1.3 default

Ownership

The person or team responsible for the system or change.

• Definition: Clear assignment of accountability and authority for a system, process, or change initiative

• Example: The IT department owns the payroll server

• Methods: Assigning system owners, documented responsibility lists

Approval process

Getting official permission before making changes.

• Definition: The formal process of obtaining authorization from designated authorities before implementing any system changes

• Example: Managers must sign off before software updates are installed

• Methods: Change request forms, approval meetings

Stakeholders

People or groups affected by a change.

• Definition: Individuals, teams, or organizations that have an interest in or are impacted by system changes

• Example: HR, IT, and employees are stakeholders in a payroll update

• Methods: Stakeholder meetings, communication plans

Impact analysis

Checking how a change will affect systems and users.

• Definition: Systematic evaluation of potential consequences and effects of proposed changes on systems, processes, and people

• Example: Determining if updating an application could cause downtime

• Methods: Risk assessment, scenario planning

Test results

Outcomes from trial runs of the change in a safe setting.

• Definition: Documented findings and data collected from testing changes in controlled environments before production deployment

• Example: Testing a new patch on a test server and recording results

• Methods: Lab testing, pilot rollouts, test reports

Backout plan

Steps to undo the change if something goes wrong.

• Definition: Pre-planned procedures to reverse or restore systems to their previous state if a change fails or causes problems

• Example: Reinstalling the old software version if an update fails

• Methods: Backup restoration, documented rollback procedures

Maintenance window

Scheduled time for making system changes safely.

• Definition: Pre-arranged periods during which system maintenance or changes can be performed with minimal impact to users

• Example: Updates performed Sunday at midnight to minimize disruptions

• Methods: Maintenance calendars, user notification ahead of time

Standard operating procedure (SOP)

Detailed, step-by-step instructions for tasks or changes.

• Definition: Standardized written procedures that provide consistent guidelines for performing specific tasks or processes

• Example: SOP for resetting user passwords

• Methods: Written guides, staff training, procedure manuals

Allow lists/deny lists

• Definition: Lists that permit or block certain users, devices, or actions.

• Example: Only approved IP addresses can access admin consoles.

• Methods: Firewall rules, email filters, application whitelisting.

Restricted activities

• Definition: Limits on what can be done or who can do it.

• Example: Only admins can install new software.

• Methods: Role-based access control, group policies.

Downtime

• Definition: When services are unavailable, often for changes or updates.

• Example: Website offline for maintenance.

• Methods: Scheduling downtime in advance, using backup systems.`

Service restart

• Definition: Stopping and starting a service to apply changes.

• Example: Restarting the web server after updating settings.

• Methods: Command-line tools, service management consoles.

Application restart

• Definition: Closing and reopening a program to finish updates.

• Example: Restarting the payroll application after a patch.

• Methods: User prompts, automated restart scripts.

Legacy applications

• Definition: Older software that might not work well with changes.

• Example: A 15-year-old HR system can’t handle new security patches.

• Methods: Isolating legacy systems, testing compatibility.

Dependencies

• Definition: Other software or systems that rely on the one being changed.

• Example: Changing a database that multiple apps use.

• Methods: Dependency mapping, impact assessments.

Updating diagrams

Revising technical drawings or flowcharts to show changes. Example: Adding new servers to a network diagram after an upgrade. Methods: Use of diagram tools, regular documentation reviews.

Updating policies/procedures

Revising written rules or instructions to reflect changes. Example: Changing the access control policy after a new security system is installed. Methods: Policy review meetings, document versioning.

Version control

System for tracking and managing changes to files or code. Example: Using Git to track software code updates. Methods: Source code repositories, commit logs, automated backups.