ARAS - change management

DOMORE
ACE 2013

Copyright © 2013 Aras. All Rights Reserved.

aras.com

ACE 2013

Change Management
Patrick Willemsen


aras.com

Presentation Outline
 Change Scenarios and Options
 CMII Change
 Express ECO




Impact Matrix
Workflow
Technical Implementation

 Custom Change Processes


Customer Showcases from Spontech, Lear and Xerox

 Q&A

 Note: Since this is a tech session we will not talk about product
change management concepts or implementation methodologies.


Slide 3

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Why Change Management?
 When managing revisions & versions of data and files you will need to

manage the change process between revisions.
 Scenario 1 -

for a single data item or file that has revisions,
change management is usually very simple

Doc 1000 – Rev A
Doc 1000 – Rev B
Doc 1000 – Rev C

 Scenario 2 -

data items or files that have revisions related to other data
items & files that have revisions (revision structures),
you are into configuration management principles and
change management can get very complex
CAD Structure

BOM Structure
00000588
00000512
00000688


Slide 4

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Change Management Philosophy
Change Scenarios
Scenario

Process Type

Aras Change Items

Manual Revision & Release Lifecycle only

Lifecycle  Items have states/status

Full Change Process

CMII
or
Express Change
Process

Either:
CMII  PR/ECR/ECN
Express  ECO/DCO
Conduct impact analysis, planning and
approvals and execute changes in Aras

Simple Change
Process

Simple  ECO/MCO: Only run basic
approvals for change execution in Aras to
implement changes

Custom Change
Process

Your custom change objects  Specific
corporate competitive practices, as basic or
sophisticated as you need

•
•
•

Request-to-Execution
Planning & analysis
Change implementation

Change Implementation
Only
•
•

No request required
Planning & analysis prior to
initiation

Highly Specialized
Competitive Process


Slide 5

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Aras Change Process Options
Out-of-the-Box
 Manual Revision and Release:

By Permissions

 The owner of the object has
the security permissions to revise
and release without a workflow

 CMII Change Process:

PR  ECR  ECN

 Express Change Process:

ECO with Impact Matrix & DCO

 Simple Change Process:

ECO & MCO


Slide 6

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Change Process Options
Out-of-the-Box
 Simply select your scenario


Slide 7

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Aras Innovator

CMII Change Process


Slide 8

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CMII Change Process
Steps & Roles
Anyone can raise
a Problem Report

PR
PR
PR

Change specialist I

Change specialist II

Coordinates
PRs and ECRs

Coordinates
ECNs

ECR

ECN
PR
PR
PR
PR

Change Implementation Board (CIB)
Validates & approves
implementation of changes

ECR
Change Review Board (CRB)
Reviews & approves
proposed changes


Slide 9

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CMII Change Process
Closed-Loop
ECN audit

Release

PLM Vault
for released
information

Change specialist III

DCRs
Work
copies

Work
authorization

Validation by users
Application

Document upgrade by creator

Must
conform

ECRs
Enterprise
change requests

CIB

Results

Cost estimates

By
CRB

Change specialist I

Technical review
by creator


15-25%

Fast Track

Business
decision
By
creator

Slide 10

ECNs
Change specialist II
ECN

75-85%

Implementation
plan by creator
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CMII Change Process
Change Types
Change activity

CRB

CIB

Change
category

Business
decision

75 – 85%
Fast Track

Basic
Low Risk

By Individuals

By Individuals

15 – 20%

Complex
Medium Risk

By standing
board of
management
representatives

By standing
board of
functional
specialists

0 – 5%

Complex
High Risk


Plan and
Implement

By special
board including top
management

Slide 11

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CMII Change Process
Change Impact
Impact
Form, Fit, Function

Do other items need to be changed?

Physical, Logical

Are the physical and/or logical aspects of the system impacted?

Cost

Will the cost of this item and/or other affected items change?

Time

Will it delay or speed up other activities?

Stock

How much is in stock? Use as is until depletion? Scrap? Rework?

Customers

Do we need to inform customers?

Regulation

Do we need to re-apply compliance certification?

Tooling

Do we need to change our production tools? Cost? Savings?

Other Criteria

Other important considerations for proposed changes


Slide 12

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CMII Change Process
Problem Report (PR)
 Anyone can raise a problem report or issue

 Simple form

 Simple workflow
 Fast review process


Slide 13

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CMII Change Process
Enterprise Change Request (ECR)
 Capture change impact, criticality and timing

 Process includes

Fast Track &
CRB options


Slide 14

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CMII Change Process
Enterprise Change Notice (ECN)
 ECN includes actual changes and effectivity
 Affected items are revised or changed


Slide 15

 Process includes

CIB & Audit

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CMII Change Process
When to use the CMII Process?
 If want to have CMII certified process
 Need End-to-End Change Process Automation
 Problem Report thru to Change Request & Implementation
 Including Impact Analysis & Planning
 Closed-loop Implementation Verification

 Require Cross-functional Committee Sign-off
 Change Review Board (CRB)
 Change Implementation Board (CIB)

 Particularly good for Highly Regulated Industries & Compliance

Environments


Slide 16

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Aras Innovator

Express Change Process


Slide 17

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ECO / DCO
 Combines Request & Implementation into single process
 ECO for Parts & BOMs
 DCO for Documents & CAD
 Includes Impact Analysis
 “Impact Matrix” simplifies change action planning

 Interactive where-used and impact analysis
 Add / Modify / Delete directly from grid
 Team Access Control
 Quick, easy, secure way to add collaboration teams on-the-fly (suppliers,
customers, people from other divisions, etc.)
 SignOffs tab for fast Review & Approval
 History and current workflow activities

Slide 18

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Express ECO
 Impact Analysis, Action Definition,

Workflow and Life Cycle create a
reproducible process

Action

Workflow
Task

Item
Instantiation

Life Cycle
State


Slide 19

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Express ECO
Meta Description
 Describe the change on a meta level
 Number
 Description
 Reason
 Roles
 Priority
 Effectivity Date


Slide 20

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Express ECO
Impact Matrix
 Main Purpose
 Interactive User Interface for Where-Used / Impact
Analysis
 Controls Parts and BOMs
 First preparations made for CAD and Documents (9.4.0)
 Actions
 Defines actions to be exercised on an impacted item


Slide 21

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Express ECO
Impact Matrix Actions
 Type of actions based on item status

 Planned in the matrix, executed by the workflow


Slide 22

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Express ECO
Life Cycle
 Life cycle controls status and permission

 Life cycle drives change logic

New

In Planning


In Work

Plan Review

Slide 23

In Review

Released

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Express ECO
Life Cycle and Workflow
 Affected item, life cycle and action tie together in

Workflow

Change Item Release

Submit ECO

Planning

Plan Review

Draft Changes

Review

Close

New

In Planning

Plan Review

In Work

In Review

Released

Submit

Submit
Rework


Approve

Submit

Close/Approve

Change Item Processing

Slide 24

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Impact Matrix
 Implementation
 Changed from 9.3 to 9.4
Express ECO Impact Matrix Grid

Express ECO

Express ECO
Affected
Item

Affected
Item

Part


Change
Controlled
Item

CAD

Poly-item

Action

Document

Slide 25

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Impact Matrix

Express ECO Impact Matrix Grid


Slide 26

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Impact Matrix
 Implementation
 Cleaner separation between basic grid functionality and
ECO impact matrix functionality

Form
Express ECO Impact
Matrix Grid


Client JavaScript
BaseTreeGrid
onLoad
Express ECO
ImpactMatrixGrid

Slide 27

Basic tree grid definition
with standard control
events
Express ECO specific
implementation

aras.com

When Express Process?
 Want Single Form for Change Request

AND Change Implementation
 AND Require Comprehensive & Integrated

Impact Analysis
 Do Not Require Dual Committee Approvals (CRB & CIB)
 Want shortest possible process for Documents and

CAD models/drawings
(and are OK with separate process for Parts & BOMs)


Slide 28

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Aras Innovator

Custom Change Processes


Slide 29

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Custom Change Process
Your Forms, Your Workflows
 When your Company has a process that delivers

Competitive Advantage
 Special proprietary practices
 Highly complex, global process
 Current change process has years of continuous improvement &
optimization

 Or if you just don’t want to retrain thousands of people around the world

 If the OOTB Aras Change Processes DO NOT satisfy your

company‘s change management requirements you can:
 Adapt the OOTB Change Processes

 Create your own Change Process (or Processes)


Slide 30

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Adapt OOTB
 Common extensions include







Add new Workflow Activities
Add steps to change process Lifecycles
Add new or different Assignees to existing workflow activities
Add or change access control logic
Add more Properties or Sub-Forms with checking logic
Reduce the number of Properties

 Important
 Will not impact the versioning behavior of the change process
 Will not impede upgrades
 No programming / code compiling required


Slide 31

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Create Your Own
 Build Your Own






Item Types
Forms
Lifecycles
Workflows
Methods

 NO dependency with the OOTB change processes required
 100% process design freedom

 Interchangeability possible
 Connect to the functionality of the OOTB processes
 Align your data model with the “Affected Item“ concept
 Match the concept of flagging pending changes

Slide 32

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Customer Examples
Custom change process for specific competitive practices
in highly complex environments
QA driven

Med Devices

Engineering driven

Automotive

Time-to-Market driven Electronics

Slide 33

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Example:
Multiple Workflows
Main-Workflow

Main
CM

Sub-Workflows
Analysis
Dispo Actions
Change Plan

Sub-Forms
on Tabs



Single Item
Change Order

Adhoc Actions

One Main CM Form
many Sub-Forms
and Sub-Workflows

Affected Parts

Affected Documents


All sub workflows of „Single Item Changes“
and „Action Items“ must be closed before
Action Item
Main CM workflow can finish
Sub-Workflows


Slide 34

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Example:
Change Form

Collecting – workflow controlled –
input on the change form


Slide 35

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Example:
Change Workflows
 Main Workflow

 Additional Sub-Flow for complex changes


Slide 36

Slide 36

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Example:
Change Form




Slide 37

Multiple programs, multiple locations
impacted based on Affected Items

Slide 37

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Example:
Change Workflow



Many optional steps to handle a
wide range of scenarios


Slide 38

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Options
 More details on aras.com
 Product Change Management – Know Your Options
 Customizing Enterprise Change Management


Slide 39

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Questions?


Slide 40

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ARAS - change management

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