HUG038. Change Management User Guide. Holocentric User Guide

Transcription

1 HUG038 Change Management User Guide Holocentric User Guide

2 Document Control Document Status Item Title Document Type Information Change Management User Guide (HUG038) Holocentric User Guide Issued Version No. 3.0 Date Issued 16/06/16 Authorized by: Holocentric Product Manager Version Control Version Date Information /06/2016 Version 3.0 published with revisions to align with the BMS release. Page 2 of 61

3 Table of Contents 1 Introduction Background Purpose of this User Guide Change Management Process Overview Establish Working Environment Process Overview Identify Production Setup Change Management Configure Teamwork Check Out Development Enable approval workflows? Configure Change Approval Workflow Check In Development Assign Items Process Overview Create Change Request and Assign Items Assess Impact of Updates Update Development Process Overview Update Development Changes are ready for review Prepare Change Request for Review Consolidate, Check In & Publish Development CR Workflow enabled? Manual Approval Review Check Out Development Change Approval Workflow...28 Page 3 of 61

4 1.6.1 Process Overview Send Task Notifications Complete Review Task Complete Approval Task Check Out Development Update status of CR based on completed tasks Consolidate, Check In & Publish Development Is there a new approved CR? Manual Change Review Process Overview Advise reviewers of the CR requiring review & approval Review changes within Change Request Promote Approved Changes Process Overview Approve Change Request Review Approved Change Requests Consolidate, Check In & Publish Development Check In Development Create Change Release within the Production Promote & Add Change Requests into Production Sign Off Change Release Publish Approved Changes Process Overview Check In & Publish Production Check Out Development Start New Release Cycle within the Development Access published content Process Overview View published model with new content Request Change Process Overview 60 Page 4 of 61

5 Request Update Breakdown Requests into Change Requests 60 Page 5 of 61

6 1 Introduction 1.1 Background Whilst formalised change management practices have long been embraced in the systems development field, formal Change Management practices can be equally beneficial within a business modelling context. The adoption of a sound change management framework can ensure that all changes to libraries are properly assessed, approved, implemented and reviewed in a controlled and systematic manner. 1.2 Purpose of this User Guide This user guide provides detailed work instructions and functional knowledge to perform the following tasks: establish a Change Management environment. establish the team working environment configure the Change Approval workflow manage Change as they progress downstream through the Change Management Life Cycle. create, manage & sign off Change Releases allowing for traceability at an enterprise level. enable revision mark up within a Modelpedia published library. Page 6 of 61

7 1.2.1 Change Management Process Overview The collective Change Management functionality supports a two-staged Change Management Lifecycle which allows for organisational continuous improvement. Optionally, a Change Approval Workflow may be enabled which automatically generates review and approval tasks for appointed stakeholders, facilitating the approval process using Modelpedia. All changes to library content are managed methodically and migrated through discrete levels or stages of maturity as the items evolve over time. Holocentric s Change Management System incorporates several features to support the publication and communication of changes including: change requests to package multiple changes into logical sets configurable change approval workflow ad-hoc tasks for review, approval, feedback and information sharing revision mark up functionality for text based changes change history & unseen changes views online and notifications for changes to watched items Page 7 of 61

8 Establish Working Environment Request Change Assign Items Update Development Access published content Manual Change Review Change Approval Workflow Publish Approved Changes Promote Approved Changes Page 8 of 61

9 1.3 Establish Working Environment Process Overview Establish a development change management environment to facilitate change management on the production library. Administrator Identify Production [Holocentric Modeler] Administrator Setup Change Management [Holocentric Modeler] Administrator Check Out Development [Holocentric Modeler] Administrator Required Not required Administrator Enable approval workflows? Change Request Approver Assign Items Configure Change Approval Workflow [Holocentric Modeler] Page 9 of 61

10 1.3.2 Identify Production Identify the production library that requires change management Setup Change Management Setup "Change Management" for the production library. This includes selecting an existing or creating a new development library where changes will be drafted. Step Description 1 Within the repository workspace, right click on the production library requiring change management and click > Change Management 2 By default a new development library will be created. You have the option of specifying an existing development library if desired. If you would like multiple team members to work on the library concurrently, select the Teamwork option and specify a shared network drive location which all team members have access to. Page 10 of 61

11 Then click Next 3 Once the setup process has completed.click Finish Configure Teamwork Teamwork is used in environments with multiple users accessing the same library. You can optionally configure teamwork as part of the change management setup process Check Out Development Check out the development library so you can start a new release cycle Step Description 1 Find the library in the area viewer. Right click on the development library and click 'Check Out...'. The Check Out Wizard shall open. Page 11 of 61

12 Note: If you previously set the library up for 'Teamwork' as part of the change management setup, the library will be checked out for teamwork. 2 Click Next to initiate the check out 3 Click Finish to complete the check out Page 12 of 61

13 4 If Teamwork is enabled, you will be given the option to open the Working or Master library. If you need to enable the Change Approval Workflow, select Master, otherwise select Working Enable approval workflows? A change approval work flow is available. When enabled, appointed reviewers and approvers are assigned tasks to action. When enabled, the system manages the status of change requests, rather than an administrator having to manually set the CR to "Approved". Page 13 of 61

14 1.3.7 Configure Change Approval Workflow Configure the Change Approval Work flow as per your organisations specific needs. Step Description 1 Within the library, navigate to the Types view and find the "Change Review Settings" type. Right click on the Change Review Settings item and select Properties 2 Copy the item to the working layer to enable it to be edited 3 Within the Definition Tab. Enable the change approval review by selecting "Yes" for Activate Change Review 4 Review and revise other settings as required. You may also add general task watchers. This enables those nominated to be notified whenever a task is actioned within the model. Page 14 of 61

15 5 For notifications to be sent, the following admin tasks must be performed: The library must be in a content area owned by an organisation The organisation must have notifications enabled within the admin portal Check In Development This process step is triggered when there is a requirement to check in the development library. Step Description 1 Click File and select 'Save and Check In...' 2 Click on the 'Next >' button. Page 15 of 61

16 3 Click on the 'Next >' button. 4 Click 'Finish' once the library has checked in. Page 16 of 61

17 1.4 Assign Items Process Overview This process splits library content into change requests within a library. This allows change to be managed in sections throughout the Change Management Life Cycle. Establish Working Environment Request Change Change Request Approver Create Change Request and Assign Items [Holocentric Modeler] Contributor Assess Impact of Updates [Holocentric Modeler] Contributor Update Development Page 17 of 61

18 1.4.2 Create Change Request and Assign Items Determine which items need to be assigned for change within the development library and add them to a change request Ste p Description 1 Within the development library, click the Create new Change Request toolbar option located within the application toolbar 2 Complete the details for the Change Request. Include a description outlining the purpose and scope of the change request. The following fields are only required if the Change Approval workflow is enabled: Reviewers Review by date Approvers Approve by date Task watchers The following fields do not need to be completed at this time: Reviewed by Reviewed on Approved by Approved on Page 18 of 61

19 3 You can assign items to the change request via a number of options: Drag and drop: You can simply drag and drop items into the Change Request, as you would a general catalog. Note that you should hold down the shift key while you drag the item to ensure you are not moving it and removing it from another catalog Toolbar icon: You can click the Change Request - Add Items toolbar icon to select items to add to a change request Right Click option: You can right click on an item to add to your change request and select Change Management > Add item(s) to Change Request. If you right click on a Page 19 of 61

20 BPAD or BPD, a helper tool is provided which provides you with a list of all related items, so you can bulk add them to a CR if desired. NOTE: Do not select process roles and/or positions items as these items are reused by other Holocentric Modeler users. 4 (Optional: This step is to ensure that the items you are adding to your change request are found within the working layer) Click on the 'Change Request - Check Working Layer Items' button. Within the reporting area all the change requests within the library shall be displayed Check to ensure all the applicable items which you wish to change have the applicable change request number assigned to them Assess Impact of Updates Conduct impact analysis on an item within the library. Impact analysis gives an oversight of how many other modelled items will be changed as a result of a single change to the library. Step Description 1 The following example impact analyses a single process step. In Modeler types view, right click on a process step which you wish to conduct impact analysis on. Page 20 of 61

21 2 Hover over the button References and click 'Show Related' A window called show related shall open. 3 Review the items within the library which the process step is attached to. In the below example you can see the process belongs on 2 BPDs and is attached to 2 Work Instructions. Page 21 of 61

22 1.5 Update Development Process Overview Contributors are able to change library content applicable to their change request. This allows changes to be drafted which are either approved or rejected further downstream iteratively. Page 22 of 61

23 Assign Items Manual Change Review Yes Contributor Update Development [Holocentric Modeler] Contributor Changes are ready for review Contributor CR Workflow enabled? Contributor Prepare Change Request for Review [Holocentric Modeler] No No Administrator Check Out Development [Holocentric Modeler] Administrator Consolidate, Check In & Publish Development [Holocentric Modeler] Manual Approval Review Yes Modelpedia Administrator CR Workflow enabled? Yes Manual Change Review Modelpedia Change Approval Workflow Update Development Draft the required changes to items within the change request Changes are ready for review If the change request is ready for review then proceed to initiate the review process. Page 23 of 61

24 1.5.4 Prepare Change Request for Review Prepare the Change Request for Review by setting its status to "Ready for Review" If the approval work flow is enabled, then ensure that the work flow details have been completed including the appointed reviewers and approvers and due dates. Step Description 1 To initiate the change approval workflow for a change request, right click on the change request and select Change Management > Change Request - Pending Review If this action is completed successfully, the change request's status will change to "Ready for Review" Consolidate, Check In & Publish Development This process step is triggered when there is a requirement to check in a teamwork enabled development library. This process step consolidates working user libraries into a single master library. Step Description 1 To consolidate, check in and publish the development model you must first be in the master library. To open the master development library, within the repository workspace, double click on the library to open it. If the library is teamwork enabled you may be given the option to open the working or master library, in this instance choose Master. 2 To consolidate a teamwork enabled library: Click on the teamwork wizard in the application toolbar Page 24 of 61

25 Select the 'Consolidate Teamwork' button and select 'Next >' Ensure the following tick boxes are selected Save library prior to backup and consolidation Disable teamwork following consolidation Once completed, click 'Next >'. Wait for Page 3 of the wizard to consolidate all changes. Select the tick box 'Check in library on Finish'. Once completed, click 'Next >' Page 25 of 61

26 Click on the 'Next >' button. Click on the 'Next >' button. Page 26 of 61

27 Check the "Continue to Publish Libraries" checkbox then click 'Finish' once the library has checked in CR Workflow enabled? Manual Approval Review If the change approval workflow is disabled, then a manual review process may be undertaken Check Out Development Check out the development library so you can start a new release cycle Step Description 1 Find the library in the area viewer. Right click on the development library and click 'Check Out...'. The Check Out Wizard shall open. Page 27 of 61

28 Note: If you previously set the library up for 'Teamwork' as part of the change management setup, the library will be checked out for teamwork. 2 Click Next to initiate the check out 3 Click Finish to complete the check out Page 28 of 61

29 4 If Teamwork is enabled, you will be given the option to open the Working or Master library. If you need to enable the Change Approval Workflow, select Master, otherwise select Working. 1.6 Change Approval Workflow Process Overview When enabled, the Change Approval Workflow automatically generates tasks for the change request and sends notifications to the appointed reviewers and approvers. Once a majority of reviewers have actioned their review tasks by approving the change, the approvers are notified. Once all approvers approve the change request, Modeler will automatically update the status of the change request to Approved so that it can then be promoted into the production library. Page 29 of 61

30 Update Development approval required Modelpedia Send Task Notifications [Modelpedia] Change Request Approver Complete Approval Task [Modelpedia] review required Change Request Reviewer Complete Review Task [Modelpedia] Administrator Check Out Development [Holocentric Modeler] Holocentric Modeler Update status of CR based on completed tasks [Holocentric Modeler] Consolidate, Check In & Publish Development [Holocentric Modeler] Administrator Administrator Is there a new approved CR? Administrator Promote Approved Changes Page 30 of 61

31 1.6.2 Send Task Notifications Modelpedia will automatically generate notifications for tasks that require actioning. An notification is sent once per day for any new notifications. This may also be triggered manually (on demand) for an individual library. To manually initiate the sending of notifications within the Repository Workspace right click on the library and click > Send Notifications Complete Review Task The change reviewer completes their assigned review task within Modelpedia Complete Approval Task The change approver completes their assigned approval task within Modelpedia Check Out Development Check out the development library so you can start a new release cycle Step Description 1 Find the library in the area viewer. Right click on the development library and click 'Check Out...'. The Check Out Wizard shall open. Note: If you previously set the library up for 'Teamwork' as part of the change management setup, the library will be checked out for teamwork. Page 31 of 61

32 2 Click Next to initiate the check out 3 Click Finish to complete the check out 4 If Teamwork is enabled, you will be given the option to open the Working or Master library. If you need to enable the Change Approval Workflow, select Master, otherwise select Working. Page 32 of 61

33 1.6.6 Update status of CR based on completed tasks When a change approval enabled library is opened, Holocentric Modeler automatically checks the status of tasks and updates the status of change requests as per business rules: if a majority of reviewers approve the CR, then the CR status is changed to "Pending Approval" so that corresponding approval tasks are enabled. if all approvers approve the CR, then the CR status is change to "Approved" Consolidate, Check In & Publish Development This process step is triggered when there is a requirement to check in a teamwork enabled development library. This process step consolidates working user libraries into a single master library. Step Description 1 To consolidate, check in and publish the development model you must first be in the master library. To open the master development library, within the repository workspace, double click on the library to open it. If the library is teamwork enabled you may be given the option to open the working or master library, in this instance choose Master. 2 To consolidate a teamwork enabled library: Click on the teamwork wizard in the application toolbar Select the 'Consolidate Teamwork' button and select 'Next >' Page 33 of 61

34 Ensure the following tick boxes are selected Save library prior to backup and consolidation Disable teamwork following consolidation Once completed, click 'Next >'. Wait for Page 3 of the wizard to consolidate all changes. Select the tick box 'Check in library on Finish'. Once completed, click 'Next >' Page 34 of 61

35 Click on the 'Next >' button. Click on the 'Next >' button. Page 35 of 61

36 Check the "Continue to Publish Libraries" checkbox then click 'Finish' once the library has checked in Is there a new approved CR? If the change request has a status of Approved, then the library administrator can proceed to promoting the CR into the production library. Page 36 of 61

37 1.7 Manual Change Review Process Overview Change Request Approvers are able to review changes using the draft Modelpedia Website. Update Development Administrator Advise reviewers of the CR requiring review & approval CR is approved by stakeholders Change Request Reviewer Review changes within Change Request [Modelpedia] Administrator Changes requested Contributor Approve Change Request [Holocentric Modeler] Administrator Update Development Promote Approved Changes Page 37 of 61

38 1.7.2 Advise reviewers of the CR requiring review & approval The Administrator can notify the reviewers and approvers to log into the website and review all changes within the appropriate change request. Optionally the administrator may use the Ad-Hoc task feature to assign review/approval tasks Review changes within Change Request The reviewer may use the published website to review the contents of the change request and provide feedback via Discussion. 1.8 Promote Approved Changes Process Overview Change requests are signed off and published through change releases on a specific date known within the organisation. This allows for content to be signed off in a controlled and systematic manner. Change Approval Workflow Update Development Manual Change Review Teamw ork Enabled Libraries Administrator Master Libraries Review Approved Change Requests [Holocentric Modeler] Administrator Consolidate, Check In & Publish Development [Holocentric Modeler] Administrator Check In Development [Holocentric Modeler] Administrator Create Change Release within the Production [Holocentric Modeler] Administrator Promote & Add Change Requests into Production [Holocentric Modeler] Administrator Sign Off Change Release [Holocentric Modeler] Administrator Publish Approved Changes Page 38 of 61

39 1.8.2 Approve Change Request Once you have received confirmation that the CR is approved, set the CR status as approved within the development library. Step Description 1 Within the application toolbar, click on the 'Show All Change Request' button as shown below. Within the reporting window all the change requests within the library shall appear. 2 Refer to the Change Number which requires changing. Click once on the respective change request and right click on the respective change request. Hover over the change management window and click 'Change Request - Approve'. 3 Click 'F5' to refresh the list and confirm that the changes are registered in Holocentric Modeler. 4 Optionally, record the approver of the change request by opening the Change Request Item and picking the approver from the list of Modelpedia users. Page 39 of 61

40 1.8.3 Review Approved Change Requests Identify the change requests which need to be added to a change release for promotion into the production library. Ste p Description 1 Click on the 'Show All Change Requests' button. Within the reporting wizard all the change requests shall appear. 2 Review the report generated within the reporting field. Approved Change Requests can be identified with the status of 'Approved'. Page 40 of 61

41 1.8.4 Consolidate, Check In & Publish Development This process step is triggered when there is a requirement to check in a teamwork enabled development library. This process step consolidates working user libraries into a single master library. Step Description 1 To consolidate, check in and publish the development model you must first be in the master library. To open the master development library, within the repository workspace, double click on the library to open it. If the library is teamwork enabled you may be given the option to open the working or master library, in this instance choose Master. 2 To consolidate a teamwork enabled library: Click on the teamwork wizard in the application toolbar Select the 'Consolidate Teamwork' button and select 'Next >' Page 41 of 61

42 Ensure the following tick boxes are selected Save library prior to backup and consolidation Disable teamwork following consolidation Once completed, click 'Next >'. Wait for Page 3 of the wizard to consolidate all changes. Select the tick box 'Check in library on Finish'. Once completed, click 'Next >' Click on the 'Next >' button. Page 42 of 61

43 Click on the 'Next >' button. Check the "Continue to Publish Libraries" checkbox then click 'Finish' once the library has checked in. Page 43 of 61

44 1.8.5 Check In Development This process step is triggered when there is a requirement to check in the development library. Step Description 1 Click File and select 'Save and Check In...' 2 Click on the 'Next >' button. 3 Click on the 'Next >' button. Page 44 of 61

45 4 Click 'Finish' once the library has checked in Create Change Release within the Production To promote approved change requests they must be included in a change release. Create a new change release each time a CR needs to be promoted Step Description 1 Right click on production library. Hover over the button '' and click 'Check Out..' 2 Click on the 'Next >' button. Page 45 of 61

46 3 Select the 'Open selected library on Finish' button and the click 'Finish'. The Production library shall open. 4 Click on the 'Release - Create New' button on the application toolbar. 5 Enter the name of the Change Release. Page 46 of 61

47 6 Enter in the 'Released On:' field the change releases date 7 Enter a brief description of the Change Release.Once completed click 'OK'. Page 47 of 61

48 8 Click on the 'Show All Change Release' button. Review the recently created change releases in the reporting view Promote & Add Change Requests into Production Include the approved change requests into a change release so that they are promoted into the production library. Step Description 1 Click 'Promotion wizard' on the application tool bar 2 Select the recently created change release from the drop down menu within the wizard and click 'Next >'. The next page within the wizard will open Page 48 of 61

49 3 Select the change request which you wish to promote by clicking once on the box next to the change request. Once you have selected the change request click 'Next >' 4 Examine the promotion report. This report will give you a summary of the change release to which the selected change request has been added as well as a summary of the items added and merged. Page 49 of 61

50 1.8.8 Sign Off Change Release Once all change requests have been assigned, promoted and approved, signoff the change release to signify that the process has been completed and enable a new cycle to be started. Ste p Description 1 Within the application toolbar, click on the 'Show All Change Releases' button as shown below. Within the reporting window all the change requests within the library shall appear. 2 Right click on the Change Release, hover 'Change Management' and select 'Change Release - Sign Off'. You will receive a message confirming Change Release Sign off. 3 Review the information within the confirmation window. Ensure that the correct Change Release is being signed off. Once you have reviewed and confirmed the correct Change Release is being signed off, click 'OK'. Once completed click F5 refresh Holocentric Modeler. Page 50 of 61

51 4 Review the recently created signed off changes in the reporting view. Page 51 of 61

52 1.9 Publish Approved Changes Process Overview Holocentric s Business Management System allows organisations to publish revision mark up showing changes which have been made since the last change release cycle. Process Performers are able to quickly identify what has changed in their processes. This however is a discretionary requirement and Administrators are able to enable or disable revision mark up if required. Promote Approved Changes Administrator Check In & Publish Production [Holocentric Modeler] Modelpedia user Access published content Administrator Check Out Development [Holocentric Modeler] Administrator Start New Release Cycle within the Development [Holocentric Modeler] Page 52 of 61

53 1.9.2 Check In & Publish Production Check in and publish the production model as a final version. Select to have revision mark up enabled so that the Change History and marked up changes are provided in the published website. Step Description 1 Click on the File button and select 'Save and Check In...' 2 Click 'Next >'. The library shall begin checking in. Page 53 of 61

54 3 Click on the 'Continue to Publish Libraries' button and select 'Next >' 4 Click on the 'Publishing Options...' button. 5 Ensure the 'Final' release has been selected. Ensure the tick box 'Show revisions from previous Final Version' is selected and click 'OK'. Page 54 of 61

55 6 Click 'Next >'. The library shall begin checking in. 7 Click 'Finish' once completed. The publishing job shall appear in the 'My Jobs' window. Page 55 of 61

56 8 If required, check the status of the publishing job in the 'My Jobs' window. 9 Once the library has published click on the link attached in the auto generated sent Check Out Development Check out the development library so you can start a new release cycle Step Description 1 Find the library in the area viewer. Right click on the development library and click 'Check Out...'. The Check Out Wizard shall open. Page 56 of 61

57 Note: If you previously set the library up for 'Teamwork' as part of the change management setup, the library will be checked out for teamwork. 2 Click Next to initiate the check out 3 Click Finish to complete the check out Page 57 of 61

58 4 If Teamwork is enabled, you will be given the option to open the Working or Master library. If you need to enable the Change Approval Workflow, select Master, otherwise select Working Start New Release Cycle within the Development Start a new release cycle by synchronising the production and development libraries. As part of this process, promoted change requests and their items are removed from the development library as they are now in the production library. Ste p Description Click on the Tools Menu> Change Management > Change Release - Start New Release Cycle. Page 58 of 61

59 A message shall notify you which items have been removed from the development library. Check to ensure working layer items have been removed. Once you have check the appropriate working layer items have been removed, click 'OK'. Another message will confirm that these change requests have been removed from the working layer. Click on the working layer items field. Check to see the working layer items have been removed from the development library. Page 59 of 61

60 1.10 Access published content Process Overview Published content that has been promoted to the production model is accessible by modelpedia users. If revision markup is enabled, they can view a list of changes via the change history, and also see markups of changed text. Users who have "watched" items will receive notifications and an listing changes to items they watch. Modelpedia users may also identify new changes and provide feedback in the form of Discussion posts. Promote Approved Changes Publish Approved Changes Modelpedia user View published model with new content [Modelpedia] Process Owner Request Change View published model with new content Modelpedia users can view the promoted content once it has been published Page 60 of 61

61 1.11 Request Change Process Overview This process step is triggered when there is a request for a change. A formal request is passed on within an organisation to update the model. Access published content Process Owner Request Update Contributor Breakdown Requests into Change Requests Change Request Approver Assign Items Request Update This process step is triggered when there is a formal request is passed on within an organisation to update content Modelpedia users may request changes via Discussion within Modelpedia Breakdown Requests into Change Requests Define the scope of content that needs to be modified or created. Create change requests for each logical set of changes. Note: an item should only be assigned to one active change request. Page 61 of 61