3.3.6 Change Request - Close Out

 

Once all a Change Request Actions have been closed out then the Change Request can be closed out.


After the Change Request Close Out has been initiated (see Section 3.3.5) there are two options which are as follows:

  1. That Additional Approvers have been defined which requires actions prior to close out – see 3.3.6.1

  2. That no Additional Approvers have been defined – see 3.3.6.2

3.3.6.1 Change Request – Close Out Review By Additional Approvers

  1. The Additional Approvers can be commenced their review by either of the following:
  2. Option 1: From My Tasks
  3. Click My Tasks
  4. Click the relevant Change Request Number on the My Tasks Screen (the Status shows which Tasks are Awaiting Close Out) and the Change Request will be opened

  5. Option 2: From Change Request Register Screen
  6. Click the relevant Change Request Number and the Change Request will be opened
  7. The Change Request is opened showing the workflow status at the Awaiting Close Out stage

  8. If after reviewing the Change Request and associated Change Request Actions that the decision is not to approve for close out then the Additional Approver can recommend the Change Request can go back to the Implementation stage (it may be that additional actions are needed), click the Send Back to Implementation button
  9. The Send Back to Implementation window is opened which allows the Additional Approver to detail comments and reasons why they have not agreed to close out the Change Request

  10. Add comments: the comments field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  11. The Change Request will move back to the Implementation stage and the Change Request Owner will be emailed a notification
  12. Refer to Section 3.3.5 for details of the implementation stage.
  13. If after reviewing the Change Request and associated Change Request Actions that the decision is to approve for close out then the Additional Approver will click the Approve button
  14. The Change Request Owner will be notified by email that all Additional Approvers have approved the Change Request for Close Out.

3.3.6.2 Change Request - Close Out
  1. The Change Request Owner will be commenced the close out by clicking the relevant Change Request from the Change Request Register Screen and the Change Request will be opened
  2. The Change Request is opened showing the workflow status at the Awaiting Cloe Out stage

  3. Scroll to the bottom of the Change Request to review the Additional Approver’s comments

  4. If after reviewing the Change Request and associated Change Request Actions the Change Request Owner can go back to the Implementation stage
  5. The Send Back to Implementation window is opened which allows the Change Request Owner to detail comments and reasons why they have not agreed to close out the Change Request

  6. Add comments: the comments field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  7. The Change Request will move back to the Implementation stage
  8. Refer to Section 3.3.5 for details of the implementation stage.
  9. Where the Change Request can be closed out then the click the Close button
  10. The Send to Close Out window is opened

  11. The Close Out Details can be as comprehensive as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  12. Associated Agility Items such as Processes, Documents or Overview within AgilityBMS can be referred to; to do so
  13. Click Add
  14. The Add Process/Document Changes Window is opened
  15. Select the required Documents, Process Maps, Overviews
  16. Filtering Options can be applied to multiple columns if required.
  17. Select the required column and click the filter button
  18. Select required parameters from the filtering options available
  19. Click the Filter button
  20. Filtered results will be displayed.
  21. Once your selection have been made click Add Selected Agility Items
  22. 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
  23. To remove any of the selected Documents, Process Maps or Overviews afterward click Remove button against the relevant Document, Process Map or Overviews
  24. Where the Change Request and its associated Change Request Actions have had an actual impact on the business then these can be detailed in the Actual Impact section (the titles and number of Actual Impact tabs shown is dependent on what has been defined within the MOC Module Admin Settings)
  25. Click the relevant Actual Impact tab and add comments
  26. The Actual Impact can be as comprehensive as required and the field enables simple formatting functionality including: Bold; Italic; Underline; Justify (Left, Centre, Right, Full); Bullet Points; Numbered Lists; Indent
  27. The Supporting Documents functionality is used to upload and attach files to the Change Request that can act as evidence of close out; 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
  28. 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 that can act as evidence of close out; 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 Once all close out information has been entered then click OK
  29. The ChangeRequest screen will be shown with the status shown as closed

  30. The only options available after Close Out is to open and review the History (see Section 3.5) of the Change Request or to print the Change Request from the browser window
  31. The ChangeRequest will be shown on the ChangeRequestRegister with the status of Closed Out.