When it comes to documenting a procedure for the change management process, there are a few steps that should be taken to ensure an effective system is in place. Writing clear and concise step-by-step instructions is essential, as is viewing your steps as a cause and effect relationship. Try to use as few words as possible to describe the steps, and avoid jargon and overly technical words. Smaller organizations with resource limitations can still use simple Change Request Forms (CRFs) to manually manage the CRFs, review and approval processes.
Effective change management provides a structured, coherent and measurable change environment that can be used throughout the organization and is a critical component for the success of its daily activities. Whatever the process, the review and final approval must be documented in the change management process. Computer systems, networks, peripherals and associated facilities are subject to continuous changes driven by new technologies, evolving business requirements, changes in contractual requirements, and increasing regulatory policies. If the change was not successful, the CR status still needs to be changed to “Failed” or the change was canceled.
Important information must be captured for each CR regardless of the change management tool (sophisticated software or CRF). The detailed description and justification help all parties involved in the change management process to better and clearly understand the change. It aims to increase knowledge and understanding of the proposed changes throughout the organization and to ensure that all changes are made in a reflective manner to minimize the negative impact on services and customers. Because of the segregation of functions requirements, the implementer of the change is most likely not the applicant and developer of the change. Today, most organizations use change management software to manage change requests (CRs), review and approval workflows.
The change window must be close to the actual time needed for the change and the time needed to perform the planned rollback procedure. After successfully implementing the change in production, the CR state must be changed to “Closed”.An organization must have a document that defines the implementation of the change management procedure. This document should include clear instructions on how to document each step of the process, including how to capture important information for each CR regardless of what type of tool is used. It should also include details on how to properly review and approve changes, as well as how to handle failed or canceled changes.
Finally, it should provide guidance on how to ensure that changes are made in a reflective manner that minimizes any negative impact on services or customers. By following these steps when documenting a change management process, organizations can ensure that they have an effective system in place that will help them manage their changes efficiently and effectively.