Fordham University            The Jesuit University of New York
 


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Summary of Change Types









Summary of Change Types

Full CR Process
Lite CR Process Accelerated CR Process Incident Report Process






Full CR Process & Approval

Full CMB approval is required if any of the following attributes is true about the change:
  • Requires an outage
  • Involves anything that is effected programmatically or physically
  • Potentially impacts system performance
  • Requires a formal business communication 

 

The CMB will only discuss items for production that have already been reviewed and approved by the Event Management Process (EMP).

In preparation for presenting to the CMB, the IT sponsor gathers the appropriate documentation including but not limited to the following documents:

  • Work Authorization Form with signatures or e-mail indicating approval for deployment
  • Back-out Plan
  • Notice to Affected Parties 
  • Summary of Test Results

Process

  1. The IT sponsor will initiate a Change Management Document and email it to SPO@fordham.edu (Ideally an online system will replace the CMB Form).
  2. 30 days prior to the scheduled go-live, the associated documentation is provided to the Event Management Process.
  3. The Event Management Process provides one week to review the proposed changes. If Approved, the status of the request is updated to show that is has passed the EMP and is ready for review by the CMB.
    1. Until an automated process is in place, the EMP will only submit rejections.
    2. An EMP member that rejects the proposed change must provide reason and potentially come to the next CMB meeting to review their reasons for rejecting the proposed change.
  4. Three weeks prior to the scheduled go-live, the IT sponsor will present the change to the CMB for review and approval during the regularly scheduled weekly session.
  5. The CMB reviews the document and attachments and asks any other questions to help ensure that the change is ready for production.
  6. After the scheduled presentation, upon approval, the notice to affected parties is published informing the system users of the planned deployment.
  7. The status of the request is updated to show that it has passed the CMB and is ready for deployment into production.


Lite CR Process & Approval

The CMB Lite review process may be used for a change that does not meet any of the Full CMB requirements, such as:

  • Major physical or program change that solely effect QA servers systems or related infrastructure.
The IT sponsor initiates a CMB document and ensures that the CMB Lite documentation is completed including, but not limited to the following:
  • CMB Form with signatures or e-mails indicating approval for deployment
  • Back-out Plan
  • Notice to Affected Parties
  • Summary of Test Results
A CMB Lite request is not reviewed by the Event Management Process. Approval requires the document be submitted and reviewed at the CMB meeting, and only needs to span one meeting. Lite CRs should be submitted no later than by Noon on the day prior to the CMB meeting. However, if the request needs to be accelerated then it would follow the CMB accelerated process.

Implementation
  1. Upon CMB approval, a member of the Production Deployment Team moves the change into the production environment.
  2. The CMB documentation is updated to show that the change has been successfully deployed into production and the IT sponsor is notified.
  3. The IT sponsor obtains the final business partner approval verifying that the change was successfully deployed.
  4. The CR is completed if the deployment was unsuccessful or the business partner does not approve of the deployment.
  5. The back-out plan is executed.
  6. All affected parties will be notified that the change did not take place.
Any issues with the deployment will be resolved. The change will be rescheduled as appropriate, will be approved via a new change management cycle and will then follow the normal implementation process.


Accelerated CR Process

  • Fill out a CR and send to Chair or Vice Chair via email. If there is no response within an hour, call Chair or Vice Chair
  • Chair or Vice Chair will send to CMB committee for approval
  • 50% of the members have to approve within a certain time frame
  • Communication will be sent to Exec Directors
  • Communication will be sent to Business Partners
Although these types of changes are not approved in a regularly scheduled meeting before they are deployed, they still require approval of test results, back-out plan and approval before deployment.The approval is granted as follows:
  • Before deployment, a CMB Magic (or CMB system) ticket is opened and the associated documentation is attached to the ticket.
  • Notification is sent out to the CMB
If approval cannot be obtained by the CMB – then:
  • Notification is sent out to the Executive Directors / Assoc VP. Approval of at least 2 (two) Executive Directors must be obtained and the e-mails attached to the Magic ticket.
NOTE: The Executive Director of the requestor is excluded from approving. Once the approvals have been obtained, the implementation of the change follows the procedures described in the Implementation section above.

Incident Report

In response to production breakdowns affecting business systems or processes, Management may request changes to be developed and tested in a non-production environment and deployed in production within hours. On call production and network services staff may need to replace or correct failed equipment to ensure the integrity of the computing environment. In response to any such fault in the environment IT staff must file an “Incident Report” immediately upon remediation. Reports will be reviewed at the next meeting of the CMB as lessons learned.

**Filing an incident report or submitting an accelerated change request will be based on best effort. The general rule is less than 24 hours it is an incident report and greater than 24 hours it is an accelerated CR.


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