Introduction:

Unless there is some kind of exceptional circumstance, no formal change in the IT space can be implemented without a Request for Change (RFC) form. In short, this form is the first step to making a change, and contains all information required for review and approval. 

It might not be so glamorous, but this basic template is incredibly powerful and can lead to changes that have a huge impact on the growth of your organization. 

By using the change request form process, you can:

  • Formally record all change proposals
  • Accurately evaluate the impact of implementation
  • Identify counter-measures to minimize risk
  • Outline a back-out strategy in case of failure
  • List the costs and benefits of adopting the change
  • Establish an efficient submission and approval process
A little info about Process Street

Process Street is superpowered checklists. By using our software to document your processes, you are instantly creating an actionable workflow in which tasks can be assigned to team members, automated, and monitored in real-time to ensure they are being executed as intended, each and every time.

The point is to minimize human error, increase accountability, and provide employees with all of the tools and information necessary to complete their tasks as effectively as possible.

Enter basic details

First, enter basic information regarding individuals proposing the change and the date when the proposal will be submitted

Enter change type

Select what type of change you are proposing from the drop-down list below. 

If you select "Other", be sure to elaborate in the text form field. 

State proposed change priority

Select a priority level for the proposal from the list below

Upload prior change proposal

Upload the prior change proposal below for reference.

Change proposal:

Detail the proposed change

Concisely describe the change in the form field below

Explain the reason for its implementation

Explain why the change should be implemented. 

Change evaluation:

Evaluate the business impact

Outline what you foresee the business impact being if this change is implemented.

Identify which services will be affected

List which services will be affected by the change, along with a short description of how the service will be affected during and after implementation.

Propose a time schedule for the implementation

Although its too early to confirm a time schedule for the change proposal, its good to make some estimates that give an idea of how long the process will take.

Answer questions like:

When do you think the change needs to be made?

How long do you anticipate the implementation process taking?

Identify the risks of implementation

Propose counter measures

To maximize the chances of your proposal being approved and the change implemented within the time schedule you suggested, outlining clear counter-measures to neutralize any significant risks is absolutely critical. 

Review the list of risks and determine what counter-measures could be taken to mitigate them as effectively as possible. 

Risks of implementation: {{form.Risks_of_implementation}}

Outline a back-out strategy in case of failure

In case the change implementation fails, what is the back-out strategy to ensure services and business operations return to normal as soon as possible?

Describe below what steps should be taken in order to return to normal function if the change implementation fails. 

Estimation of resources requirements:

Estimate required personnel resources

Estimate work effort for the personnel resources

Next, attach a level of work effort that you anticipate for each personnel.

How many hours/days of work do you think will be required from each personnel resource?

Personnel resources: {{form.Estimation_of_required_personnel_resources}}

Upload any supporting documents

RFC submission:

Review all information in the proposal

All of the information entered in this checklist is presented below so you can easily format it into a separate document if required by your organization. 

Basic details

Change owner: {{form.Change_owner_-_Name}}

Initiator of the RFC: {{form.Initiator_of_the_RFC_-_Name_(if_different_to_the_change_owner)}}

Change priority: {{form.Change_proposal_priority_level}}

Prior change proposal: {{form.Prior_change_proposal}}

Change proposal: 

Description of proposed change: {{form.Description_of_the_change}}

Reason for the change: {{form.Reason_for_the_change}}

Change evaluation: 

Business impact: {{form.Business_impact}}

Services that will be affected: {{form.Services_affected_by_the_change}}

Proposed time schedule: {{form.Detailed_time_schedule}}

Risks of implementation: {{form.Risks_of_implementation}}

Counter-measures: {{form.Counter-measures_to_risks_of_implementation}}

Back-out strategy: {{form.Back-out_strategy}}

Resource requirements:

Required personnel resources: {{form.Estimation_of_required_personnel_resources}}

Estimation of required work effort: {{form.Estimation_of_work_effort_required_by_each_personnel}}

Supporting documents: {{form.Supporting_document_#1}} {{form.Supporting_document_#2}}

Approval: RFC ready for submission

Will be submitted for approval:
  • Review all information in the proposal
    Will be submitted

Upload the final RFC document

Upload the final RFC document and/or link to it.

This is what will be submitted to change management. 

Submit RFC to change management

Submit the change proposal to change management, knowing that you have covered each and every aspect of the change, thereby maximizing your chances of approval and swift implementation. 

RFC file: {{form.Request_for_Change_(RFC)_form}}

RFC link: {{form.Link_to_Request_for_Change_(RFC)_form}}

For tracking purposes, you can also enter the link to the change record below. 

Sources:

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