Configuration Management Flashcards
Testing
Rescopes
Customer or stakeholder request for additional work or change focus/decision at a later date due to new findings and other
considerations
Design Change
Rework
Refers to the process of revising, modifying, or correcting a product, component, or document due to defects, errors, or changes that prevent it from meeting initial specifications or quality standards
Two possible sources:
1) Design Related (Late Development Cycle Changes)
2) Build Related (Recurring Manufacturing Defects, Substandard Quality)
Baseline
[more]
Establish baselines at key milestones rather than continuously, to limit the frequency of full-scale audits and reviews. By managing CIs through stable baseline releases, you avoid unnecessary revisions and reduce the need for frequent audits, focusing instead on maintaining key version control points.
“Change Traffic”
The flow or volume of change requests or modifications within a project or engineering team (informal term, not widely used)
Realities of Design Changes
1) Bad requirements are more likely to change than good requirements
2) The longer a system’s development cycle, the greater the likelihood of a change in one or more requirements, which will in turn increase the length of the development cycle
3) Design changes become more expensive the later they occur in the development cycle
4) Excessive changes lead to cost growth and schedule slippage in a project
5) Change requests may cascade into other areas
6) Insufficient communication increases the likelihood of design errors
7) High change traffic can lead to decision fatigue and delays
8) Regulatory and compliance considerations may complicate design changes
9) Design changes are often driven by external factors beyond team control
10) Frequent design changes can impact team morale
11) Having a policy of being realistic is one of best ways to prevent unnecessary design changes
12) It’s super important that YOU control the changes rather than let the changes control the project
Internally Driven Design Changes
Come from miscommunication or inconsistent assumptions between personnel or inadequate margins.
- These are caused by systemic problems within the team
- They are entirely preventable
Externally Driven Design Changes
Come from an evolution in the stakeholders’ need(s) or a new (better) technology
- These are not within control of the team
- These are inevitable and cannot be prevented (best you can do is mitigate them by making the development cycle as short as possible)
“Baseline Coherence”
Importance of SPEEDY design and manufacture in the context of change control
Both the technological opportunities AND the customer needs are dynamic; they can be expected to change throughout the development cycle
- This means that the longer it takes you to design and build something, the more times you will have to implement some big change
Biggest causes of design changes in the middle of the design process
1) Evolving customer requirements
2) Ill-considered design changes
3) New regulation/compliance requirements
4) Technological Advancements
5) Pressure to lower costs
6) Supply Chain Issues
7) Undesirable Testing Results
8) New customer feedback from earlier designs
Role of Interfaces in Design changes
Interfaces are a core source of design changes
Good, well thought out interfaces and experienced interface management are one of the keys to preventing design changes later in the lifecycle
Role of Requirements in Design Changes
Requirements are extremely dynamic, they are constantly throughout the design cycle.
- Evolving customer needs
- New Regulatory/Compliance issues
Keeping track of these changes means constant communication with the customers.
Historical Example: In the 1970s, the automotive industry faced new emissions regulations due to the U.S. Clean Air Act, which led to significant design changes in car engines and exhaust systems to reduce pollutants like carbon monoxide and nitrogen oxides
Contemporary Example: The European Union’s REACH (Registration, Evaluation, Authorisation, and Restriction of Chemicals) regulation has impacted industries ranging from electronics to textiles, prompting design changes to reduce hazardous substances like lead and cadmium in products
How budget changes affect design changes
There will always be pressure to reduce costs and sometimes that pressure will necessitate design changes.
Historical Example: During World War II, cost-cutting initiatives in aircraft manufacturing led to design changes that used cheaper materials and simplified construction techniques, allowing faster production without severely compromising performance
Contemporary Example: In the consumer electronics industry, companies like Apple and Samsung continuously alter product designs to reduce production costs, such as by consolidating components on smaller circuit boards or using more economical manufacturing processes for mass production
Role of Technology in design changes
SIGNIFICANT breakthroughs in technology that are made during the design process will need to be incorporated in the design (especially in electronics)
Historical Example: The adoption of transistors in electronics in the 1950s led to significant design changes, enabling devices like radios and computers to become smaller, more reliable, and more efficient compared to earlier vacuum tube designs.
Contemporary Example: The rise of 5G technology has driven changes in smartphone design to incorporate new antennas and chipsets, enabling faster data processing and better connectivity, which impacts everything from size to power consumption
Role of Supply Chains in design changes
When a part or material you wanted to use suddenly becomes less available, you will have to change the design.
Historical Example: During World War II, rubber shortages due to restricted imports forced the automotive and military industries to design vehicles with synthetic rubber components, affecting tire and sealant designs
Contemporary Example: The global semiconductor shortage that began in 2020 led many automotive manufacturers to redesign systems to reduce dependency on certain chips or find alternative components, impacting car design and production timelines
Role of Testing in design changes
Any time your test results reveal an undesirable behavior, you will have to initiate a design change
Historical Example: The Apollo 1 fire in 1967, which tragically killed three astronauts, led NASA to redesign spacecraft materials and electrical systems to be more fire-resistant, enhancing safety for subsequent missions
Contemporary Example: Tesla and other electric vehicle manufacturers have made design changes following battery fire incidents in testing, leading to improved battery casings, cooling systems, and emergency shutoff mechanisms to enhance safety
Role of new customer feedback on design changes
Two modes:
1) Beta Testing (before production): Actually letting end-users use the product early so that you can find opportunities to improve it before it goes into production
2) Market Research (after production): Once the hardware is already in production/use, the engineering team will need to talk with ALL customers (not just the end-users) to figure out how to better meet their needs on the next version (the design for which should already be in progress)
Historical Example: In the early 20th century, Henry Ford’s assembly line production was modified multiple times to improve assembly speed, product quality, and worker efficiency, leading to better performance and usability of the Model T
Contemporary Example: Apple’s ongoing refinement of its iPhone models incorporates feedback on user experience, such as changes in screen size, camera placement, and button functionality, to improve usability and ergonomics
Skills that an engineering team would need to efficiently develop a product despite several design changes
- Configuration Management
- Requirements Analysis and Management
- Systems Thinking
- Rapid Prototyping
- Cross-Domain Collaboration
- Agile Project Management
- Risk Assessment and Mitigation
- Data-Driven Decision-Making
- Version Control and Configuration Management
- Effective Communication
- Effective Time Management and Prioritization
- Automation and Tool Proficiency
- Being Realistic
Role of being realistic in efficiently developing a product despite several design changes
1) Being realistic means that you can develop better (more realistic) requirements. The requirements need to reflect actual component/material availability and technological precedent
2) You can expect significant design changes if the original schedule is overly optimistic and unrealistic, due to inaccurate estimates or political decisions.
3) Just like the schedule, you can expect significant design changes if the original budget is overly optimistic and unrealistic -especially when it comes to man-years. If you need more talent/labor than you expected, that will affect how much money you have for hardware & AI&T (which means the team needs a clear understanding of the scope)
4) Need to be realistic about what work should be within the scope, might be added to the scope later, and should definitely not be in the scope. That way you are not surprised by scope creep later in the development cycle
5) Should include
Scope Creep
Refers to the gradual expansion of a project’s original objectives, requirements, or deliverables beyond what was initially agreed upon, often without adjustments to resources, timelines, or budgets. This phenomenon typically occurs when new features, tasks, or requests are added incrementally, leading to project delays, increased costs, and, potentially, reduced quality.
Uncontrolled Changes
Modifications to a project’s scope, requirements, or deliverables that are implemented without proper review, approval, or documentation. In project management, these changes can significantly impact timelines, costs, and quality because they bypass formal processes designed to assess feasibility, resource allocation, and alignment with project goals.
Importance of CM documentation
Uncontrolled changes typically aren’t documented in project logs or tracked within the project’s baseline. This lack of documentation means the team may lose visibility into why certain changes were made, making future project reviews and audits difficult.
Importance of formal approval in CM
Since uncontrolled changes often arise from informal discussions or ad-hoc requests, they bypass the formal change control process. This means that key decision-makers or stakeholders may not be aware of the changes, leading to potential conflicts or misalignments in expectations.
Impact Assessment
An impact assessment is a systematic evaluation of how a proposed change, event, or decision may affect a project, system, organization, or stakeholders. This process helps teams and decision-makers understand the potential risks, benefits, costs, and scope of the change, enabling informed decisions on whether or how to proceed.
For example, if your team considers a software update, an impact assessment would explore costs, downtime, resource availability, potential improvement in functionality, and user training needs. Quantifying each of these factors (e.g., estimated downtime of 2 hours, additional training for 5 team members) helps you make an informed decision about the update’s feasibility and timing.
Conducting a thorough impact assessment ensures that changes are well-considered, risks are managed, and resources are used effectively, making it a valuable tool for project management and strategic decision-making.
Steps involved in doing an Impact Assessment
1) Define the Scope of the Change:
Clearly identify what the proposed change entails, including its purpose and scope. Document the details, such as the specific components or areas affected, who requested the change, and the objectives behind it.
2) Identify Stakeholders and Affected Areas:
Determine which teams, stakeholders, and systems will be impacted. This might include clients, project teams, end-users, or external entities. Map out direct and indirect areas of impact (e.g., affected departments, workflows, customer service).
3) Analyze Impacts on Key Areas:
Assess how the change will affect critical areas like time, cost, resources, quality, and risks. For each area, determine whether the impact is positive, neutral, or negative and estimate the extent:
- Cost: Estimate additional budget or savings resulting from the change.
- Timeline: Consider if and how the change will affect project schedules.
- Resources: Assess the need for additional personnel, tools, or materials.
- Quality: Determine if the change could improve or degrade system quality.
- Risks: Identify potential risks introduced by the change, such as operational, technical, or compliance risks.
4) Quantify Impacts Where Possible:
Use metrics and data to quantify impacts, such as increased costs, resource hours, and extended timelines. Quantifiable data makes it easier to compare benefits and drawbacks and make objective decisions.
5) Consider Alternatives:
Evaluate alternative options or ways to implement the change that might reduce negative impacts. For instance, could the change be phased in or approached in a way that minimizes disruptions?
6) Consult with Experts and Gather Feedback:
Seek input from subject matter experts, stakeholders, and impacted teams to validate assumptions and gather insights on potential impacts you may not have considered.
7) Document Findings and Recommend Actions:
Summarize the assessment in a report or impact statement. Include the analyzed impacts, quantified data, stakeholder input, and any identified risks. Recommend whether to proceed with the change, modify it, or reject it based on the assessment’s findings.
8) Review and Approve:
Present the assessment to the relevant decision-making authority, such as a Change Control Board (CCB) or project sponsor, for approval. Ensure all stakeholders understand the findings and agree on the next steps.
Importance of impact assessment in CM
Without proper evaluation, these changes may introduce unforeseen risks, dependencies, or resource needs. For instance, adding new features to a software product might impact system performance or require additional testing time, but these impacts remain unchecked when changes are made informally.
Role of change control in efficiently developing a product despite several design changes
Skill: Ability to assess, document, and implement changes systematically.
Benefit: Ensures that every design modification is evaluated for its impact on timelines, resources, and overall product objectives. Proficiency in change management tools (like Jira or SAP) is also helpful.
Application: Engineers use structured processes to prioritize changes and minimize disruption while ensuring all team members are aligned
Role of requirements analysis in efficiently developing a product despite several design changes
Skill: Breaking down customer and stakeholder requirements to understand their impact on product design.
Benefit: Helps the team make informed decisions about which changes are essential and align these with evolving requirements.
Application: Using tools like IBM DOORS or Jama Connect to trace requirements and maintain alignment between requirements and design
Role of systems thinking in efficiently developing a product despite several design changes
Skill: Viewing the product as an integrated whole rather than as isolated parts.
Benefit: Enables engineers to consider how changes in one subsystem affect others, essential for managing complex interactions in products like vehicles, medical devices, or electronic systems.
Application: Teams apply systems thinking to anticipate the ripple effects of design changes, ensuring modifications are compatible with the whole system
Role of rapid prototyping in efficiently developing a product despite several design changes
Skill: Proficiency in quickly building and testing prototypes or simulation models.
Benefit: Allows the team to test and validate design changes efficiently, reducing the risk of costly errors late in the process.
Application: Using tools like CAD software, 3D printing, or simulation software (e.g., MATLAB) to create rapid prototypes and test new design iterations
Role of cross-domain collaboration in efficiently developing a product despite several design changes
Skill: Working effectively with other teams, such as product management, manufacturing, and quality assurance.
Benefit: Ensures that changes are feasible from manufacturing and quality perspectives, helping to avoid delays and rework.
Application: Regular communication through tools like Slack or Microsoft Teams, as well as project management platforms like Asana or Monday.com, keeps all stakeholders in the loop
Role of Agile project management in efficiently developing a product despite several design changes
Skill: Proficiency in Agile, Scrum, or other project management approaches.
Benefit: Agile methodologies support iterative development, allowing teams to adapt to changes more flexibly and improve responsiveness to new requirements.
Application: Using frameworks like Scrum enables engineers to incorporate design changes incrementally and prioritize tasks based on impact
Role of Risk Assessment in efficiently developing a product despite several design changes
Skill: Identifying potential risks associated with design changes and developing strategies to mitigate them.
Benefit: Helps the team anticipate and reduce the impact of risks such as increased costs, delays, or performance issues.
Application: Applying tools like Failure Mode and Effects Analysis (FMEA) or risk matrices to evaluate and manage risks related to changes
Role of Data-Drive Decision Making in efficiently developing a product despite several design changes
Skill: Ability to use data analytics to assess the effects of design changes on performance, cost, and timelines.
Benefit: Provides objective insights that guide decision-making, ensuring that changes align with performance goals and project constraints.
Application: Leveraging software tools and analytics (e.g., Excel, Python, or R for data analysis) to evaluate historical data and predict outcomes of changes
Role of version control/configuration management in efficiently developing a product despite several design changes
Skill: Expertise in managing multiple versions of designs and configurations.
Benefit: Ensures that all team members are working on the latest version, reducing errors and conflicts from outdated information.
Application: Using version control tools like Git for software or PLM (Product Lifecycle Management) systems for hardware to track changes and maintain a single source of truth
Role of effective communication in efficiently developing a product despite several design changes
Skill: Clear and concise communication, both within the team and with external stakeholders.
Benefit: Prevents misunderstandings regarding changes, allowing for smooth implementation and alignment across functions.
Application: Communication skills are essential during review meetings, change board discussions, and documentation updates to keep everyone informed and aligned on decisions
Role of Effective Time Management and Prioritization in efficiently developing a product despite several design
Skill: Ability to prioritize high-impact tasks and delegate effectively to maintain focus on critical milestones.
Benefit: Keeps the team working on tasks that move the project forward, reducing time wasted on low-impact activities. Getting the design/build/delivery of a product done as quickly as possible means there will be fewer design changes to implement
Application: Techniques like the Eisenhower Matrix or Kanban boards help prioritize tasks based on urgency and impact, helping the team focus on essential tasks first
Role of Automation and Tool Proficiency in efficiently developing a product despite several design
Skill: Leveraging automated tools for repetitive tasks, such as automated testing, data analysis, or code generation.
Benefit: Automation can drastically reduce the time needed for routine testing, data collection, or configuration, freeing up time for critical problem-solving and design work. Getting the design/build/delivery of a product done as quickly as possible means there will be fewer design changes to implement.
Application: Familiarity with tools like Jenkins for automated testing, Ansible for configuration management, or LabVIEW for automated hardware testing can streamline testing and deployment
Qualities of a design that make it flexible and adaptable to design changes
- Modularity
- Standardization and Use of Interchangeable Parts
- Scalability
- Clear and Consistent Documentation
- Layered Architecture
- Loose Coupling
- Use of Configurable Parameters
- Redundancy and Fail-Safes
- Forward and Backward Compatibility
- Use of Simulation and Testing Environments
Role of modularity in efficiently developing a product despite several design changes
Description: Modularity allows a system to be divided into independent components or modules that can be modified, replaced, or upgraded without impacting other parts of the design.
Benefits: Modular designs make it easier to isolate specific parts for updates or improvements, enabling faster and more cost-effective changes. This approach is widely used in fields like software, electronics, and manufacturing, where different modules (e.g., memory or processors in computers) can be replaced as technology advances
Baseline in Systems Engineering Design
At any point in the system’s life cycle, a
baseline divides the completed work from the
work in progress and planned future work.
This evolves through the development cycle
The system baseline actually grows in much smaller quanta than those depicted below.
Engineering Change Request
An Engineering Change Request (ECR) is a formal document submitted to Configuration Management (CM) requesting and specifying a corrective action to a Developmental Configuration Baseline document that contains a latent defect such as an error, inaccuracy, deficiency, design flaw, etc.
* ECRs typically:
– Initiated to resolve an encountered issue or problem
– Dispositioned by a Change Control Board (CCB), typically chaired by the Project Manager
– Receive a Go/Hold/Kill/Recycle decision from CCB
– Tracked through decision process and, if approved, through implementation by CM
McMahon’s Five Modes of Design Change
- Changes to the baseline and result in iterations between phases –backtracking.
- Excessive changes lead to cost growth and schedule slippage in a project
Design change predicted/desirable table
Change Control Process
A baseline change is formally proposed as an Engineering Change Request, which provides a comprehensive impact assessment of the change (e.g. how far it ripples through the system baseline) and the justifying rationale
“Change Control” v. “Configuration Management”
Configuration management provides the framework within which change control operates. Change control ensures that each alteration to the system is tracked and authorized, while configuration management oversees the overall stability and integrity of the system, encompassing and integrating all changes to maintain consistency
“Version Control” v. “Configuration Management”
CI Tiers
Typically the top tier of CIs directly relate to the line items of a contract and the work breakdown structure. The determination of the need to designate them as CIs is normally simple and straight forward. However, there are many cases in which other lower-level items should also be selected based on the management needs of the program.
