Change Mangagement Process for
Changes to the Production Environment

Note: For a more complete explanation, please refer to the following documents: Recommendations for Production Turnover Procedures (edavid, 3/17/2004); Turnover to Production – Internal Approval Process (collated by Pam Heath-Johnston, Apr. 22, 2004); Enhanced Change Management Process (developed by Nic Lovelace); Change Log Documentation – Template Requirements (template found in Project Management public folder), Entering Change Orders in the Events Calendar on Exchange (developed by Ann Nunes). See the References section below for more.



WARNING: This online help-help system (help for the help system) is BETA. Use this at your own risk. (JR)

Check List


Preparing.

( )   Obtain Proper approval for change.

All non-emergency changes to the production environment must be pre-approved using the approval process determined by the individual's manager prior to implementation.
(See Turnover to Production - Internal Approval Process document for the specific process to be followed for your area.)


( )   Assessing the change.

Prior to documenting the a change to the production environment, the following considerations should be given to the proposed change:

  • Who will the change impact (both internal to UITS and external)?

  • Are there other areas that need to be contacted to discuss this change?

  • What type of impact might this change have (both in the case that the change is successful and in the case that the change is unsuccessful).

  • Has consideration been given to the timing of the change in terms of other planned changes, the university’s calendar (e.g., classes scheduled, grades to be submitted, end of year processing, etc.), day and time of change (e.g. weekday vs. weekend; work hours vs. evening or early morning) so as to minimize the impact on the University community while ensuring staff availability during and after the change?

  • What procedures will be followed in case there are problems with the change? There must be a documented backout plan for all (non-administrative) changes to the production environment.



Documenting.

All planned changes must be recorded in USD at least 3 days (and preferably 7 days) prior to expected implementation date. All emergency changes must be recorded in USD within 24 hours after the implementation.


( )   Create a Test and Backout Plan (Optional).

All changes to the production environment must have a test plan and a backout plan. These plans may either:

  1. be attached to the Change Order (preferred method),
  2. be filed in a Public Folder within Exchange (the link must then be included within the Change Order, under 'Order Description'),
  3. be included in the body of Change Order under 'Order Description' (used for brief statements, such as "Job will be tested as T-job and then P-job.")

In the case where either test plan is not appropriate (e.g. no test system exists on which to test the change), then within the body of the Change Order, under 'Order Description', you should write "test plan -n/a".


( )   Create a Change Attachment.

Please click this link to create a "Change Attachment" that you can save to disk and attach to your Online Change Order.


( )   Recording Change in the Online Help System.

Next you must log into USD and create a Change Order. You will also need to attach the Test Plan (optional) and Change Attachment that you created and saved in the previous two steps. To create attachments from within the USD system, click the folder tab labeled 9. Attachments on the USD "Change Detail" page. This image highlights the folder tab in red (it is not red in real system).

If you wish, you may view this Change Worksheet to help you determine exactly what you wil need to fill into the USD system. However, this is just a worksheet; any values you enter here will need to be re-keyed into the USD system.

When you're ready, sign into the USD Help System.


( )   Scheduling the change on the Exchange Calendar..

Once a Change Order record has been created, a UITS – Events Exchange Calendar entry must be created that corresponds with the date entered into the “Scheduled Date” field (see below).

Use this online Exchange calendar link, or log on to your Exchange account with your Outlook client, open the folder list, then click through to public folders / all public folders / Univ Info Tech Svcs / UITS-Events.

Click on NEW to bring up an Untitled - Appointment box. In the subject line, enter Change Order number followed by a brief description of the change (you may use the same information that was entered into the Order Summary field of the Change Order, followed by either the word scheduled (in the case that the Change Order status field is Scheduled) or tentative (in the case that the Change Order status field is Open). For example, “CO3021 – Move Easytrieve 6.4 to Production – Scheduled”. The Start time and End time fields must also be included to correspond with the Scheduled Date entered on the Change Order. (See the “Entering Change Orders in the Events Calendar on Exchange” document for more complete information on updating the UITS – Events calendar.)

  • Once the date of the change is confirmed (i.e. the status changes from Open to Scheduled), the Calendar entry must be updated to indicate Scheduled.

  • If a Scheduled date changes, update the Calendar entry with the new Scheduled date. Be sure to also change the Change Order and notify the appropriate individuals of the change in date.

  • If a Change Order is put on HOLD or CANCELED, update the status of Change Order, notify the appropriate individuals and delete the Calendar entry.

References