Change

Management
Process

Information Services Division

ITIL

Office of State Finance

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Contents
Office of State Finance

Purpose

Roles

Calendar

Process

Policy

ITIL Training
Contents
Office of State Finance

Purpose

ITIL Training
Purpose

 Provide a consistent method to follow

(and consistent terms) when changes
having significant impact are required
to maintain or improve the production
environment (routine configuration
changes made on a daily basis are not
reviewed in the process)
 Identify groups & personnel that should
be involved in the process and their
responsibilities

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Purpose

 Define specific artifacts to be used

 Establish general policies regarding
how changes are to be implemented
and the communication to the users of
the impacted services
 Full documentation of process may be
found in the document Change
Management Process.docx

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Contents
Office of State Finance

Roles

ITIL Training
Roles
 Change Request Review Board
Coordinator
 Oversight of Change Management process
 Coordinate between functional groups and
ensure processes are followed
 Service Provider Group
 Team implementing change
 Responsible for testing change before
implementation

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Roles
 Change Request Review Board
 Review all requests to make certain
• The change has been authorized by the Service Provider
Group’s manager
• The change is scheduled during normal maintenance
windows or if not, approving variances
• There are no conflicts with other scheduled activities
• If multiple activities are to be performed during the same
window, the activities are coordinated
• Any communications with service users about outages or
impacts are identified and performed
• The change does not conflict with the strategic direction of
OSF / ISD
• Any security issues are identified

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Roles
Request Review Board
Membership
Position / Role Name

Coordinator & Process Facilitator OW Thomasson

OSF Chief of Staff Pat Elwood

Engineering Tech Support Director Drew Swain

Director of Education Matt Singleton

Finance Administration and Mike Hedrick

Regulatory Director
Functional Team Managers / Leads –
representatives from the following
areas
NIC (OK.gov)
Application Support (all consolidated
agencies), Database Administration,
Facilities, Network (Data & Voice),
Operations, PC and Server, Security,
Systems
Rodney Rollison

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Request Review Board

 Schedule
 Weekly / Thursdays at 1pm
 Agenda
 Review outcome of changes scheduled to occur
during week prior to meeting
 Review all proposed changes
 Determine impact of changes and if customer
notifications will be required
 Identify any coordination issues
 Approve change and change schedule

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Contents
Office of State Finance

Calendar

ITIL Training
Change Management Worksheet

 All change requests are scheduled using

Change Management calendars in MS
Exchange Public Folders.

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Navigation to Public Folders

 All change requests are scheduled using Change Management

calendars in MS Exchange Public Folders.
 The calendar can be found in a folder
named “Change Management”.
Navigation to the public folders and to
the Change Management folder is
performed as follows:
 If you have not used public folders, in
the past, you may not have them
displayed in Outlook. To display public
folders, at the bottom of the Navigation
pane on the left hand side, you will see
something similar to this:
 Click the folder icon. You should see
Folder List at the bottom of the
Navigation pane.
 Expand the Public Folders list by clicking
on the + sign.

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 Continue to expand the list
by clicking on the + sign
next to All Public Folders,
Office of State Finance,
and then Change
Management. Then click
on the calendar you need
to view or update. Do not
add entries to the main
Change Management
folder.

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 Change Management Entry
A customized Outlook form is used to collect appropriate information.

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Creating an Entry

 Even though this is a calendar entry, do not click on

“Invite Attendees.” Meeting invites only work in
personal folders, not public. This will also change
fields behind the scenes and make it impossible for
you to save your information.
 Fill out the fields as appropriate. There are several
mandatory fields. An explanation of each field
follows in sequence as they appear on the screen:

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Data Items
Short Description Title for change. This will appear in the Subject line in the calendar Mandatory

Start Date / Time Date and time the change is scheduled to start. If unknown and the entry is for future Mandatory
changes with undetermined dates, pick a best guess date. It can be altered later.

End Date / Time Instead of entering the duration, enter the date and time you expect to be finished Mandatory
barring no exceptional issues arise. The duration will be calculated.

All Day Event If the event is to last all day (24 hours) check this box

Category Category should be 1 of 3 possibilities: 1) Change, 2) Change: Emergency (use this Mandatory
when we have something we have to do that has not been through Change
Management), 3) Maintenance (All routine or semi-routine maintenance activities
that have the potential to impact services) If you change the Category after initially
setting it, be sure to click on “Clear All Categories” first to clear the field.

Services Impacted Selected from a list of possible services. It is preferable that you do not enter the Mandatory
service here. Switch to the Agencies / Services tab and click on all services
impacted. If the change is location based, ex., circuit or switch down that impacts all
services for an office, select “Based on Location” and include details in the Change
Description.

Product This is a specific product associated with a service. If known, enter. Product table is
still being developed

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Data Items
Short Description
Will this cause an outage?
If outage required, has customer been
notified? Check, if Yes.
Detailed Change Description
Change Management Notes
Backout Plan
Contacts:
Agencies Impacted
Change Completed as Planned? Check,
if Yes
Change Completed with issues?, Check
, if yes and explan below
Change Results:
Title for change. This will appear in the Subject line in the calendar Mandatory
If this change / maintenance activity will cause an outage to services,
check this box
Generally, the Help Desk will be the ones to check this box after a
notification is sent. If the change was negotiated with an agency prior to
implementation, the provider group’s change representative may check the
box.
Provide enough detail to support meaningful conversation about the Mandatory
change, its impact, and possible scheduling conflicts.
A place where we can enter notes during the Change Management
meeting if necessary
If the change fails, how will you back it out?
This interfaces with your Contacts list and allows you to enter contact
names of people planning and performing the change. Before you can add
them here, they need to be added to your personal Contacts.
Selected from a list of possible agencies. It is preferable that you do not Mandatory
enter the agency name here. Switch to the Agencies / Services tab and
click on all services impacted. If the change is location based, ex., circuit
or switch down that impacts all agencies at a location, select “Based on
Location” and include details in the Change Description.
If the change was completed within the time allotted and there were no
severe issues, check Yes.
If the change exceeded the time allotted by more than 20% or went past a
hard deadline, check Yes.
Record issues that were encountered, if any.
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 View of Change Calendars
View your calendars in “Overlay” mode by right clicking the name of
the calendar and selecting “View in Overlay mode”.

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Contents
Office of State Finance

Process

ITIL Training
Process Flow

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Contents
Office of State Finance

Policy

ITIL Training
Change Management Policy

 The Change Management process should be followed for all

architecture change requests related to the support of
existing services or the addition of new services.
 Requests should be logged as soon as enough information is
available to provide a meaningful description of change and
the purpose behind the change, even if the specific date for
the change has not yet been determined.
 Architectural changes are not to be implemented without
first being approved by the Change Request Review Board.
In emergency situations, the Change Request Review Board
should be notified as soon as is feasible.
 For non-emergency, but urgent situations in which a change
should be implemented before the next scheduled Review
Board meeting, notification of the change request will be
made to the Change Request Review Board coordinator who
will obtain the proper approvals through the use of email,
telephone, and individual conversations.
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