Change Management
AQL Change Management is a comprehensive solution designed to streamline and automate IT change request processes across an organization. Built using Microsoft Power Apps, Power Automate, and Dataverse, the system simplifies the creation, planning, approval, and implementation of changes while ensuring compliance with organizational and ITIL standards.
With dynamic approval workflows, role-based access, configurable master data, and integrated communication, the application empowers teams to manage change requests efficiently and maintain full visibility across the entire change lifecycle. This document provides an overview of key features and functionality to help users manage and track changes effectively.
Features for the Change Management
Change Request Creation
- Allows users to submit Normal or Emergency change requests
- Auto-generates unique change request numbers
- Cascading fields for Category → Service → Service Offering → Configuration Item
- Supports priority, impact, and risk selection from master data
- Enables assignment of approvers, teams, and implementation owners
Master Data Management
- Comprehensive management of Categories, Priorities, Impacts, Close Codes
- Ability to create Services, Service Offerings, Configurable Items (CIs)
- Manage Change Advisory Board (CAB) Members, Change Creators, Change Managers, and Change Management Users
- Editable Email Templates for notification communications
- Fully supports Add, Edit, Delete, Search, and Filter operations
Approval Workflow
- Supports both Normal and Emergency approval paths
- Normal changes go through Configurable Item Owner → Change Advisory Board (CAB)
- Emergency changes route directly to Change Advisory Board (CAB) for expedited approval
Approval types include:
- Everyone must approve
- First responder approval
- Maintains a complete audit trail of approval decisions
Planning & Scheduling
- Configuration Item Owner completes planning for Normal change types
- Authorized changes move to the scheduling stage
- Assigned users provide implementation details and update the status
- Ensures structured, stage-based execution of changes
Communication Center
- Built-in messaging for Requesters and Approvers
- Communicate with internal users, internal teams, or external users
- Supports attachments and rich-text email body
- Displays all communication in a consolidated grid for transparency
Lifecycle & State Tracking
- Tracks every stage of the request life cycle:
- New
- Accessed
- Change Advisory Board (CAB) Approval
- Authorized
- Scheduled
- Implemented
- Reviewed
- Closed
Dashboard & Status Monitoring
- Centralized dashboard to view all change requests
- Search and filter options by change number, requester, priority, or state
- Sortable columns for quick navigation
- Separate views for “All Requests” and “My Approvals.”
Configuration Management
- Configure connection references for Dataverse, Approvals, Office 365, and Outlook
- Activate and manage Power Automate flows
- Available only to system admins
Role-Based Security & Compliance
- Ensures appropriate access using hierarchical roles
- Admin-only access to sensitive configuration and master data
- Provides complete audit logs for transparency
Automated Notifications
- Sends emails for approvals, scheduling, and implementation updates
- Reminder notifications for pending actions
- Notifications powered by customizable email templates
