BusinessPort Service Desk

To Raise a New Change Request:

1. Navigate main AgilityBMS screen and select the MOC Module Icon

   

2. From the main MOC Page select the Add New button

   

3. The Change Request Details screen opens (a screenshot is shown at the end of this section)
4. Enter all relevant information, ensuring that mandatory fields are completed (these are denoted by a red asterisk *)
5. The Number for the Change Request is generated automatically by the system
6. The title should be kept short and relevant as this will be displayed on the Change Request Register
7. The Originator can raise the Change Request under any Roles associated to them within AgilityBMS, therefore you can select either the Primary Role or any of the Secondary Roles allocated to you as a User within AgilityBMS
8. The Proposed Change description can be as detailed as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
9. The Confidential tick box is used to define whether the Change Request is to be kept private to only those involved in the Change Request; if so then the box is ticked (note depending on the Admin Settings for the MOC Module the Confidential Change Requests may or may not be displayed in the Change Request Register to those not involved in the Confidential Change Request)
10. The Reason for Change can be as detailed as required; this field is used to describe why the change is required (the field enables simple formatting functionality as previously detailed in step 8)
11. The Potential Impact can be as detailed as required; this field is used to describe the impact that the change may have or it can also be used to define the impact that the not changing may have(the field enables simple formatting functionality as previously detailed in step 8)
12. The Other Reference field can be used to details references to any other source or item that has either initiated or is associated to the change
13. The Source field is presented as a drop down list (which is defined within the MOC Module Admin Settings) and lists where or what initiated the Change Request; for instance it may originated from an Internal Audit or Client Meeting – you can only select one Source from the drop down list

1. Where the Change Request involves changes to any Processes, Documents or Overviews within AgilityBMS then these can be referred to in the Process/Document Changes field

• Click Add

• The Add Process/Document Changes Window is opened

• Select the required Documents, Process Maps, Overviews

• Filtering Options can be applied to multiple columns if required.

• Select the required column and click the filter button

• Select required parameters from the filtering options available

• Click the Filter button

• Filtered results will be displayed.

• Once your selection have been made click Add Selected Agility Items

• If you wish to cancel adding Documents, Process Maps, Overviews then click the X at the top right of the Add Process/Document Changes Window

• To remove any of the selected Documents, Process Maps or Overviews afterward click Remove button against the relevant Document, Process Map or Overviews

1. Where the Change Request involves changes to any Roles or Persons within AgilityBMS then these can be referred to in the Role/Person Changes field

• Click Add
• The Add Role/Person Changes Window is opened
• Select the required Role and/or Persons
• Filtering Options can be applied to multiple columns if required.
• Select the required column and click the filter button
• Select required parameters from the filtering options available
• Click the Filter button
• Filtered results will be displayed.
• Once your selection have been made click Add Selected Agility Items
• If you wish to cancel adding Roles and/or Persons then click the X at the top right of the Add Role/Person Changes Window
• To remove any of the selected Roles and/or Persons afterward click Remove button against the relevant Roles and/or Persons

1. The Like for Like tick box is used to define whether the Change Request involves changing one entity for the same entity or where the change involves something updated or new; where the change is like for like then the risk implications are far lower and may not result in such stringent risk management and change control
2. The Duration field is presented as a drop down list (which is defined within the MOC Module Admin Settings) and defines how long the Change Request will be implemented for; for instance it may be Permanent or Temporary – you can only select one Duration from the drop down list
3. The Change Type field is presented as a drop down list (which is defined within the MOC Module Admin Settings) and is used to define the type of the Change Request; for instance it may be a change to People, Equipment, Process or Operations – you can select one or more Change Types from the drop down list
4. The Priority field is presented as a drop down list (High, Medium or Low) and is used to define the importance of the Change Request – you can only select Change Types from the drop down list
5. The Priority Explanation can be as detailed as required; this field is used to explain the reasons for the selection Priority(the field enables simple formatting functionality as previously detailed in step 8)
6. The Supporting Documents functionality is used to upload and attach files to the Change Request; there is a file size limit of 15mb per file. There is no limit to the number of files that can be attached. To remove any of the uploaded files afterward click Remove button against the relevant file
7. The Supporting Links functionality is used to link the Change Request to external websites, databases or any other source that has a URL link available; there is no limit to the number of links that can be defined. Click Add to open the Add Link window and enter the name and the URL address. To remove any of the links afterward click Remove button against the relevant link
8. Define the Target Close Out; this is the date that the Change Request is to be completed by and uses calendar look up box
9. The Coordinator field is presented as a drop down list (which is defined within the MOC Module Admin Settings) and is used to select the person that will act as Coordinator for the Change Request – you can only select one Coordinator from the drop down list
10. The Change Request can have further specifics defined for it by using the Advanced Properties which enables multiple selections to be ticked – this is dependent on the Advanced Properties defined within AgilityBMS
11. Once completed either select the Save and Add Another button or the Save button depending on whether or not you are intending add further Change Requests at the same time
12. Where the Save button was selected the module will return to Change Request Register and pop up window displayed detailing that the Change Request has been added and a number allocated (not the status of the Change Request is shown as New, but no Owner is defined as the Change Request Owner has not yet been defined)
13. The system will allocated Task to the Coordinator who will be notified of the Task by email.

Editing and Submitting a New Change Request

Change Request Screen Showing Workflow and Button Functionality

1. On the Change Request Register select required Change Request Number and the Change Request will be opened
2. The information on the Change Request can be edited or added to until such times as all information has been captured – this is achieved by selecting the Edit button and then making the necessary changes (any changes made will be captured in the History, see Section 3.5)
3. The Change Request can also be deleted is not required; this is achieved by selecting the Delete button
4. Once the Change Request is completed it can be submitted to the Coordinator for review; this is achieved by selecting the Send to Initial Review button
5. In the warning message screen select OK to send the Change Request to the Coordinator for review or select Cancel to return the edit page.