Change request state transitions - Draft to Closed

You can use the following change request status transition information to follow the flow of a change request from Draft to Closed status.

1. A change request starts in the Draft status. Any related task groups or tasks are in Staged status.
   
   State transitions - Steps 1 to 7

   

2. When the request moves through the process flow:
   • If approvers are mapped to the Review approval phase, the request remains in the Request For Authorization status.
   • If no approvers are mapped to the Review approval phase, the request moves to the Request for Change status and requires the change manager or the change coordinator to move it forward.
   • If no approvers are mapped to any of the approval phases and you are using only the standard approvals, the request moves to the Planning In Progress status and requires the change manager or the change coordinator to move it forward.
   • If the Timing of the request is Latent, it moves to the Completed status.
3. The Review approval phase requires that the request be approved before it can move forward. If the request is approved, it moves to the Request for Change status.
4. If no approvers are mapped to the Business Approval phase, the request moves to the Planning In Progress status and requires the change manager or the change coordinator to move it forward.
   By default, No Impact changes follow the Business Approval - No Impact phase and move forward to the Scheduled status.
5. The Business Approval phase requires that the request be approved before it can move forward.
   • If the request is approved, it moves to the Planning In Progress status.
   • If the request is canceled, it moves to the Cancelled status.

6. When the change moves to the Planning in Progress status, the status reason of all Staged tasks is set to Staging in Progress.

   Note

   This is not applicable when Task Phase Management is enabled. For state transitions of the change with Task Phase Management enabled, see Change status transitions - Draft to complete with task phase management enabled.

7. When the change manager or the change coordinator add dates to the request, or when the Status Reason of all the tasks has been marked as Staging Complete, the request moves to the Scheduled for Review status. If the Scheduled for Review status is bypassed in the change rules, the change moves to the next valid change status.

8. The change manager or the change coordinator can move the request to the Schedule for Approval status, cancel it, or move it back to the Planning In Progress status.
   
   State transitions - Steps 8 to 16

   
   
   
9. The request remains in the Scheduled for Approval status if there are approvers in the Implementation Approval phase. If no approvers are mapped to the phase, the request moves to the Scheduled status and requires the change manager or the change coordinator to move it forward.
10. If the request is approved, it moves to the Scheduled status. The change manager and the change coordinator can approve the request on behalf of approvers, if they are defined as alternates.
11. The change manager or the change coordinator must move the request to the Implementation in Progress status. For taskless changes only, the change implementer is notified.
12. When the change manager or the change coordinator move the request into the Implementation in Progress status, the task group is set to Work in Progress and the first task is set to Pending or Assigned.
13. Task implementers can start work on tasks. When all tasks are marked Closed, the change manager or the change coordinator enters information into Actual Start Date, Actual End Date, and Performance Rating fields to move the request to the Completed status.
    If the Status Reason is set to Final Review Complete, the request moves to Completed status. If the Status Reason is set to Final Review Required, the request moves to Close Down Approval phase.

14. After the last task is marked as Closed, the task group that it belongs to is also set to Closed. 
    
    When all tasks are completed, the change request automatically moves to the Completed status with a status reason of Final Review Required. This happens regardless of whether you have configured an approval phase for the Completed status with a status reason of Final Review Required.
    
    However, as of Service Pack 1 for version 8.1.00, the status reason is automatically selected, based on the approval process configuration:

• If you have configured an approval phase for the Completed status, the status reason that you configured for the approval phase is selected. For example, the default status reason in the Close Down Approval phase is Final Review Required.
• If you have not configured an approval phase for the Completed status, the status reason is set to Final Review Complete, by default. 

15. The change manager is notified when final review is completed. The request moves to Completed (Final Review Complete) status if all tasks are completed or if there are no approvers for the Close Down Approval phase. The Requested For user (Requester tab) is then notified.

    Note

    At this stage, the change manager can change the status of the request back to Planning in Progress or Pending, if required.

    
    State transitions - Steps 17 to 19

    
    
    

16. After the final review is completed, the Change Manager or the Change Coordinator closes the change request.

    However, as of Service Pack 1 for version 8.1.00, if you enable the Auto-Close feature, the change request is closed automatically based on the Auto-Close Days rule that you can configure.
    
    After the change is closed, users with Change Master permissions can update information within the change record. They cannot however update the following fields:

    • Class
    • Status

    • Any date fields
      
      They also cannot add new tasks or ad hoc approvers.

      Note

      After a change request is closed, it cannot be reopened.

17. If a change has been rejected:
    • It can be resumed. When the change is resumed, it moves back to the approval status in which it was rejected.
    • It can be moved to Cancelled status. It can then be moved back to the Draft status to start the process over.
18. If change request is cancelled, the Requested For user is notified.
    • If a change request is cancelled, all the task groups and tasks associated with the request are also cancelled.
    • If a task group is cancelled, all its tasks are cancelled.