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UMHS Financial Systems Change Management Implement Manage Plan
UMHS Financial Systems Change Management
Implement
Manage
Plan
UMHS Financial Systems Change Management
“To use standardized processes in assuring adherence to data governance policies, and prevent adverse impact to IT production systems.”
UMHS Financial Systems Change Management Components
Change Control Change Coordination
Request Collaborate
Prioritize Schedule
Approve Communicate
Implement
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UMHS Financial Systems Change Management
Change
Hyperion
EPSi
MPathways
Finance BI
IT Production Environments with Risk Impact Consideration:
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UMHS Financial Systems Change Management
• Goal: To use standardized processes in assuring adherence to data governance policies, and prevent adverse impact to IT production systems.
Phase 1: Requests for change are reviewed for
impact • Requests are sent in via email to designated group:
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Form Submit Form To Hierarchy and Statistic Change Form [email protected]
Change Requests Processed Outside of UMHS Financial Systems Department Maintenance Form [email protected] ShortCode [email protected] Project/Grant [email protected]
UMHS Financial Systems Change Management
• ACAR Maintenance Form: new, change, or deletion of ACAR hierarchy records.
• Department Maintenance Form: new, change, or inactivate department, remap within FLEG*, remap between FLEGS*.
• Hierarchy and Statistic Change Form: change statistic name*, inactivate statistic*, new statistic*.
• ShortCode Form: new, change, or inactivation of ShortCode.
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UMHS Financial Systems Change Management
Forms can be located on the UMHS Financial Systems Website, under the “Change Management” link
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Hierarchy and Statistic Change Form
Validation rules limiting character length based on database requirements.
Incorporates business rules to require completion of fields prior to submitting.
Completed form automatically via desktop Email application or Internet email for processing.
Date is automatically updated to current date, “type” of request updated based on request.
Completed form sent via desktop Email application or Internet email for approval.
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ACAR Maintenance Form
Option to create “New” Records
Email completed form automatically via desktop Email application or Internet email.
Date is automatically updated to current date.
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ACAR Maintenance Form
Option to use “Existing” Records
Email completed form automatically via desktop Email application or Internet email.
Date is automatically updated to current date.
Drop-down lists provide selection of current values, reducing errors of free-form text.
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UMHS Financial Systems Change Management
• Goal: To use standardized processes in assuring adherence to data governance policies, and prevent adverse impact to IT production systems.
Phase 2: Requests are prioritized • Requests adhere to a predefined schedule based on impact • Exceptions to the rule follow same process, only in expedited
format • Cut-off dates are enforced, due to complexity of changes and
environments impacted
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UMHS Financial Systems Change Management
Monthly
New Department
Inactivate Department
Change Department
Remap within FLEG
Bi-Annual
New Hierarchy
Remap between FLEGS
Alternate Hierarchy
Annual
New Statistic
Name Change
Stat Re-Statement 11
UMHS Financial Systems Change Management
• Goal: To use standardized processes in assuring adherence to data governance policies, and prevent adverse impact to IT production systems.
Phase 3: A collaborative effort approves changes, providing a communiction between key functional areas
• Approved requests are scanned onto network server, providing a central location for team to review
• Established procedures followed ensuring communication between group
• Additional processes documented in work flow to capture requirements
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UMHS Financial Systems Change Management
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1. Change request Form completed by end users and emailed to Department Administrator for approval.
2. Department Administrator approves form, submits change request via email directly to Financial Operations for processing.
UMHS Financial Systems Change Management
• Goal: To use standardized processes in assuring adherence to data governance policies, and prevent adverse impact to IT production systems.
Phase 4: Changes are scheduled and implemented • Business Systems Analyst enters approved Forms into Change
Management Database (Microsoft Access). • Business Systems Analyst consolidates change request forms
received on or before -2 workday. • Business Systems Analyst provides change request document to
Financial Contact for weekly for review and hierarchy assignments for New Dept IDs.
• Business Systems Analyst provides Financial Contact approved change request document to Department Area Representative for weekly review/sign off.
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UMHS Financial Systems Change Management
1. Requests are submitted by Dept
Administrator
2. Requests are reviewed and
approved by FC
3. Requests are reviewed and
approved by Dept Area Rep
4. Reports are provided
5. Requests are scheduled and implemented
Change Management Database
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Change Management Database
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Microsoft Access database used by UMHS Financial Systems Administrator to track and monitor changes requested.
Immediate Benefits Long-Term Benefits
Provides a user-friendly interface to enter request information
Changes can be analyzed for trends, patterns, and relationships
Serves as a central location for change request data
Based on analysis, root causes of repeat changes can be identified
Incorporates range of change form data Change analysis can lead to proactive approach towards change activity
Produces the reports utilized by group Increased stability in production systems
Data utilized by programmers to make production system changes
Increased data quality and security leading to improved analysis and decision making
Production system (HFDM) hierarchy data utilized to minimize and or reduce data input errors
Fosters culture of continuous improvement with a focus on application lifecycle management and overall data governance
UMHS Financial Systems Change Management Database Reports
• Summary of changes by DeptID, Requestor.
• Includes fields requested by group.
• Has PDF name for easy reference to scanned file.
• Bold DeptID’s indicate a series based on hierarchy change.
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UMHS Financial Systems Change Management Database Reports
• Detailed line item of Department changes requested.
• Provides a “before” and “after” comparison of change requests
• Items that are changing are highlighted for easy reference.
• A “comments” column provides explanation as to why the change is requested.
• Linked to the “Statistic Change Report” by key.
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UMHS Financial Systems Change Management
1. Final Review and approval of requested Changes by Department Area Representatives.
2. Change request forms impacting MPathways are emailed directly to FinOps.
3. Changes are updated in HFDM by programmer to coincide with MPathways updates.
Final Sign Off
Department Maintenance Form are emailed directly to FinOps
Department Inactivated after accounts are zeroed out and inactivated.
Financial Operations notifies Requestor and UMHS Financial Systems
Inactivation
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UMHS Financial Systems Change Management
Thank You
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