Managing a release plan

To add change requests to the release

1. Click on the Release Plan tab.
2. Click + Create > Change Request to create and relate change requests to the release plan.
3. In Edit change request, enter the values in the required fields.
4. Click Save.
   The change request automatically added to the release plan.

To relate existing change requests

1. On the Release Plan tab, click + Related existing Change Request.
2. From the Relate existing Change Request pane, select an item type and click Search.
3. From the search results, select a change request and click Save.

To add activity to the release

1. Click the Release Plan tab.
2. Click + Create > Activity From Scratch to create and relate change requests to the release plan.
   To create the activity by using a activity template, you can select Activity From Template. 
3. In Create Activity for Release, enter the values in the required fields.
4. Click Save Ticket.
   The activity is added to the release plan.

To create tasks

1. On the Release plan tab, open the activity to which you want to add the task.
2. Go to the Tasks section of the activity, and click Add Task.

3. Select one of the following options to create tasks:

   • From Template: On the Select Task Template pane, select the type of template, the activity type, and then select an appropriate template and save the task.
   • From Scratch: Add task details and save the task.

   The task is created according to the values that you specified, and added to the activity.

To assign release activities

You can also change the assignment of the activities when you create the release request.

1. Open the release request.
2. Click on the Release Plan tab.
3. Click the activity whose assignment you want to change.
4. Click Edit.
   
5. Select Assign to me to assign the release request to yourself.

When you are in the Initiate milestone, you must create required release manifests. A manifest functions like a packing list or an invoice. It describes the schedule and provides an overview of the contents of a particular release. Here you split the requirements of the release into logical groups of change requests and activities that can be handled efficiently by change coordinators and activity assignees.

You can relate a change request to the release or you can create an ad hoc change request and activity to add to the release. The manifest items are grouped in the Order column, for example, 0, 1, and 2. However, the order does not enforce a sequence for execution.

Manifests support and provide visibility to the milestones of the release. You can configure the application to enforce that the manifest changes or activities included in the release must be completed during that milestone for the release to move to the next stage. For more information about configuring milestones and exit criteria, see Configuring-phase-and-exit-criteria-milestones.

In a release, the Manifest tab defines the contents of a release for each milestone. You create the associations between a release and the various release activities or change requests that are necessary to implement and close it.

Finally, collision detection is automatically run when you save the release. It runs only on new change requests that you have added to the release.

To create a manifest

1. In the Release form, click the Manifest tab.
   The Manifest tab displays the release activities and changes related to the release.

2. From the Request Type list at the bottom of the Manifest tab, select Infrastructure Change or Activity.

   Important

   The contents of the search form depend on the type of application object that you selected in the Request Type list.

   Request type	Action	Reference topic
   Infrastructure Change	Search—Opens the Change Relationship Search form. Use this form to search for change requests, and then establish a Consists of relationship change to the release. Create—Opens the Change form in a New mode. View—Opens the change that is related to the release. Remove—Removes the change from the relationship with the release. It does not delete the change.	Creating-a-change-request-at-the-Initiate-stage
   Activity	Create—Opens the Activity form in a New mode View—Opens the activity that is related to the release. Remove—Removes the activity from the relationship with the release. It does not delete the activity.	Creating a release activity

3. Add the activity or change to the release manifest.
   The Manifest Attributes dialog box is displayed. You can specify the milestone in which the change or activity should be grouped.

   

   Important

   You can add multiple change requests to the release and assign them to different milestones.

   

4. Specify the milestone for the activity or change, for example, Deployment.
5. Click Apply, and then close the Manifest Attributes dialog box.
   The original release request is displayed. 
6. Click Refresh to view the related request types appear in the Changes and Activities table.
7. Click the up or down arrows next to Refresh, to change the order of items that have been added to the release manifest.
   The manifest items are grouped in the Order column, for example, 0, 1, and 2. However, the order does not enforce a sequence for execution.
8. Click Rollup next to the Risk Level field to accumulate the risk level, cost, and time from the related change requests and activities (displayed on the Manifest tab).
   The highest Risk Level of all the related change requests is used when rolling up the Risk Level. The risk rollup is not performed automatically. The release user can override the risk rollup with a different value. If you need to add change requests or activities at other milestones you can click Rollup as required on demand. The following information is rolled up from the changes in the release manifest.
   • Budget Cost and Actual Cost—Rolls up financial data from change requests and activities into the release. You can view costs under Links > Financials.
   • Time—Rolls up the time spent (in minutes) from change requests and activities to the Release form. You can view the time spent on the Date/System tab and the Assignment tab of the Release form.
9. Click Save.

To create a release activity

1. Perform one of the following actions:
   • In the Initiate milestone of the Process Flow Status bar, click the arrow and select Action > Create a New Activity.
   • On the Release Management console, click Create.
   • On the Manifest tab of the Release form, select the Activity request type and then click Create.
     The Activity form is displayed. The tabs that you see vary according to which other applications are installed, for example, BMC Service Level Management.
     The activity initially appears in Draft status. To enable the activity from Draft status to be moved to its next status, enter information into the required fields.
2. (Optional) Use an activity template to fill out the contents of the activity.
   Activity templates are especially useful in any activity that follows well-defined methods for specific and repeated requirements. Activity templates do more than simply fill out fields for you; they can also include tasks with the activity. 
3. In the Summary field, enter a brief description of the activity.
4. In the Detailed Description field, enter a more complete description of the activity.
5. Select the Priority to identify the importance that you, as support staff, assign to the activity.
   Priority indicates the relative order in which activities should be addressed. It is influenced by considerations of risk and resource availability. The default value of the Priority field is Low.
6. In the Requester tab, enter the person creating the activity (Requested By).
   When an activity is being created, the Requested By information is populated automatically with the people and group information of the person logged in. In Search mode, these fields are blank.
   To modify this information, click in the Last Name field and enter partial information about the individual you are looking for.
7. From the People Search dialog box, select the appropriate user record, and then click Select.
   The other fields in the Requested By section are filled in with information from the user's People form record.
8. Enter the location information for the activity.
   The Location Information is populated automatically with the company information of the person logged in.
9. Complete Assignment information about the activity.
   For information, see Assigning release activities.
10. (Optional) Define work information about the activity.
11. (Optional) Create tasks associated with the activity.
12. (Optional) Complete the financial information associated with the activity.
13. (Optional) Plan the activity's dates.
14. Click Save.

To add work information to a release activity

Modify the activity with work history entries that you create during its life cycle to document the activities that are performed or information that is gathered. Use the Work Info tab to add work information regarding tasks performed on the current activity. For example, you can track an activity's progress by recording the steps that you took to implement it in the work history, or you can attach a detailed training plan as part of your overall release strategy.

As you track and supervise an activity, move it from one status to another, for example, from Assigned to In Progress. The activity should follow the stages in the recommended life cycle. If you have simple activities or activities that are already underway, you might see that the status is set to Pending or some other status. Also, categorize the work information about the activity (for example, General Information).

1. On the Release Management console, select the activity from the Change Requests and Activities table, and click View.
   The activity is displayed in the Activity form.
2. Make the appropriate changes.
3. Click the Work Info tab and perform the following steps:
   1. From the Work Info Type list, select the type of work information you want to add.
   2. From the Source list, select the source of this information. 
      Information sources can include, for example, email, system assignment, or the Web.
   3. Enter the details of your work information record in the Summary and Details fields.
   4. To add an attachment to the record, right-click in the attachment table and select Add from the menu that is displayed, or for browsers, click the Add button.

   5. From the Locked list, select Yes or No to lock the log.

      Warning

      If you select Yes, you cannot modify the work log after you save it.

   6. From the View Access list, select one of the following options:
      • If you want only users within your organization to see the entry, select Internal.
      • If you want everyone with access to the system to see the entry, including requesters, select Public.
4. When you finish updating the record, click Save. 
   The Save operation adds your entry to the work log history. If your user ID does not have permission to modify the record, the Save button is disabled. In this case, click the Add to Work Info History button to save the work info entry.
5. To see a report of the activities that you performed against this activity, click Report.

6. To display all the entries for work information history, click View.

   Important

   When you return to the Release Management console, refresh the Change Requests and Activities table to display all the modified records.

7. Click Save.

To add financial information to a release activity

Optionally, you use the Financials tab to enter the budget and actual costs for the activity.

1. Open the activity.

2. Click the Financials tab.

   

3. In the Budget Cost area, click Add to include an estimated cost for the activity.
   This field is read-only. You typically enter this information at the Planning stage of a release.
4. In the Costs dialog box, enter the relevant information in the following required fields:
   • Cost Center Code—The code name for the business unit or organization within the company that is charged for servicing the activity. The default cost center is the business unit to which release coordinator belongs, but you can modify it.
     When you select the cost center code, the Company and Cost Center Name fields display the values attached to the cost center code.
   • Cost Category—The category, which is automatically filled according to the application you are working in.
   • Related Cost—The currency rate selected from the list. Your administrator sets the available currencies.
5. Save your changes in the Costs dialog box.
6. On the Financials tab, click View to modify the budget costs.
   For information about using other fields on this dialog box, see Adding-and-modifying-costs.
7. In the Actual Cost area, click Add to include the final cost for the activity.
8. Click Save.

To assign activities

An activity must be assigned to a Support Group. However, a specific request manager is typically responsible for the overall activity process.

1. Open the activity and click the Assignment tab.

   

   Based on the default configuration and requester information in the activity, certain fields might already be completed.

2. To assign a request manager or assignee, make selections from the Activity Assignee field.
   If required, click Clear to remove information from the Activity Assignee fields.
3. Enter the time spent resolving the activity and save the activity.
4. The activity assignee is automatically notified of the assignment.

To reassign activity assignments

If you cannot accept or resolve an assigned activity, you can reassign the activity to another assignee, or you can ask your manager to reassign the activity. If the activity was categorized incorrectly, it can also be reassigned.

1. Open the activity so that it is displayed in the Activity form.
2. On the Assignment tab, select the manager or assignee to whom you want to assign the activity.
3. Click Save.
   The manager or assignee is notified of the reassigned activity.