Accela-Change Control Process Training Presentation

Outlines a change control process that can be used in Accela

1. Back Office Training Change Control

2. Accela Change Control The Change Control Process allows all of our users to be able to suggest a change or addition to the Accela system. Change Request submittals can be requests for reports, screen changes, workflow additions or changes, new record / permit types or the addition of custom fields or lists. Change Control Process Overview Any user may submit a Change Request by logging in to the Back Office and completing a Change Request record. The designated Supervisor will be notified by email and will need to respond to the Accelaration Support Team to authorize that request. The Accelaration Team will do an initial review on the request. Change that only affect a single user group or are something simple like a new report may be processed quickly. Change requests that affect multiple user groups will require review and approval by a Change Review Board (CRB). The CRB will meet to review the request and can approve, reject or suggest mitigation of requests. The requester will be notified of the outcome of the request.

3. Accela Change Control – Accelaration Team Review After a Change Request has been authorized by a Supervisor, the Team will review the request to: See if it’s technically feasible within the limits of the application. Determine significant outcomes (who and what process might it affect). If the change only affects a single user group or if it's something like a new report and it’s approved, the change may be processed quickly. The requester will be notified when the change is completed. If it affects multiple user groups, it will be escalated to the CRB.

4. Accela Change Control – Change Review Board Change requests that affect multiple user groups will require review and approval by the Change Review Board . The CRB is comprised of Subject Matter Experts (SMEs) from multiple disciplines (Plan Review, Intake, etc.), the Team and Director-level management , if necessary. The CRB can approve, reject or suggest mitigation (or workaround) of requests. Mitigation would involve the Accelaration Team finding a different way of solving the issue other than the one originally proposed by the requester. If the change is approved, there will be several rounds of testing in a test environment, as well as in the live production environment before final approval and implementation. Requesters and the CRB, if applicable will be informed about statuses and decisions on Change Requests. The entire Change Control process is transparent and can be tracked in Back Office. Change Request records can be searched for and viewed in the same manner as any other record so users can see the status and history on the request.

5. Accela Change Control – Submit Change Request Submit a Change Request Click the Launchpad Click Add New Record . Change control requests will require supervisor approval. Though we know that many requests are not so important that it's necessary (such as report requests), they are required fields. Requests may also be expedited . This might be a change that is needed immediately because customer service is being hampered or required processes cannot be accomplished due to the current configuration.

6. Accela Change Control – Submit Change Request Submit a Change Request The Record Select window will open with all of the available record types. Users can use the Search Record Type to search “change” or expand the Change Request Submittal menu . Select the Change Request type (Back Office, LauderBuild, Reports) and click Create Application .

7. Accela Change Control – Submit Change Request Submit a Change Request Fill in the required fields for the record. Select the Change Request type (Back Office, LauderBuild, Reports) and click Create Application . Project Name: Requestor name Project Description: User Group, Department and/or Division Change Control Fields: A description of the change and the reason for it Supervisor: Supervisor name and check the Supervisor Approval box Expedite Change Process: If Yes, enter an explanation Documents: Upload any supporting documents such as examples screenshots Click Submit . NOTE: Change Control requests can be searched for and viewed in the same manner as any other record.

8. Thank you! Questions Questions?