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Save a Tree: Use an eForm Automating IT Change Request Management Processes

Save a Tree: Use an eForm Automating IT Change Request Management Processes. (Concurrency IT Department). Contents. Executive Summary Current State Analysis Future State Analysis Adoption & Implementation Planning Next Steps. 2. Background.

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Save a Tree: Use an eForm Automating IT Change Request Management Processes

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  1. Save a Tree: Use an eFormAutomating IT Change Request Management Processes (Concurrency IT Department)

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 2

  3. Background • Your organization currently faces a number of challenges related to its current IT Change Request process, including: • Change Request (CR) workflow driven through email, with users attaching files to emails to transmit, decreasing process effectiveness • Information captured through existing Word CR form does not enable good filtering, search, or sorting • Manual CR processing steps require 50% of resource time / 20+ hours per week • Often CRs will have missing or insufficient content, requiring manual follow-ups • Series of manual process steps required post meeting • CR “translation” required to show impact to stakeholders • CRs improvements are not easily repeatable for other groups - take too much time and includes many errors • CRs do not often lead to efficiency and cost reductions 3

  4. Engagement Participants 4

  5. Executive Summary • Concurrency proposes a series of improvements related to the Change Management process and workflow capabilities to empower your business to improve key processes through process automation • Implementing the proposed automated forms solution for the CR process will provide you with: • 20% reduction in CR form fill efforts • 20% reduction in CR handling labor • Reduced CR response time by 5 days • 50% increase in successful CR resolution 5

  6. Executive Summary

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 7

  8. Current State Process Analysis Change Management Process Phases – Analysis Summary 8

  9. Current State Process Analysis 9

  10. Current State Process Analysis 10

  11. Current State Process Analysis 11

  12. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 12

  13. Future State Process Analysis Change Management Process Phases – Analysis Summary 13

  14. Prioritized Process Solutions High 5 Change request LOB integration (SharePoint Server 2010, SQL 2008, LOB System(s)) Level OfComplexity 3 Develop communication process to stakeholders post-meeting (SharePoint Server 2010, SQL 2008) Document Library of Change Requests (SharePoint Server 2010, SQL 2008) Adjust content included on CR form to make more useful; Impact (who, what, where, when) and develop pre-submission validation logic (InfoPath 2010) Low 1 5 1 3 Value to Business High Low 14

  15. Future State Process Diagram

  16. Future State Process Diagram

  17. Future State Process Diagram

  18. Anticipated Benefits - Process 18

  19. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 19

  20. Adoption & Implementation Planning Summary 20

  21. Potential Adoption Roadblocks 21

  22. Adoption Roadblock Mitigation Actions by Stakeholder 22

  23. Contents • Executive Summary • Current State Analysis • Future State Analysis • Adoption & Implementation Planning • Next Steps 23

  24. Next Steps • Review presentation and proposal with decision maker(s) and stakeholders for approval • Consider a SharePoint Deployment Planning Services (SDPS) follow-up engagement • Execute work order for project • Schedule kick off meeting for week of _____ and weekly status meetings • Propose schedule: • A) Deadlines for initial milestones, or • B) Date to finalize initial milestones 24

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