Change Management
Rev. Dec 14, 2025
Objective
The EULM Change Advisory Board (CAB) was established to communicate, coordinate, and verify all changes scheduled to be implemented into the production environment for EULM applications supported and maintained by EULM Technology and Digital Strategies. The CAB is made aware of changes that could directly or indirectly impact their respective areas. Openly discussing these changes before implementation allows EULM Technology and Digital Strategies to be proactive, as opposed to reactive, regarding the preparation, deployment, and implementation of technology changes.
Scope and Activities
In Scope | Out of Scope |
Advises or assists the Change Manager with approval of submitted Change Requests, scheduling of changes, post-implementation reviews of Changes and determining how best to address challenges surfaced when reviewing Changes.
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Addresses Change Requests and Change Management for systems and technology supported by units reporting to the Chief Technology Officer for Libraries and Museums.
| Change Requests that are identified as out-of-scope by the CAB.
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Creating and approving processes, templates, and similar artifacts related to the Change Process.
| Product management, project management, incident management processes, and similar business processes are not governed by the CAB, but changes to products – which may be the result of these processes – must adhere to the EULM Change Process.
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Advises or assists the Change Manager in creating communication about upcoming changes related to EULM technology. This will ensure that the organization is aware of Changes and their impact.
| Communication for a specific change is out of scope for this group; instead that communication will be passed along to the relevant managers or staff to ensure the appropriate communication is sent to the organization.
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The CAB reviews OIT’s list of changes to determine if there are relevant impacts to the systems and technology supported and managed by Technology and Digital Strategies. The Change Manager or their delegate attends all OIT CAB sessions to better understand upcoming Change.
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Members of the CAB ensure that their staff are aware of the Change Request Process and utilize it when a Change falls within the scope of systems, applications, or technology that should be submitted through the change process.
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Participation in retrospectives and postmortems when appropriate to ensure the CAB can improve its processes.
| The incident management workflow is not overseen by the CAB.
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Meeting Schedule
Group members meet every two weeks. The Change Manager or CAB members may call for a meeting outside of the scheduled time as needed to address emergency, urgent, or other change issues. Staff outside of EULM CAB may also attend meetings as needed to discuss submitted changes or as part of discussion topics related to Change Management.
Membership and Roles
Representation
The group comprises representatives from each technology unit under the Chief Technology Officer for EULM. Each unit is represented by its manager or their designate. Additionally, the change manager role is filled by the IT Service Management Specialist, who is also the individual responsible for managing the technology service desk for EULM.
Name | Title, Organization |
Mark Hogstrom | IT Service Management Specialist |
[Vacant] | Head, Infrastructure Operations |
Cari Lovins | Director, Digital Programs and Client Services |
Colin Brittle | Head, Software Development |
Jack Thomas Scott | Head, Technology Support and Training |
Rosalyn Metz | Chief Technology Officer, EULM |
Member Roles and Responsibilities
Members meet to review Change Requests submitted and are expected to review Change Requests before the meeting. The Change Manager will identify a delegate to convene the meeting if they cannot attend.
Decision Making and Quorum
A meeting quorum (minimal attendance to conduct business) requires attendance by 50% of the group members identified in the charter plus the Change Manager, recognizing that it may be necessary to gather input from those not in attendance to come to a decision. When decision-making issues arise, the group members will attempt to reach a consensus. If the group cannot reach a consensus, the convener will decide whether to make the decision or put it to a vote. In the case of a vote, all group members receive one vote, and all votes are equal: majority rules.
Group Structure
Reports Into
LTDS-L
Subgroups
Subgroups may form as needed.
Communications and Workspaces
Emails
The #eulm-cab channel in the Slack Workspace for informal communications and updates.
ServiceNow Change module for submitters to create and document their change requests.