Digital Change Control Policy - Version 3 - Approved policy process for system changes

Sep 11, 2026

Uploaded by Rizky

Digital Change Control Policy (POL061) specifies the processes for implementing system changes, security updates, bug fixes, and alterations to critical systems or processes across the East of England Ambulance Service NHS Trust. The policy defines the introduction, purpose, and scope, clarifying what is in scope (including technology direction changes, replacements, and access to data centres/server rooms for non-IT teams or external contractors) and what is excluded as BAU activities such as routine equipment swaps. It also sets responsibilities for authorisation, consultation, stakeholder awareness, and change validation to prevent unauthorised or unscheduled modifications, including those affecting PowerBI reports, data scripts, telephony, network infrastructure, and voice recording.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages18

Reading Time6 min

AccessFree to download

1. Introduction

Purpose of change control procedures

2. Purpose

Objectives for authorised and scheduled changes

3. Scope

3.1 In Scope

3.2 Out of Scope

4. Duties

5. Definitions

6. Change Process

7. Dissemination and Implementation

8. Process for Monitoring Compliance and Effectiveness

9. Standards - Key Performance Indicators

10. Associated Documents

Appendices A. Monitoring Table

Appendices B. Equality Impact Assessment

Digital Change Control Policy | Document Reference: | POL061 | | --- | --- | | Document Status: | Approved | | Version: | 3.0 | | DOCUMENT CHANGE HISTORY | | | | --- | --- | --- | | | Date | | | CIO | November 2012 | IT Security & Resilience Manager | | Version | Date | | | V 1.1 | November 2012 | Circulated to T&T Senior
Management team for comments | | V1.3 | March 2017 | Revised after audit - circulated toIM&T Management for comments | | V1.4 | July 2017 | Approved by IGG | | V1.5 | June 2018 | Approved by IGG | www.eastamb.nhs.uk POL061 – Digital Change Control Policy | Version | Date | Comments (i.e., viewed, or reviewed,amended approved by person orcommittee) | | --- | --- | --- | | V2.0 | April 2019 | Approved by MAG | | V2.1 | Circulated to Digital SeniorManagement team for comments | | | V2.1 | March 2023 | Recommended by InformationGovernance Group | | V3.0 | June 2023 | Approved by Compliance and RiskGroup | | Document Reference | POL061
Directorate: Digital | | --- | --- | | Date | Information Governance Group
16 March 2023 | | Date | Corporate Risk Group
19 June 2023 | | Valid Until Date | June 2025 | | Equality Analysis | March 2023 | | | None | | Dissemination | All staff | | | Yes | The East of England Ambulance Service NHS Trust has made everyeffort to ensure this policy does not have the effect of unlawfuldiscrimination on the grounds of the protected characteristics of:age, disability, gender reassignment, race, religion/belief, gender,sexual orientation, marriage/civil partnership,pregnancy/maternity. The Trust will not tolerate unfairdiscrimination on the basis of spent criminal convictions, TradeUnion membership or non-membership. In addition, the Trust willhave due regard to advancing equality of opportunity betweenpeople from different groups and foster good relations betweenpeople from different groups. This policy applies to all individualsworking at all levels and grades for the Trust, including seniormanagers, officers, directors, non-executive directors, employees(whether permanent, fixed-term or temporary), consultants,governors, contractors, trainees, seconded staff, homeworkers, casual workers and agency staff, volunteers, interns, agents,sponsors, or any other person associated with the Trust. All Trust policies can be provided in alternative formats. Contents Paragraph Page 1. Introduction 6 2. Purpose 7 3. Scope 7 4. Duties 8 5. Definitions 9 6. Change Process 10 7. Dissemination and Implementation 12 8. Process for Monitoring Compliance and Effectiveness 13 9. Standards\Key Performance Indicators 13 10. Associated Documents 13 Appendices A Monitoring Table 14 B Equality Impact Assessment 15 # 1. Introduction This document outlines the processes to be followed forimplementing system changes, security updates or bug fixes withinthe East of England Ambulance Service NHS Trust or any alterationof critical systems and/or processes, IT hardware or software,PowerBI reports, data scripts relating to the data warehouse and\ordata lake telephony, network infrastructure and voice recording. • To enhance communication of change, provide standardsto the expectations of communications, and reviewprocesses for validating change. • To ensure that NO changes are applied without the correctprior authorisation. • To ensure that all relevant stake holders are aware ofchanges, and ensure any processes, procedures,documentation, asset register information that requiresupdating is appropriately updated and all relevant partiesare aware of the change and its implications. It is the responsibility of all staff and managers that theseprocedures are followed. No change authorisation = no changetakes place. The IT Head of Live Services, IT Infrastructure Service DeliveryManager, Head of Digital Delivery, IT Application Service D

FAQs

What kinds of changes are covered by the Digital Change Control Policy?

The policy covers system changes, security updates, bug fixes, and alterations to critical systems or processes, including IT hardware/software, PowerBI reports, data warehouse and data lake scripts, telephony, network infrastructure, and voice recording.

Which changes are excluded from the Change Control process as BAU?

BAU exclusions include routine activities such as replacing a keyboard, phone, or performing a routine PC swap out, and BAU-related IT Service Desk Incident or Service Request calls handled through the standard Service Desk process.

Who must be consulted and approve changes in the change control process?

The policy indicates that relevant IT leadership and service delivery managers (and other appropriate organisational unit representatives) should be consulted, with approval as part of the authorisation process; no change authorisation means no change takes place.

Sep 11, 2026

Uploaded by Rizky