Guide to Change Management Procedures

Tags SOP Change

Intended Audience: Faculty and Staff

Summary

This article outlines PVAMU’s Change Management procedures, including requirements for approval, documentation, and communication when making changes to mission-critical systems, the Banner environment, or the campus network. It also details processes for standard, emergency, and Banner-specific changes to ensure security, compliance, and minimal disruption to University operations.

Problem

Without a structured change management process, PVAMU risks unexpected downtime, security gaps, and data issues that disrupt critical services. Uncoordinated changes can also lead to compliance violations and frustrate users who are left unaware of planned outages or system impacts. The absence of oversight creates both operational and reputational risks that threaten the University’s ability to function effectively.

Solution

Use the PVAMU Change Management Standard Operating Procedure (SOP) to request, review, test, approve, and document changes. This process provides accountability, transparency, and protection for the campus community.

Steps

General Change Procedure

  1. Implement and test changes in a test environment.

  2. Obtain sign-off from the information owner or CITE Manager.

  3. Submit a Change Management Request Form in TeamDynamix by 5:00 p.m. Friday before the Tuesday meeting.

  4. The Change Coordinator (ISO – Henry Rose) will invite the initiator/implementer to the Tuesday 11:00 a.m. Change Management Meeting (via Teams).

  5. Committee decisions:

    • Approved – change is authorized for production.

    • Rejected – change is denied unless a risk exception is submitted.

    • Pending – more information is required.

  6. If approved, schedule the change during a standard change window.

  7. Add the change to the official change calendar.

  8. Communicate planned changes to impacted users.

  9. Verify success after implementation and provide feedback to CITE.

  10. Document the change in compliance with audit standards.

Emergency Changes

  • Must address an urgent business or security need.

  • Require manager sign-off and documentation explaining the emergency.

  • May be implemented immediately, with documentation submitted before the next meeting.

  • If an outage is required, the CIO must approve.

Banner Change Procedure

  1. Test and document the change in the Banner test environment.

  2. Obtain approval from the information owner/requestor.

  3. Submit the Change Request in TeamDynamix.

  4. Committee reviews at the Tuesday meeting.

  5. If approved, CITE schedules the change in a normal change window based on urgency.

  6. Add change to the Banner change calendar.

  7. Implement the change, retain documentation, and notify Banner information owners.

  8. Verify success and provide feedback.

  9. Emergency Banner changes may be implemented first, with documentation submitted afterward.

Additional Resources

We Value Your Feedback

Prairie View A&M University is dedicated to improving the way we serve students, faculty, and staff. If you have suggestions on how we can make this article clearer, more helpful, or easier to follow, we welcome your comments. Your feedback helps us enhance our Knowledge Base and provide better support to the Panther community.

Print Article