Today organizations are investing in technology upgradation to increase their performance and meet expectation of their customers, clients and stakeholders.
It’s not an easy task as it involves multiple challenges of finding right solution, optimal utilization of resources to smoothly adaptation.
There are many best practices, models and frameworks that help organizations to implement such changes in their IT systems and services.
ITIL (Information Technology Infrastructure Library) change management is one of these as it helps organizations manage changes to their IT systems and infrastructure in a controlled and efficient manner.
In this blog post, we’ll discuss change approval process in ITIL change management and why it is important in ITI change framework.
Let’s start
What is Change Approval in ITIL Change Management?
ITIL (Information Technology Infrastructure Library) change management is a framework and set of best practices that organizations can use to manage and implement changes to their IT systems and infrastructure.
There are different types of ITIL change management that help organizations minimize the risk and disruption caused by changes to IT systems and ensure that changes align with the organization’s goals. It has several steps and processes.
Change Approval in ITIL Change Management is the process of evaluating, authorizing and scheduling changes to IT systems and infrastructure. It involves a formal process of assessing the impact, risk and feasibility of proposed changes, and making a decision to either approve or reject the change based on predefined criteria.
The change approval process is an integral part of ITIL Change Management, it ensures that changes are properly planned, tested and implemented in a controlled and efficient manner, to minimize the risk of service disruption and to ensure that the changes align with the organization’s objectives, minimize risk, and meet the needs of stakeholders.
Why is Change Approval Process Important in ITIL Change Management?
The change approval process ensures that changes align with the organization’s objectives. This helps to ensure that changes are in line with the overall strategy and goals of the organization, and that they support the business rather than hinder it.
By consulting with stakeholders during the change approval process, organizations can ensure that changes meet the needs and expectations of those who will be affected by them. This can help to minimize disruptions and ensure that changes are well-received by those who will be using the IT systems and infrastructure.
Many organizations are subject to various regulations, laws, and standards that govern how they can make changes to their IT systems. The change approval process helps organizations to ensure compliance with these regulations and standards.
The change approval process also provides a way to track, monitor and audit the changes made to the IT systems, making it easier to identify, analyze and mitigate any issues that might arise.
Key Steps involved in Change Approval in ITIL Change Management
Following are the key steps involved in change approval process in ITIL change management:
1. Submission of the change request
In ITIL change management, a department or IT team first identify a need for a change and explain reason of change. The next step is that a formal change request is submitted by an individual or department to request a change to the IT systems or infrastructure. Change requests typically include information about the proposed change, such as the reason for the change, the scope of the change, and any potential impacts on the organization.
A change request in ITIL change management include technical specification, such as hardware and software requirements, configuration setting and other dependencies on systems. This includes the proposed start and end dates for the change, as well as any critical deadlines or milestones that must be met. It also outlines an assessment of any risks associated with the change, such as potential downtime or data loss, as well as any mitigation strategies that will be implemented to minimize these risks.
2. Initial Assessment
In ITIL change management, the initial assessment is the most crucial step in the change approval process. It is carried out by a designated change manager or change advisory board (CAB) to determine the validity and potential impact of a change request.
During the initial assessment, the change manager or CAB will check that the change request is complete and that it follows the established procedures for change management. They will also verify that the change request includes all the necessary information, such as the reason for the change, the scope of the change, and any potential impacts on the organization.
The change manager or CAB will also assess the potential impact of the change on the IT systems or infrastructure. This includes evaluating the potential risks associated with the change, such as system downtime or data loss, as well as the potential benefits, such as cost savings or improved efficiency.
The change manager or CAB will also check if the change request aligns with the organization’s objectives and is compliant with any relevant regulations or standards. They will also consult with stakeholders, such as IT staff or department heads, to understand their needs and expectations regarding the change.
3. In-depth Evaluation by CAB
The CAB review process in ITIL change management is a more in-depth evaluation of a change request that has been deemed valid during the initial assessment stage. The CAB, which stands for Change Advisory Board, is made up of representatives from various departments within the organization, such as IT, finance, and operations. The CAB review process helps to ensure that changes are thoroughly evaluated and authorized before they are implemented.
The CAB review process typically includes the following steps:
Evaluation of the change request: The CAB will evaluate the change request against established criteria, such as whether the change is in line with the organization’s objectives and whether it poses any risks to the IT systems or infrastructure. Established criteria are the guidelines, rules and standards that are set by the organization to evaluate change requests. These criteria are typically established by the IT department and approved by senior management.
Consultation with stakeholders: The CAB will also consider any feedback or concerns from stakeholders who may be affected by the change. This includes consulting with IT staff or department heads to understand their needs and expectations regarding the change.
Risk assessment: The CAB will conduct a more detailed risk assessment of the change request, evaluating the potential risks and benefits of the change.
Alignment with organization’s objectives: The CAB will also check if the change request aligns with the organization’s objectives and is compliant with any relevant regulations or standards.
Decision-making: Once the CAB review is complete, the CAB will make a decision to approve or reject the change request. The decision-making process takes into account the results of the initial assessment and CAB review, as well as any additional information that may be relevant.
4. Implementation of the change
Once a change request has been approved by the CAB in the ITIL change management process, the next step is to implement the change. The implementation process is the process of executing the changes and bringing them into production. The implementation process typically includes planning, preparation, back up and recovery, implementation, closure and review.
5. Verification and validation of the change
Verification and validation of the change in ITIL change management is the process of ensuring that the change has been implemented correctly and that it is working as intended. It is an essential step in the change management process to ensure that the change has been successful and that it meets the objectives, minimizes risk, and meets the needs of stakeholders.
Validation refers to the process of ensuring that the change meets the needs of stakeholders and that it aligns with the organization’s objectives. This includes consulting with stakeholders to gather feedback on the change and to ensure that it is meeting their needs. It also includes evaluating the change against established criteria, such as whether the change is in line with the organization’s objectives and whether it poses any risks to the IT systems or infrastructure.
Challenges in change approval process in ITIL change managment
There are several challenges that organizations may face in the change approval process in ITIL change management:
Lack of standardization: Without a clear and standardized process in place, the change approval process can become disorganized and inconsistent, which can lead to delays and errors.
Limited visibility: Without proper tracking and reporting mechanisms in place, it can be difficult to gain visibility into the status of change requests, which can lead to delays and poor communication.
Limited involvement of stakeholders: Without proper involvement of stakeholders in the change approval process, it can be difficult to ensure that changes align with the organization’s objectives and meet the needs of stakeholders.
Limited resources: With limited resources, it can be difficult to properly plan, implement and test changes, which can lead to delays and errors.
Limited knowledge and experience: Without proper knowledge and experience of ITIL change management, it can be difficult to properly make risk assessment of ITIL changes and approve changes, which can lead to poor decisions and increased risk.
Limited communication and collaboration: Without proper communication and collaboration between different departments and teams, it can be difficult to properly plan, implement and test changes, which can lead to delays and errors.
Limited oversight and governance: Without proper oversight and governance, it can be difficult to ensure that changes align with the organization’s objectives, minimize risk, and meet the needs of stakeholders.
Limited adherence to established procedures: Without proper adherence to established procedures, it can be difficult to ensure that changes are implemented in a controlled and efficient manner, which can lead to delays, errors, and increased risk.
Final Words
A structured and effective change approval process is essential for the successful management of IT changes. It helps to ensure that changes align with the organization’s objectives, minimize risk, and meet the needs of stakeholders. It also helps to ensure that changes are implemented in a controlled and efficient manner, which supports the overall success of the organization.
It’s important to stress that a well-structured change management process is crucial for the stability and availability of the IT systems and infrastructure, as well as for the continuity of the services that are provided to the organization’s customers. It’s also important to note that the change management process should be continuously reviewed and improved, to ensure that it remains effective and adaptable to the organization’s changing needs.
