How to Set up Change Management for Requirements

Requirements change management (RCM) provides the ability for the product owner to manage an approval process for drafting and updating requirements. RCM provides an optional process that helps the product owner review and approve, or reject, requirements created by a Requirement Owner A CA Product Vision team member that creates and owns a requirement..

As the system administrator, you set up the approval process for requirement drafts and then enable or disable change management for requirements from the CA Agile Vision and CA Product Vision Administration menu.

Use the following processes to complete these tasks.

1. Create a public group for approvers
2. Set up the approval process for requirements
3. Enable or disable change management for requirements

How to Set Up the Approval Process for Requirements

When using RCM, users must use an approval process to finalize or update a requirement. The process defines what happens when requirement owners submit requirements and approvers either approve or reject requirements.

In the following process, you set up an approval process in Salesforce.com. This approval process contains one defined step, with two actions, to approve or reject the requirement.

Note: The approval process requires a public group to be available for the submitters and approvers. If you have not enabled a public group, complete the following preliminary step.

Enable the Customer Portal and Create a Public Group.

Setting up the approval process includes the following procedures:

1. Configure the Approval Process
2. Create the Approval Step in the Process
3. Add Actions for the Approval Step
4. Review and Activate the Approval Process

Create a Public Group for Submitters

Before you set up the approval process, enable the customer portal and set up a public group for the users that are submitters for requirements.

Important! There are two methods for completing this task. The method you use depends on your force.com license.

Note: If you have already created a public group, skip to the Create the Approval Process for Requirement Change Management step.

Follow these steps:

1. Go to the Salesforce.com Setup page.
2. Expand App Setup, and then expand Customize.
3. Look for the Customer Portal choice and choose one of the following options:
   • If you see the Customer Portal choice, expand it and use the following steps:
     1. Click Settings.
     2. Click Edit.
     3. Select Enable Customer Portal and click Save.
     4. Return to the main Set Up page and expand the Administration Setup menu, and then expand Manage Users, and Public Groups.
     5. Click New to create a new public group.
     6. Enter AllInternalSubmitters in the Group Name field.
     7. Select All Internal Users from the Available Members list add it to the Selected Members list.
     8. Click Save and return to the Setup page.
   • If you do not see the Customer Portal choice, use the following steps to create a group for users that approve or reject requirements:
     1. Expand Public Groups.
     2. Click New to create a new public group.
     3. Enter AllInternalSubmitters in the Group Name field.
     4. Select each user that needs to be a submitter from the Available Members list.
     5. Click Add to move the user names to the Selected list.
     6. Click Save.

        You have created the public group for requirement owners that submit approval requests.

     Important! Each time you create a new user, add the user to this group.

Create the Approval Process for Requirements

After you deploy the release package, configure the approval process for requirements objects.

Important! Configure only the fields and options that are listed in these steps. The other fields and choices keep their default values.

Follow these steps:

1. Log in as a system administrator and click Setup.

   The Salesforce.com setup page opens.

2. Expand App Setup, Create, Workflows & Approvals, Approval Process.
3. Select Requirement as the object for which you are creating the approval process.
4. Click Create New Approval Process.
5. Select Use Standard Setup Wizard from the drop-down list.
6. Enter the following name in the Process Name field: Change Management Process.

   The Unique Name field displays the name that you entered.

7. Click Next. Click Next again to skip the step for setting criteria.
8. Select Administrators OR the currently assigned approver can edit records during the approval process under Record Editability Properties.
9. Click Next and then click the Lookup icon in the Email Template section.

   The Lookup pop-up dialog opens.

10. Select Scrum Templates from the pull-down list.
11. Click RequirementsApprovalEmailTemplate from the Search Results and click Next.
12. Select the fields in the following list and click Add to add them to the Selected Fields list. The Selected Fields list specifies which fields appear on the approval page. The Title and Owner field names are already in the Selected Fields list.
    • Actual Cost
    • Actual Effort (in hours)
    • Age
    • Category
    • Closed Date
    • Complexity
    • Confidence Level
    • Created By
    • Current Version Number
    • Description
    • Financial Benefits
    • Parent Requirement (Select the first of two fields with this name)
    • Planned Cost
    • Planned Effort (in hours)
    • Planned vs Actual Cost
    • Planned vs Actual Effort (in hours)
    • Priority
    • Problem
    • Remaining Cost
    • Remaining Effort (in hours)
    • State
    • Version Status
13. Click Next.
14. Select Public Groups from the Search drop-down list to specify the submitter type.
15. Select Group: All Internal Users from the Available Submitters list and click Add.
16. Click Save.

    The What Would You Like To Do Now? page opens.

    Important! Chose the following option to complete the procedure successfully.

17. Select Yes, I'd like to create an approval step now.
18. Click Go! to open the New Approval Step page.

    In the next section you specify details about the step in which the requirement draft gets approved or rejected.

Create the Approval Process Step

In the previous section, you created the approval process and then opened the New Approval Step page.

In this section, you specify the name of the step and details such as how many approvers can be specified.

Important! Configure only the fields and options that are listed in these steps. The other fields and choices keep their default values.

Follow these steps:

1. Type Final Version Review in the Name field of the New Approval Step page and press the Tab key.

   The Unique Name field is automatically set to Final_Version_Review and the Step field is set to 1.

2. Click Next.
3. Select All records should enter this step as the default step criteria for the Approval Process step.
4. Click Next.
5. Specify up to 10 default approvers for the Approval Process step:
   1. Select Automatically assign to approver(s).
   2. Select Related User from the drop down list.
   3. Select Default Approver 1 as the related user.

      Optional: you can add up to nine more approvers to the list.

   4. Click Add Row and select Related User.
   5. Select Default Approver 2 to add a second default approver.

      You can repeat these steps to add Default Approver 3 - 10.

   6. Select Approve or Reject based on the FIRST response.
   7. Click Save.

      The What Would You Like To Do Now? page opens.

6. Select No, I'll do this later. Take me to the approval process detail page to review what I've just created.
7. Click Go! to continue.

   The Requirement: Change Management Process page opens.

Add Actions for the Approval Step

In this section, you specify each action that occurs for the requirement when:

• A requirement owner clicks Submit for Approval on the Requirement detail page
• The approver clicks either Approve or Reject for the draft on the pop-up dialog

Important! The choices defined in these steps are required.

At the end of the previous section, you opened the Requirement: Change Management Process page. This page shows the entire approval process and has sections in which you define the submission and approval step actions. Using the following diagram and the procedure that follows, update each section. The numbers correspond to the steps in the procedure.

Follow these steps:

1. Specify the Initial Submission Actions:
   1. Click Add Existing
   2. Select Field Update: Draft Submitted from the Search drop-down list.
   3. Click Add and then click Save.

      The Approval Processes page reopens.

2. Specify the Final Approval Actions:
   1. Click Edit next to the Record Lock action.
   2. Select Unlock the record for editing and click Save.
   3. Click Add Existing and select Field Update from the Search drop-down list.
   4. Select Field Update: Draft Approved from the Available Actions list
   5. Click Add, and then click Save.
3. Specify the Final Rejection Actions:
   1. Click Add Existing and select Field Update from the Search drop-down list.
   2. Select Field Update: Draft Rejected from the Available Actions list.
   3. Click Add, and then click Save.

   The approval process for requirements is now ready for review and activation.

Important! Review the actions and make sure that everything is correct. In next section, you activate the approval process and the step and actions cannot be changed.