, configurations, and procedures.
   2. Change requests must include the following information:
   • Description of the change and its objectives.
   • Impact assessment, including potential risks and benefits.
   • Affected systems, components, and data.
   • Proposed schedule and timeline for the change.
   1. Change requests should be submitted through the designated change management tool or system. The requestor must provide contact information for follow-up and clarification.
6. IMPLEMENTATION AND ROLLBACK
   1. Changes will be implemented during scheduled maintenance windows or during times of minimal operational impact.
   2. Rollback procedures must be in place and tested to quickly restore the previous state in case of unforeseen issues.
7. MONITORING AND POST-IMPLEMENTATION REVIEW
   1. Changes will be monitored post-implementation to ensure that they perform as expected.
   2. A post-implementation review will be conducted to assess the success of the change and identify areas for improvement.
8. CHANGE CONTROL AND EMERGENCY CHANGES RECORDS
   1. Change control records will be maintained for all changes, including a record of approvals, implementation details, and post-implementation reviews.
   2. Emergency changes may be required to address critical issues. These changes will follow an expedited approval process while still adhering to this policy.
9. COMPLIANCE
   1. Non-compliance with Policy may result in disciplinary action, up to and including termination of employment or contractual relationships, in accordance with company’s policies.
10. REVIEW AND CHANGES TO THE POLICY
    1. We reserve the right to update and make changes to this policy from time to time based on the working conditions of the Company. The Company on updating this policy will inform the members of the Company.
    2. This Policy shall be reviewed and updated annually or as needed to ensure alignment with company’s requirements.
11. FURTHER INFORMATION
    1. For any queries or further Information regarding our Company or about this Policy, the concerned person can contact us through email [INSERT THE EMAIL ADDRESS OF THE ORGANISATION]
12. ACKNOWLEDGEMENT
    1. We expect all employees to adhere to this policy of the Company. The Company will apply this policy consistently and fairly to ensure a harmonious and productive workplace for all.
    2. By signing below, you acknowledge that you have carefully read and understood the terms and contents of this policy.
    3. You acknowledge that you will follow the set guidelines of this policy as well as of the Company and failure to do so; the Company can take required action against such person.

COMPANY                    

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[INSERT THE NAME OF SIGNING AUTHORITY AND/OR DESIGNATION]