Change management controls are established to ensure changes to the Jenzabar and integrated systems and programs be documented, authorized, tested, reviewed, and approved prior to being put into use.
The procedure applies to Jenzabar system changes, whether initiated internally or by Jenzabar.
This procedure outlines changes for Jenzabar Systems Maintenance Orders (SMOs). SMOs are required changes that the College must make to the Jenzabar system at least twice per year. SMOs are mandatory to be conducted by Information Services staff and do not seek Change Advisory Board approval.
Requested changes that are not related to a SMO will be addressed to the Change Advisory Board (CAB) for review and recommendation to the Executive Team for action. The Change Advisory Board maintains a separate set of guidelines for changes.
Requests for such changes must be initiated by completing an Information Services Change Management (ISCM) form. This form will be sent to the Coordinator for Administrative Systems and Projects who will review the plan, assign a control number and present the ISCM Form to selected Northland Pioneer College Staff for review, comment and signature.
The Chief Information Officer or designee will review the request to determine if approval for moving to development should be granted.
If approved, the Coordinator of Administrative Systems and Projects or designee will coordinate with the Systems Analysts to create a development plan and assign staff members to perform the required testing in a controlled testing environment.
If not approved, the Coordinator of Administrative Systems and Projects or designee will notify all affected users of the decision.
Once development has been completed and signed off by the responsible Systems Analyst, the change will be moved to a test phase environment. The Systems Analyst and assigned staff members responsible for testing must be different from those who developed the change. Upon satisfactory test and thorough documentation of changes, the Coordinator of Administrative Systems and Projects or designee will approve or deny the release of this change to the production environment. A Systems Analyst who was not involved in the test phase will be responsible for implementing the change into the production system.
It is imperative to ensure that the responsibilities for developing and implementing changes be separated from the responsibilities of authorizing, testing, and approving changes.
Documentation will be maintained for testing changes and the results and be placed in a change management log for permanent record storage.