IT Change Request Template

Introduction

An IT Change Request Template in IT Governance is a standardized document or digital form used to initiate, document, and manage proposed alterations or additions to an organization's information technology infrastructure, systems, or processes. This template serves as a structured framework that outlines essential information regarding the proposed change, including its purpose, scope, potential impacts, and the steps required for its implementation. By adhering to this template, organizations can ensure that all relevant stakeholders have access to crucial details, facilitating a transparent and systematic approach to evaluating and approving changes. This tool is pivotal in enhancing the efficiency, consistency, and accountability of change management processes within IT Governance, ultimately contributing to the overall stability and effectiveness of an organization's technological ecosystem.

About IT Change Requests (CRs)

IT Change Requests (CRs) are formal requests made within an organization to propose alterations, additions, or removals in the IT infrastructure, systems, software, or processes. They serve to carefully plan and control modifications in the IT environment, minimizing potential disruptions and risks. These requests are documented in a standardized format, providing details like the change's purpose, rationale, scope, potential impacts, implementation plan, and rollback plan. Prior to implementation, ITCRs undergo a review process, often involving a Change Advisory Board (CAB) to evaluate and approve proposed changes. Additionally, risk assessments are typically conducted to gauge the potential impact and associated risks of the proposed change.

The Change Request Lifecycle

Here are the key stages in the Change Request Lifecycle:

1. Request Initiation:

• Triggering Event: Identifying the need for a change, which could be due to various factors like system upgrades, bug fixes, or process improvements.

• Requester: The individual or team initiating the change who provides an initial description of the proposed modification.

2. Documentation and Justification:

• Detailed Description: Elaborating on the proposed change, including its purpose, scope, and expected benefits.

• Impact Analysis: Assessing the potential effects on existing systems, processes, and stakeholders.

3. Approval Process:

• Stakeholder Involvement: Engaging relevant parties, including technical experts, managers, and business stakeholders.

• Change Advisory Board (CAB): Reviewing and evaluating the proposed change, considering its implications and alignment with organizational objectives.

• Approval or Rejection: The change is either approved, rejected, or deferred for further analysis or modification.

4. Implementation Planning

• Detailed Plan: Outline the steps, resources, and timeline required to implement the change.

• Risk Assessment: Identifying potential risks associated with the change and developing mitigation strategies.

5. Testing and Verification:

• Validation: Ensuring the change functions as intended does not adversely affect existing systems or processes.

• Rollback Plan: Preparing a contingency plan to revert to the previous state if unexpected issues arise.

6. Deployment:

• Execution: Implementing the change in the live environment according to the approved plan.

• Monitoring: Observing the system for any immediate issues or discrepancies.

7. Post-Implementation Review:

• Evaluation: Assessing the success of the change against predefined criteria and performance indicators.

• Feedback and Documentation: Gathering feedback from stakeholders and documenting lessons learned for future reference.

8. Closure and Documentation:

• Formal Closure: Confirm that the change has been successfully implemented and is functioning as expected.

• Documentation: Updating records, including change logs and documentation, to reflect the modified state.

9. Monitoring and Feedback:

• Ongoing Evaluation: Continuously monitoring the change's performance and its impact on the organization.

• Feedback Loop: Incorporating feedback into future change management processes to improve efficiency and effectiveness.

Key Sections of the IT Change Request Template

Here are the essential sections:

1. Requester Information:

• Name and Contact Details: Identifies the individual or team proposing the change.

• Role of Department: Specifies the requester's position or department.

2. Change Details:

• Title or Description: Provides a concise yet descriptive name for the proposed change.

• Category or Type: Classifies the change (e.g., system upgrade, bug fix, process improvement).

• Priority Level: Indicates the urgency or importance of the change (e.g., low, medium, high).

• Related Assets or Systems: Lists the specific components or systems affected by the change.

3. Justification and Impact Analysis:

• Purpose and Objectives: Explain the proposed change's rationale and intended benefits.

• Scope: Defines the extent and boundaries of the change.

• Potential Impact: Assesses how the change may affect existing systems, processes, and stakeholders.

• Risks and Mitigation Strategies: Identifies potential risks and outlines mitigation plans.

4. Approval Workflow:

• Stakeholder Roles: Specifies the individuals or groups involved in the approval process (e.g., CAB members, managers, technical experts).

• Approval Steps: Outlines the approvals required for the change to proceed.

5. Implementation Plan:

• Tasks and Timeline: Details the specific steps and their scheduled completion dates.

• Resources and Responsibilities: Assign roles and responsibilities for executing the change.

• Dependencies: Highlights any prerequisites or interdependencies with other tasks.

6. Rollback Plan:

• Reversal Steps: Provides instructions for reverting to the previous state in case of unexpected issues during implementation.

• Roles and Responsibilities: Designates individuals responsible for executing the rollback plan.

7. Post-Implementation Review:

• Success Criteria: Defines the criteria for evaluating the success of the change.

• Feedback and Lessons Learned: Provides a space for gathering feedback from stakeholders and documenting lessons for future reference.

Conclusion

The IT Change Request Template stands as a linchpin in IT Governance, revolutionizing how organizations manage alterations to their technological infrastructure. This template ensures a controlled and transparent approach, mitigating risks and maximizing benefits by providing a structured framework for initiating, documenting, and executing changes. It empowers stakeholders to make informed decisions, align changes with organizational objectives, and maintain the integrity, security, and functionality of IT assets. Embracing this template is not merely a procedural enhancement but a strategic move towards bolstering the effectiveness and reliability of an organization's IT landscape. As organizations evolve, this invaluable tool will continue to play a pivotal role in their quest for technological excellence and adaptability.