Change Control - Part 4 - Submitting a Change Control Request

Submitting a New Change Control Request

External Form

Anyone in the organisation with access to the link can submit a New Change Control request form when settings are in place. Please refer to the article about Settings and Permissions for details about the URL, how to enable it and who gets informed when a Change Control request is submitted.

The link opens a secure form with a number of fields to provide enough information for a triage to be performed. The form can’t be submitted without clicking the human verification check, “I’m not a robot”.

External Form Fields

Some of the fields on the external form are required by the system to capture the bare minimum of information, as indicated below:

• Title (Required) - a name for the change control project being proposed
• Requested Implementation Date - a pop up calendar allows choosing the desired date
• Category - a dropdown menu offers the list of change control categories that have been created for that account
• Requested By (Required) - a name must be entered
• Requested On (Required) - the current date is loaded by default but it can be changed in the pop-up calendar which appears when you click in the field
• Organisational Unit - if this field is left blank, the request will be directed to the default OU, set in the System Preferences area
• Description (Required) - a description of the change control project being proposed
• Risk of Doing - supporting information
• Risk of Not Doing - supporting information
• Rollback Plan - supporting information
• Risk Mitigation - supporting information

Once the required fields are filled and the human verification button is checked, the “Create” button can be clicked to submit the form.

Internal New Change Control tab

To access the New Change Control tab, one of the permissions, ‘Change Control: Create Changes’ or ‘Change Control: Manage Changes’, is required. The plus sign [+] next to the Change Control sub-menu item is a shortcut to this tab.

The internal Change Control request form is slightly different from the external form. It includes slightly more specialised information which only users familiar with iPassport can provide. It also leaves out other information (mostly fields not marked as required above) which can be added once the record is created.

Internal Form Fields

Information about the fields included in the New Change Control creation tab is listed below:

• Organisational Unit - this field cannot be left blank; the default OU, set in the System Preferences area, will be loaded automatically but it can be changed to any OU where the user has permission to create change control requests
• Index (Required) - as with controlled documents, the index can be auto-generated by the system; in the internal form, it is possible to enter a different index (which the system will validate before allowing through) by first clicking the ‘cog’ icon next to the Index field
• Title (Required) - a name for the change control project being proposed
• Requested On (Required) - the current date is loaded by default but it can be changed in the pop-up calendar which appears by clicking in the field
• Requested By (Required) - the current user’s name is loaded by default but a different one can be entered by clicking in the field
  
  

• Change Owner - a person responsible for overseeing the project can be added here; the system uses the same name matching engine as in the field, Requested By
• Category - a dropdown menu offers the list of change control categories that have been created for that account
  • Categories can be managed by clicking the spanner/wrench icon next to the field and following instructions in the article, Managing Configurable Look-up Lists
• Linked to - the change control record can be linked to any other record here
• Description (Required) - a description of the change control project being proposed

If any of the required fields are blank when clicking Create, a pink warning box will appear, listing which information is missing.

Next step:

The next article covers Managing Change Control Records

Previous step:

The previous article covers Risk Management Setup