Change Management

In St. Vrain, Change Management implements the addition, modification, or removal of anything that could have an effect on services for a district group. It helps the District Technology Services (DTS) department plan, record, and execute changes in a controlled manner. If something goes wrong, it can also help identify, determine cause, and simplify correcting issues related to changes.

Major Change

  • A change is major if any of the following apply:
    • The change involves more than one DTS team
    • The change requires communication outside DTS
    • The change has a non-negligible risk of having a notable effect for a group.
      • Generally, if a team is unsure about the risk*, submit a Change Request.
  • Major changes go through the CAB (Change Advisory Board) process.

Minor Change

  • A change is minor if all of the following apply:
    • The change involves only one DTS team
    • The change does not require communication outside DTS
    • The change has a negligible risk* of having a notable effect for a group.
  • Minor Change Management helps DTS track actions while maintaining department agility. 
  • Minor changes are documented using the DTS Minor Change Log and reviewed here.

*Risk

  • Risk is determined through collaboration, team experience, and communication with stakeholders.

CAB (Change Advisory Board) Process and Forms

The general workflow for a change ticket can be seen here.

  1. Change Worksheets
    • For new change requests
      • Click the Change Worksheet button
      • A Change Worksheet will be created in your Google Drive
      • Fill out the worksheet with all the details needed to complete the change
      • Move your worksheet to the Google Shared Drive: DTS Change Management > 1. Draft Changes
      • Copy the Google link of the change worksheet
      • Go to Step 2
    • For predefined changes
      • Find the change worksheet in the Google Shared Drive: DTS Change Management > Predefined Changes
      • Copy the Google link of the change worksheet
      • Go to Step 2
  2. Change Request Form
    • Click the Change Request Form button
    • Fill out form and paste Google link of the change worksheet
    • Submit Change Request Form

This process creates a ticket in the ServiceDesk Change Advisors Queue.

Change Advisory Board

The Change Advisory Board (CAB) meets the week before Scheduled Service Disruptions and on an as-needed basis for changes needing to be implemented with high urgency.

CAB Membership:

  • Change Manager – Dan Magyar
  • Data and Analytics – Steve Woods
  • Information Security – Jon Walker
  • Learning Systems – Lorraine Baxter
  • Networks – Mataa Over
  • Systems Administration – Kris Orrison
  • Tech Support – Casey Sanders

Change Advisors queue in ServiceDesk

  • Ticket Statuses
    • Gathering Data – change is under review by CAB
    • Scheduled – change has been reviewed by CAB, approved, and scheduled
    • Waiting for St. Vrain Department – change has been reviewed by CAB, approved, and is awaiting to be scheduled

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Curator: Dan Magyar