Developing an Effective Change Control Board (CCB)

by | Apr 28, 2022

When going through the process of digital transformation, there is the potential for cracks to form in the project if change is not handled properly. The potential for resources to be poorly allocated and strained client relationships is proportional to the nuance of care established during the transformation process. To prevent waste and disorganization, establishing a change management approach is crucial to any project. One of these strategies is developing a Change Control Board (CCB). A CCB is a group of Subject Matter Experts (SMEs) who have direct interaction with, and oversight of the digital transformation process.

The purpose of establishing a CCB is to have a project group who can make the final say on particular changes and issues with the timeline and result of the project. The CCB reviews the requested changes and then approves or rejects aspects of these changes in the consideration of application, necessity, and resource allocation. An effective CCB keeps a project within scope and on track for success. Here are a few ways to utilize CCB best practices in your next digital transformation:

Choosing the Right Team

Digital transformation needs to engage and represent all stakeholders during the process. This group of stakeholders should include appointed members of all parties that the transformation impacts, including developers, the project management office (PMO), analysts, quality assurance managers, and customer representatives. Having the insights presented by a wide range of individuals in different subject areas allows for collaboration on a level that makes sure everyone involved has a view into the transformation, while also preventing oversights certain parties might not have considered.

Establish Process and Communication

To alleviate the potential headache of having ‘too many cooks in the kitchen’, developing a process for consensus is crucial to not stalling the project and wasting resources. Deciding how many individuals are on the CCB, what rules there are in terms of overruling collective decisions, and establishing guidelines as to when a decision is reached helps prevent planning time not exceeding the time and cost thresholds allotted for the given project.

Always Keep the Scope in Mind

Without parameters on a project, the scope can get blown out of proportion, causing resources to be wasted and the transformation to stall. Having a CCB establishes precedent aspects to a project, preliminary timelines, and budget allocation to prevent time and money running out, and keep the project focused on quality and within constraints. These preliminary measures are also flexible within the project at the discretion of the CCB to keep the project on track, not hyperfocus on one aspect of the project, and not lose scope of the success of the project altogether.

Echo Origin has a wealth of experience with project management, management consulting, and establishing CCBs to attain mission success for our clients and partners. Our consultants use best practices for Federal and Commercial clients to make sure projects function smoothly, operate within time and budget constraints, and lead to success in the present and future. See how we utilize best practices by viewing our service areas in Management Consulting and Facilitation.