Which are the Roles in a Change Request and what are they responsible for?
The Creator of the Change Request is, as the name indicates, the User that creates the Change Request in the system.
A Change Request Creator can be an Administrator, a Manager, or a Regular User. Read-Only Users cannot create Change Requests.
The Creator is the only User that can change the status of the Change Request from Created to Under Signing by Approver.
The Creator can edit the editable fields in the Change Request Information Form when the Change Request is in Created and in Under Signing by Approver status and is the User that is to be held responsible for the Change Request.
Administrators, Managers, and Regular Users can be defined as Change Request Approvers. Read-Only Users cannot Approve Change Requests.
Approvers must sign off during Under Signing by Approver status in order for the Change Request to reach Approve Implementation status.
Approvers can also deny the Change Request if they consider it should not be carried out or send it back to Created status if they consider information is lacking. The Approver must give a reason for denying the Change Request or for sending it back to Created Status.
Responsible Users for the Custom Tasks
Custom Tasks in a Change Request can have more than one Responsible User. The Responsible Users in each Task do not have to be the same, this means that if needed, a Change Request can involve a large number of Users.
Administrators, Managers, and Regular Users can be defined as Responsible Users for Change Request Tasks. Read-Only Users cannot be defined in this role.
Responsible Users must complete their assigned Tasks and sign off on them while the Change Request is in Implementing status.
Only Users that are configured globally in the system as QA can be assigned as QA in a Change Request.
QA must sign off to Approve Implementation of the Change Request and then again when the Change Request reaches Under Signing by QA.
Moreover, if the Task Sign off for QA switch is turned ON in Change Request Module Settings, then QA must sign off on all Tasks while the Change Request is in Implementing status.
Once all Tasks in a Change Request have been completed, and if necessary also signed off by QA, then the Change Request will go from Implementing status to Under Signing by QA.
At this point QA can either:
- Close the Change Request.
- Reject the Change Request and give a reason for rejecting it.
In a Change Request, QA can edit the editable fields in the Change Request Information Form while the Change Request is in Created and Under Signing by Approver status.
- Only Users that belong to the Group(s) to which the Change Request is assigned can have a role in the Change Request, except if the User Selection Criteria switch has been turned ON. In this case, all system Users, regardless of assigned Group(s), can be assigned to have a role in the Change Request.
- The editing restrictions described for each role above do not apply to Administrators, these will be able to edit the editable fields in the Change Request Information Form in all the statuses of the Change Request and regardless of having a role in the Change Request or not. It will only be possible to edit the main text areas (Description, Reason for Change, Impact, and Risk Assessment) while the Change Request is in Created or Under Signing by Approver status.