This document provides information about the ITIL Change Management process used by the Office of State Finance. It describes the purpose of change management as providing a consistent method for implementing significant changes to maintain or improve production environments. It identifies the roles and responsibilities in the process, including the Change Request Review Board that approves changes. The document also outlines the change request calendar and worksheets used to schedule changes.

1. ITIL
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ChangeChange
ManagementManagement
ProcessProcess
Office of State Finance
Information Services Division

2. Office of State Finance
ITIL Training
Contents
Roles
Process
Purpose
Policy
Calendar

3. Office of State Finance
ITIL Training
Contents
Purpose

4. Purpose
 Provide a consistent method to follow
(and consistent terms) when changes
having significant impact are required
to maintain or improve the production
environment (routine configuration
changes made on a daily basis are not
reviewed in the process)
 Identify groups & personnel that should
be involved in the process and their
responsibilities
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5. Purpose
 Define specific artifacts to be used
 Establish general policies regarding
how changes are to be implemented
and the communication to the users of
the impacted services
 Full documentation of process may be
found in the document Change
Management Process.docx
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6. Office of State Finance
ITIL Training
Contents
Roles

7. Roles
 Change Request Review Board
Coordinator
 Oversight of Change Management process
 Coordinate between functional groups and
ensure processes are followed
 Service Provider Group
 Team implementing change
 Responsible for testing change before
implementation
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8. Roles
 Change Request Review Board
 Review all requests to make certain
• The change has been authorized by the Service Provider
Group’s manager
• The change is scheduled during normal maintenance
windows or if not, approving variances
• There are no conflicts with other scheduled activities
• If multiple activities are to be performed during the same
window, the activities are coordinated
• Any communications with service users about outages or
impacts are identified and performed
• The change does not conflict with the strategic direction of
OSF / ISD
• Any security issues are identified
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9. Roles
Request Review Board
Membership
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Position / Role Name
Coordinator & Process Facilitator OW Thomasson
OSF Chief of Staff Pat Elwood
Engineering Tech Support Director Drew Swain
Director of Education Matt Singleton
Finance Administration and
Regulatory Director
Mike Hedrick
Functional Team Managers / Leads –
representatives from the following
areas
Application Support (all consolidated
agencies), Database Administration,
Facilities, Network (Data & Voice),
Operations, PC and Server, Security,
Systems
NIC (OK.gov) Rodney Rollison

10. Request Review Board
 Schedule
 Weekly / Thursdays at 1pm
 Agenda
 Review outcome of changes scheduled to occur
during week prior to meeting
 Review all proposed changes
 Determine impact of changes and if customer
notifications will be required
 Identify any coordination issues
 Approve change and change schedule
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11. Office of State Finance
ITIL Training
Contents
Calendar

12. Change Management Worksheet
 All change requests are scheduled using
Change Management calendars in MS
Exchange Public Folders.
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13. Navigation to Public Folders
 The calendar can be found in a folder
named “Change Management”.
Navigation to the public folders and to
the Change Management folder is
performed as follows:
 If you have not used public folders, in
the past, you may not have them
displayed in Outlook. To display public
folders, at the bottom of the Navigation
pane on the left hand side, you will see
something similar to this:
 Click the folder icon. You should see
Folder List at the bottom of the
Navigation pane.
 Expand the Public Folders list by clicking
on the + sign.
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 All change requests are scheduled using Change Management
calendars in MS Exchange Public Folders.

14.  Continue to expand the list
by clicking on the + sign
next to All Public Folders,
Office of State Finance,
and then Change
Management. Then click
on the calendar you need
to view or update. Do not
add entries to the main
Change Management
folder.
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15. Change Management Entry
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A customized Outlook form is used to collect appropriate information.

16. Creating an Entry
 Even though this is a calendar entry, do not click on
“Invite Attendees.” Meeting invites only work in
personal folders, not public. This will also change
fields behind the scenes and make it impossible for
you to save your information.
 Fill out the fields as appropriate. There are several
mandatory fields. An explanation of each field
follows in sequence as they appear on the screen:
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17. Data Items
Short Description Title for change. This will appear in the Subject line in the calendar Mandatory
Start Date / Time Date and time the change is scheduled to start. If unknown and the entry is for
future changes with undetermined dates, pick a best guess date. It can be altered
later.
Mandatory
End Date / Time Instead of entering the duration, enter the date and time you expect to be finished
barring no exceptional issues arise. The duration will be calculated.
Mandatory
All Day Event If the event is to last all day (24 hours) check this box
Category Category should be 1 of 3 possibilities: 1) Change, 2) Change: Emergency (use this
when we have something we have to do that has not been through Change
Management), 3) Maintenance (All routine or semi-routine maintenance activities
that have the potential to impact services) If you change the Category after
initially setting it, be sure to click on “Clear All Categories” first to clear the
field.
Mandatory
Services Impacted Selected from a list of possible services. It is preferable that you do not enter the
service here. Switch to the Agencies / Services tab and click on all services
impacted. If the change is location based, ex., circuit or switch down that impacts
all services for an office, select “Based on Location” and include details in the
Change Description.
Mandatory
Product This is a specific product associated with a service. If known, enter. Product table
is still being developed
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18. Data Items
Short Description Title for change. This will appear in the Subject line in the calendar Mandatory
Will this cause an outage? If this change / maintenance activity will cause an outage to services,
check this box
If outage required, has customer been
notified? Check, if Yes.
Generally, the Help Desk will be the ones to check this box after a
notification is sent. If the change was negotiated with an agency prior to
implementation, the provider group’s change representative may check
the box.
Detailed Change Description Provide enough detail to support meaningful conversation about the
change, its impact, and possible scheduling conflicts.
Mandatory
Change Management Notes A place where we can enter notes during the Change Management
meeting if necessary
Backout Plan If the change fails, how will you back it out?
Contacts: This interfaces with your Contacts list and allows you to enter contact
names of people planning and performing the change. Before you can
add them here, they need to be added to your personal Contacts.
Agencies Impacted Selected from a list of possible agencies. It is preferable that you do not
enter the agency name here. Switch to the Agencies / Services tab and
click on all services impacted. If the change is location based, ex., circuit
or switch down that impacts all agencies at a location, select “Based on
Location” and include details in the Change Description.
Mandatory
Change Completed as Planned? Check,
if Yes
If the change was completed within the time allotted and there were no
severe issues, check Yes.
Change Completed with issues?,
Check , if yes and explan below
If the change exceeded the time allotted by more than 20% or went past a
hard deadline, check Yes.
Change Results: Record issues that were encountered, if any.
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19. View of Change Calendars
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View your calendars in “Overlay” mode by right clicking the name of
the calendar and selecting “View in Overlay mode”.

20. Office of State Finance
ITIL Training
Contents
Process

21. Process Flow
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22. Office of State Finance
ITIL Training
Contents
Policy

23. Change Management Policy
 The Change Management process should be followed for all
architecture change requests related to the support of
existing services or the addition of new services.
 Requests should be logged as soon as enough information is
available to provide a meaningful description of change and
the purpose behind the change, even if the specific date for
the change has not yet been determined.
 Architectural changes are not to be implemented without
first being approved by the Change Request Review Board.
In emergency situations, the Change Request Review Board
should be notified as soon as is feasible.
 For non-emergency, but urgent situations in which a change
should be implemented before the next scheduled Review
Board meeting, notification of the change request will be
made to the Change Request Review Board coordinator who
will obtain the proper approvals through the use of email,
telephone, and individual conversations.
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