Change Management Options

aras.comCopyright © 2013 Aras. All Rights Reserved.
DOMOREA C E 2 0 1 3

aras.comCopyright © 2013 Aras. All Rights Reserved.
A C E 2 0 1 3
Change Management Options
Figuring out which Change workflow is for you
Simple, Express, CMII or Custom

aras.comCopyright © 2013 Aras. All Rights Reserved. Slide 3
Agenda
 Aras Change Management Philosophy
 CMII Change Process: PR, ERC, ECN
 Simple Change Process: ECO & MCO
 Express Change Process: ECO & Impact Matrix
 Document Change Process: DCO
 Optional Custom Change Processes
 Custom Change Process Examples
 Summary

Why Change Management ?
 As soon as there is a need for managing revisions of a data object you need
to think about managing the changes between revisions.
 Scenario 1 - If you deal with a single object that has revisions, change
management is usually very simple.
 Scenario 2 - If you deal with data objects that have revisions that are
related to other data objects that have revisions (revisioned
structures), you are introducing the principles of configuration
management and change management can get very complex. In addition to
revisions the behavior of relationship (fixed or float) must be managed, as
well.
Doc 1000 – Rev A
Doc 1000 – Rev B
Doc 1000 – Rev C

The Impact of
Enterprise Changes
 Functional Impact – Do other items need to be changed ?
 Price Impact – Will the price of this item and other affected items change ?
 Timing Impact – Will it delay or speed up other activities ?
 Cross-Functional Impact – Who needs to be informed and agree ?
 Customers, Partners ?
 Purchasing, Supply Chain, Manufacturing, QA ?
 And more …
Planning and Executing a Change can quickly impact many different
organizations in your company. Decision making and approvals sign-offs
will require additional coordination.
 Any Change will create Effort and Cost
 New Design, New Prototype …
 Documentation Change …
 New Tooling …
 Meetings, Reviews …

How to Plan a Change ?
 Do planning and approvals outside of PLM:
and then only run „Change Orders“ in Aras to execute on the planned
changes and document(s) changed.
 In this case the Simple Change Process or Manual Revision & Release are
what you want to use.
 Do planning as part of the Change Management Process inside
PLM:
and document the planning & approvals, as well as, execution of
„Change Orders“ in Aras.
 In this case change mechanisms that support planning and documenting
your change actions & decisions and that allow change impact analysis are
what you want to use. Either CMII, Express Change Process or Custom.
 Aras provides Out-of-the-Box (OOTB) Functionality
that supports both approaches.

Aras Change Processes:
Out-of-the-Box (OOTB)
 CMII Change Process: PR  ECR  ECN
 Simple Change Process: ECO & MCO
 Express Change Process: ECO with Impact Matrix
 Document Change Process: DCO
 Manual Revision & Release: No Process  By Permissions
 The owner of a Part or a Document
has the security permissions to
revise and release
without a workflow

CMII Change Process
 The CMII Change Management principles define multiple stages for a
Change process.
 CMII defines specific users roles responsible for each of the stages.
 At a high level: Multiple PRs can be mapped to an ECR and multiple ECRs
can be mapped to an ECN that finalizes the Change process.
PR
PR
PR
PR
PR
PR
PR
PR
ECR
ECR
ECN
Anyone
can raise
a Problem Report
Change Specialist 1 (role)
Coordinates PR‘s and ECR‘s
Change Review Board
(CRB) Reviews and approves
Change Implementation Board
(CIB) Validates and approves
Change Specialist 2 (role)
Coordinates ECN‘s

CMII Changes: PR & ECR
Simple Workflow for PRs
ECR is used to document Change Impact,
Criticality, Change Cost, and Timing to determine a
Go or NoGo decision by members of the
Change Review Board (CRB)
ECR Workflow includes review activities for the CRB

CMII Changes: ECN
Then, an ECN is used to
document implemented
changes and effectivity date.
The versioning of affected items
takes place here.
The Change Implementation
Board (CIB) approves the
completed changes.
With the release of an ECN all
affected items are also released
to their planned new revisions.

Simple Change Process:
ECO & MCO
 Offers a streamlined approach to managing changes
 Can be used in parallel with CMII change process
 Engineering Change Order (ECO)
 Used to add, update or delete parts and documents in three state
changes.
 ECO is shorter than the CMII process by removing the PR and ECR steps
from the process.
 Both Parts and Document (and CAD) items can be driven by this ECO
 Manufacturing Change Order (MCO)
 Used to edit an Approved Manufacturers List (the AML tab on Parts)
after a Part has been released.
 Does not increment revision sequence.

Simple ECO Form & Workflow
Simple ECO allows for
optional Reviews and Fast
Track.
Changes to Part, Document
and CAD items can be
managed together.
The Signoffs tab provides
quick access to the
Workflow History and to
pending workflow activities
of the current user.

Express Change Process
Different ECO Option that inc Impact Matrix
 Can be used in parallel with CMII and/or Simple ECO change process.
 An additional planning step is included on the workflow.
 During planning an intelligent “Impact Matrix” allows to define and plan
change actions.
 The Impact Matrix:
 Provides an interactive user interface for where-used / impact analysis
 Utilizes new item actions:
Release, Revise, Renumber, Supersede, Obsolete, Review, None
 And it supports relationship actions: Add, Modify, Delete
 For additional access control – a team can be assigned (team
manager, members and guests)
 Like with Simple ECO the Signoffs tab is enabled for quick access to the
Workflow history and current workflow activities.

Express ECO Form Impact Matrix
and Workflow

Document Change Process: DCO
 Can be used in parallel with CMII and/or
Simple ECO and/or Express ECO.
 This Change Process is designed to be used
for changes to Document or CAD items.
 Like Express ECO it utilizes Team access
controls and the quick access to the
Workflow on the Signoffs tab.
 Benefits
 Can be used to do a „mass“ release of a list of
Documents in one process. With reviews.
 Can be used to do change revisions of a list of
Documents in one process. With reviews.

Need a Custom Change Process?
If the OOTB Change Processes (ECR, ECO etc.) DO NOT FULFILL your company‘s specific
change management requirements, then you still have options:
 Adapt existing Change Process. Common extensions include:
 Additional access control logic  will not impact the versioning behavior of the change process
 Add more Properties or Sub-Forms with checking logic  will not impact the versioning
behavior of the change process
 Add new or different Assignees to existing workflow activities  easy to do
 Add new Workflow Activities  you may need to extend existing workflow business logic
 Add steps to the change process Life Cycle Map  you may need to extend existing business
logic of the lifecycle map driving the Affeected Items mechanism
 Build your own Change Process (own Forms, Lifecycles and Workflows – It‘s Not Hard)
 If your new process does not need to be used interchangeably with the OOTB change forms and
workflow, then you are pretty free to add any new form, workflow , business logic.
 If your new process does need to be used interchangeably, you will need to connect to the
functionality of the OOTB processes and match your data model with the „Affected Item“
concept and the concept of flagging pending changes.

Custom Change Examples
Special circumstances, competitive practices, complexity
may create need for custom change process
 Lear – Engineering driven Automotive
 Spontech Spine – QA driven Med Devices
 Xerox – Time-to-Market driven Electronics

Lear Change Workflows
Slide 18
Main Workflow
Additonal Sub-Flow for complex changes

Lear Change Form
Slide 19
Multiple Programs, Multiple Locations Impacted based on Affected Items

Spontech Spine
One Main CM Form many Sub-Forms and Sub-Workflows
Main
CM
Analysis
Dispo Actions
Change Plan
Action Item
Single Item
Change
Order
Affected Documents
All sub workflows of „Single Item Changes“
and „Action Items“ must be closed before
Main CM workflow can close
Adhoc
Actions Affected Parts
Sub-Forms on Tabs
Sub-Workflows
Sub-Workflows

Spontech Spine Change Form

Xerox Change Workflow
Many Optional Steps to Handle Wide Range of Scenarios

Summary
 The core behavior for versioning and revisions can be turned on (and off) with just a
simple flag on an Item Type (manual or automatic).
 OOTB Item Types: Part, Document, CAD have versioning turned on by default.
 Your custom Item Type can easily be defined as versionable items.
 Relationship behavior can be configured to be „fix“ or „float“ for a wide variety of
complex configuration management requirements. Addl rules can be customized.
 The core behaviour for versions & revisions can be extended by customizing the
„Version“ event and/or the related life cycle states and/or workflow activities logic.
 To get started quickly, you can choose to use any of the OOTB change forms and
processes in Aras. (like ECR, ECO, DCO etc.)
 You can easily build your own change forms, lifecycles and workflows for more
specialized change processes and change collaboration scenarios.
Everything is Possible: from very simple version control
to highly specialized and complex change and
configuration management procedures, as required.

 Integrated „Help“ Just Ask Innovator
 Search for: PR, ECR, ECO, or CMII
 Aras Training
 Configuring Solutions Course
http://www.aras.com/university/training-classes.aspx
 Online Learning - Product Engineering Essentials
http://www.aras.com/SubscriberPortal/
(for Subscribers)
 Educational Organizations
 Institute of Configuration Management http://www.icmhq.com
 Configuration Management Process Improvement Center http://www.cmpic.com/
More Information

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Change Management Options

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