PMCHGMAIN1 workflow details

The PMCHGMAIN1 workflow is closely aligned with the ITIL-defined Change process and can be used for a wide variety of Change processes in your environment. The PMCHGMAIN1 workflow is used for advanced Changes and uses other workflows as subprocesses for handling Change phases. The workflow ensures that users who are involved in the Change are notified at the appropriate times.

The PMCHGMAIN1 workflow is operational when the Workflow icon is linked to this workflow. When you click this icon, or when you check Start Change process workflow in the New Change dialog, the workflow starts processing the Change. The icon changes to Workflow in progress to indicate that the Change is in progress. After the Change is completed, the icon changes back to Workflow.

When you run the built-in PMCHGMAIN1 workflow on a Change, it performs automatic actions on the Change and assigns tasks to individual user roles that are defined for the Change process. At the start of each step, the workflow sets the Change status to reflect the current step. For example, the workflow changes the status to acc_cat when it starts the Accept and Categorize step; to assess when it starts the Assess step; and so on. The status is shown in the Status field. For Changes that are not fully automated, the workflow performs calculations during several phases; the results of the calculations are reported in pop-up windows.

As it directs a Change process, the PMCHGMAIN1 workflow does the following. Each of these steps is discussed more fully in the corresponding sections of the information center; for example, the Assessing a Change section provides additional details about Step 2.

  1. Starts the PMCHGACPT1 (Accept and Categorize) workflow, which is used to verify that the Change is ready to be started. If critical information is missing from the Change, the workflow notifies the person who routed the workflow; after needed modifications are made, the workflow can be restarted. During this phase, the workflow ensures that either the Change type or the classification has a value; calculates the priority; previews the impacts to CIs; calculates risk; and applies a response plan.
  2. Starts the PMCHGASMT1 (Assess) workflow to manage the Change assessment and calculate impacts to CIs. If you have CIs or assets attached as targets of the Change, you can view a preview of the impacts of the Change. The workflow assigns assessments to the assessors who are defined for the Change. After the technical and business assessments are completed, you might realize that the Change needs additional implementation tasks that were not captured in the original job plan. You create these tasks. You also ensure that all of the tasks for the Change have associated targets and task owners. The workflow then runs the automated impact assessment engine to calculate task impacts and, given the new impact and assessment information, performs a second risk calculation based on business rules.
  3. Starts the PMCHGSCHD1 (Schedule) workflow as a subprocess for handling task scheduling. The workflow sends a notification to the Change Owner to schedule the Change. After a Schedule is determined, the workflow runs automated conflict detection to check for scheduling conflicts. If conflicts are detected, you can view and resolve these conflicts. If you want to go ahead with a schedule without resolving the conflicts, the workflow calculates the approvals that are required to move forward. Whether conflicts are detected or not, the workflow sends out schedule approval assignments if approvers are defined. If any approvers reject the schedule, the Change Owner receives a reschedule assignment, and the Schedule phase starts again.
  4. Starts the PMCHGAUTH1 (Authorize) workflow to route approval assignments for the authorization phase. Based on the calculated risk of the Change, the workflow determines the authorization level that is required, from 1 (highest authorization level, set if the risk is 1) to 4 (only the Change Owner needs to approve, set if the risk is 4). If the authorization level is 1, 2, or 3, approvals are issued for that authorization level. With an authorization level of 4, the Change Owner receives the assignment. If the Change fails to receive one or more required approvals, the Change owner must determine whether to make required modifications and resubmit, or to allow the Change to be rejected. A rejected Change is closed, and the workflow stops. If all of the approvals are received, the Change is authorized and flagged as approved.
  5. Runs the PMCHGIMPL1 (Coordinate Change Implementation) workflow to handle the implementation phase. After the authorization phase is completed, if the Change does not have a scheduled start date set, the status is set to INPRG, and the workflow starts sending assignments to task owners; if the Change has a scheduled start date set, the workflow waits, and an escalation sets the status to INPRG when the scheduled start date arrives. During implementation, the workflow sends task assignments in the correct order, and waits until all of the tasks have been completed. The workflow then displays an assignment reminding the Change Owner to ensure that target CIs are updated to reflect any new values due to the Change implementation. The Change Owner can indicate that the Change needs to be rescheduled before implementation begins; in this case, the workflow goes back to the schedule phase.
  6. Starts the PMCHGREVW1 (Review and Close) workflow, which is used to verify whether the Change was completed satisfactorily. The PMCHGMAIN1 workflow skips the review phase if Fully automated is checked. If the Change is not fully automated, the Change Owner receives an assignment to verify whether stakeholders are satisfied. If they Change Owner verifies that stakeholders are satisfied, the workflow closes the Change. If stakeholders are not satisfied, the Change Owner can choose to create a process request, a Change work order, or an incident so that outstanding issues can be resolved.

You can modify the PMCHGMAIN1 workflow to meet the needs of your business processes. You can also create your own workflows.