Change Management Adoption

When WashU IT launched phase one of the Change Management process in July 2016, all Normal and Emergency changes to critical systems required review and approval by the Change Advisory Board (CAB). Beginning January 1, 2017, the WashU IT Change Management process will change. On this date, Normal and Emergency changes to all WashU IT supported systems must be reviewed and approved by the CAB.

What does this mean to me?
If you support any WashU IT systems, servers, networks, applications or services, beginning January 1, 2017, you will be required to submit a ServiceNow Request for Change (RFC) document at least 11 days prior to the scheduled change date.

What is my role?
If you are making changes to systems, your role includes:

  • considering CAB timelines in scheduling future changes.
  • submitting an RFC in ServiceNow for all Normal and emergency changes.
  • attending the CAB meeting to present your change.

What is the CAB?
The Change Advisory Board is comprised of at least two individuals from every WashU IT functional group. Its members are responsible for assessing risk of changes requested. You can find the roster here.

What ‘changes’ must be submitted for review?
Only Normal and emergency changes require CAB approval. Normal changes include recurring changes, which are those that follow a predictable schedule, and project changes, which are subcomponents of a larger change. You can find more information on the types of changes included in Change Management here.

When does the CAB meet?
The CAB meets via web conference each Wednesday from 10:00 a.m. – 12:00 p.m. Those submitting change requests are required to attend the CAB meeting in which their request is being reviewed. Review usually occurs two Wednesdays prior to the Monday of the week of your scheduled requested change.

What documentation is required?
Those planning changes must submit a Request for Change form which can be found in ServiceNow. The requestor must also complete and submit the appropriate Communications Template with the Request for Change. Requestors may also be asked to assist their team in documenting any ‘standard’ change processes the team may be using today, or plans to use in the future. Finally, teams should continue to complete any documentation they are currently using for changes.

How does the CAB determine approval?
The CAB is not a technical review of changes.  Rather, it will approve/disapprove changes based on potential scheduling conflicts, an assessment of the change’s risk and impact, and to validate any communications planning.

Where can I find more information on the process?
You can view the Change Management charter drafted by the CAB here. The charter includes the change management process objectives, the CAB roster, and defines process terminology.

Will training be available?
Yes, training on the new process will be provided throughout December and January. You can find the training schedule here. Anyone within the organization who makes/manages changes to WashU IT systems, networks,  servers, applications or services should attend a training session.