Change request - Implementation

Prerequisites

Activity codes

Functional

 CCM : Change control management

 ECC : Product version management

General parameters

The following general parameters may change the way the function is working :

Common Data

 CCMAPPROVE (defined at level User) : Approver

 CCMCHGMAN (defined at level User) : Change manager

 CCMCMDEF (defined at level Folder) : Default change manager

 CCMDEPT (defined at level User) : Department

 CCMEMAILAP (defined at level Folder) : Email approver

 CCMEMAILCM (defined at level Folder) : Email change manager

 CCMEMAILCR (defined at level Folder) : Email creator

 CCMEMAILP (defined at level Folder) : Email planner

 CCMPLADEF (defined at level Folder) : Default planner

 CCMPLANNER (defined at level User) : Planner

 CCMROLE (defined at level User) : Role

Sequence numbers

The sequence numbers used to number the documents managed by this function are :

 CCMCR : Change request

The sequence number assignment function defines the sequence number which is used

The following table shows the components that make up the structure of the record ID:

You can use the function Structures (GESANM) to change the components to suit your organization.

 The total length of the individual components is displayed in the Miscellaneous field Length.

Once you have defined the structure of a sequence number you can set the start value. You can do this using one of the following methods:

• Click the Reset to zero check box in the Miscellaneousblock.
• Use the function Sequence number values (MODCPT) to set the start value for each component of the counter CCMCR.

Authorizations

This function is object managed. The creation, modification, and cancellation operations can be activated or de-activated for a given user. Filters by rolescan also be associated to this function.

Users

All employees that are permitted to be involved in your Change Control Management (CCM) process must have an active Sage X3 user record – the check box X3 connection on their User record (Users (GESAUS)) must be selected as this provides connection rights to Sage X3.

Visibility of and access to change requests is controlled using the standard Sage X3 user profile and access functionality:

• Access to a change request is controlled through the user’s profile. Their profile is defined on the General section of their user record and controlled through the permissions defined for their profile code (Function profile (GESAFT)).
   For unrestricted visibility and access to change requests, users assigned to the following CCM roles should have administrator rights:

• Change manager
• Planner(Project manager)
• Approvers
• Actioners
• Access to specific roles in your Change Control Management process is controlled through parameters. Roles are assigned and approved in the Parameterssection of the user record (TC chapter, CCM group).
• For users that do not have administrator rights, access to selected fields on a change request is controlled through the user’s access codes. These are specified in the Accesssection of their user record.
• The user’s functional profile also controls their site access and therefore the individual change requests visible to them.
  You must ensure your users have site access for Change control management, if you restrict your users’ access to Sage X3 by site. Site authorization is defined using the Functional authorisation (GESAFP) function for the function code GESCCM(Change request).
  With site authorization set up, visibility of and access to individual change requests will be determined by the Site field on the change request, as follows:
• If the Sitefield contains a value - the users assigned to the CCM roles above must have a profile code which has approval for the defined site.
• If the Sitefield is blank, that is, the change request is valid for multiple sites - the users assigned to the CCM roles above will have unrestricted visibility and access to the change request. The users assigned to the following CCM roles must, however, have a profile code which has approval for the transaction site:
• Approvers – site authorization will be required for each transaction type to which an approver user will be assigned.
• Actioners – site authorization will be required for each transaction site to which an actioner user will be assigned.
• The user’s menu profile must provide access to the Change control functions appropriate to their role in your CCM process.

Other prerequisites

Tables to be completed

The following tables are used by the function. Their content must be updated if necessary :

Local menus

The following parameterizable local menus are used by the function. Their content must be updated if necessary :

 Local menu number 2030 : Severity level

 Local menu number 2031 : Product version impact

 Local menu number 2034 : Change request status

 Local menu number 2035 : Reason for rejection

 Local menu number 2036 : User Role

 Local menu number 2037 : User Department

 Local menu number 2039 : Transaction type

 Local menu number 2043 : Attachment categories

 Local menu number 2054 : New change manager email text

 Local menu number 2055 : New planner email text

 Local menu number 2056 : Old change manager email text

 Local menu number 2060 : New approver email text

 Local menu number 2061 : Approver rejection email text

 Local menu number 2062 : All approver email text

 Local menu number 2063 : Plan complete email text

 Local menu number 2064 : Old approver email text

 Local menu number 2065 : Creator email text

 Local menu number 2067 : Old planner email text

Email notification texts

The text contained in a notification email is defined in the local menus listed above (Local menu titles suffixed email text). You can amend the text as required.

• Line number 1 (Code S) is the subject of the email.
  There can only be one line defined as a CodeS.
  The '$1$' part of the message is a parameter that is replaced by the Change Request ID at runtime, that is, when the email is triggered. Sage advises that you retain this parameter if you amend this message text.
• Lines 2 to n (Code B), where n is the last line of the email text, form the body of the email.
  There is no restriction on the number of lines you can use in an email. You should, however, consider the length of the email if you add lines.
• Line n+1, where n is the last line of the email text, is a system-generated uniform resource locator (URL) to the change request or implementation plan, as appropriate.
  This line is not available for amendment as the URL must be included by default in the email.

Tables used

The following tables are implemented by the function :