Scheduling CAB Meeting

Owned by Enterprise IT
May 29, 2024
9 min read

SummitAI Service Management Help

Change Management

What is a change advisory board (CAB)?

A CAB is a group of people who run formal CAB meetings to assess, prioritize, authorize, and schedule changes as part of the
change control process. To reduce the Time and Effort to add CAB members as a group for CR Approval, multiple CAB members can be selected at a time.

To schedule a CAB Meeting:

  1. Select Change > User > CAB Meeting. The CAB MEETING page is displayed.
  2. On the CAB MEETING page, select the Tenant and click ADD NEW on the ACTIONS panel.
  3. Under the DETAILS section, type in the new CAB Meeting details. For more information about fields on the CAB MEETING page, see Field Description.
  4. Click SUBMIT. A new CAB meeting is scheduled.


    Figure: CAB MEETING page

Field Description

The following table describes the fields on the CAB MEETING page:

Field

Description

DETAILS

Subject

Type in the subject for the CAB Meeting.

From

Select the start date for the CAB Meeting. Click the Calendar icon to select an appropriate date and time.

To

Select the end date for the CAB Meeting. Click the Calendar icon to select an appropriate date and time.

Location

Type in the location for the CAB Meeting.

e-CAB

Emergency Change Advisory Board (ECAB) a sub-set of the Change Advisory Board who makes decisions about high impact Emergency Changes. Select this check box if the discuss is related to emergency changes.

Connect ViaSelect Microsoft Teams.
Capture Meeting DetailsSelect Yes for Capture Meeting Details if you want to capture the meeting details else select No.

Agenda

Type in the agenda for the CAB Meeting.

Add New CAB Members

You can add new CAB members list individually or as a group. Click Add to add the selected members. The added members list is displayed in the next section Members with fields Name and Delete.

Following are the available options to add the members:

  • By User: Select it to add the CAB members individually. By default, the By Users tab is selected. 
    To add the CAB members individually, perform the following steps:

    1. Type in the user-name in Users text box or type in the minimum two letters and select the user- name from the search list.  The multiple users can be selected, and the selected users will be displayed as chips in User text area.


      Figure: By User

      To delete any selected CAB member, click symbol prior to the CAB member name. 

       Example

      To delete the CAB member named Ryan from the selection, click symbol prior to Ryan as shown in the following screenshot.


      Figure: Delete CAB member


    2. Click Add. The selected individual users are added to the list and displayed below in a tabular form under the section Members with User Name and Delete fields. The newly added users are displayed on the top of the list.


      Figure: By User

    3. Click Submit. The list users get reshuffled in alphabetical order post submission.


      Figure: Member List

  • By Group: Select it to add all the CAB members of a group at a time.
    For example: To add a large group of CAB members of Dynamic Table.
    If the CAB meeting is created for the first time and no CRs are linked then By Group tab will be disabled. While linking a CR, the By Group field gets enabled and the following fields are displayed:
     
    1. CR - The CR drop-down displays the list of all the CRs linked to the CAB meeting.

    2. Approval Level - Displays approval levels based on the selected CR's Workflow. Select the required Approval level. It displays the list of the members in the group for the selected approval level.

 Example
  1. Select the CR794 from the CR drop-down. The CR drop-down list displays the list of linked CRs. 


    Figure: CR's List

  2. The Approval Level displays the list of configured approval levels for the CR794. Select the required option. Following are the approval levels for the above Workflow for CR794:

      • CAB Approval
      • Dynamic Approval
      • User Group Approval
      • RM Approval
      • Peer Review

        Based on the above Workflow, the Approval Level drop-down displays the following values: A sample screenshot is shown below:


        Figure: Approval Level List

        The CAB Approval Workflow will not be displayed in the list as it's already part of CAB Recipient list. Select the required approval level option (User group from approvals). It displays the following screenshot: 


        Figure: Member Count Hyperlink

        To view the user-names of the 10 members click on the count hyperlink as shown in the following screenshot:


        Figure: User List


  3. Click Add and all of the users of the group gets added in the Recipients section along with other already listed users.


    Figure: Add Members

  4. Click Submit on CAB Meeting page. All of the group members are added in the list and the list of all the users gets reshuffled in alphabetical order.


    Figure: Add Members - Alphabetical order

Duplicate Users

Duplicate user-names cannot be added and hence the user-name should be unique. 

Case I

If a member is already part of a group and admin attempts to add this user individually using By User option then the system displays the following validation message: 


Figure: Duplicate User  

Case II 

if a member is already added individually and admin attempts to add this user using By Group option then the system displays the following validation message: 


Figure: Duplicate User  

Delete a User

To delete the user from the CAB meeting list, click symbol under the Delete column.

If you attempt to add any deleted user again in the CAB meeting list, the system displays the following message. A sample screenshot is shown below:


Figure: Deleted User Pop-up

  • Members: Displayed the list of the added CAB members along with already configured CAB members by default. The CAB meeting invite will be sent to all of these members including the existing members. The newly added CAB members are displayed on the top of the list before the already configured CAB members. 
MembersSelect the members from the Members list whom you want to add in the CAB Meeting.
Meeting NotesEnables the CAB members to document notes for the overall meeting.
Link

While linking the Change Requests (CRs) to CAB meeting for the field Workgroup multi selection is introduced.

Click Link > Change. Click the drop-down field Workgroup. If only one Workgroup is selected the name of the Workgroup is displayed. 

Figure: Workgroup dropdown with single selection

If multiple Workgroups are selected, then the total number of selected (count of) Workgroups is displayed as shown in the following figure. 

Figure: Multiple selection of Workgroups 

Note:

To update a CAB meeting, open the CAB meeting (Change > User > CAB Meeting > Click on the required meeting Subject hyperlink), provide the Meeting Notes, MOM, and link the CRs discussed using the Link button.

Also, under the DETAILS section, you can view the MS Teams Meeting Link as shown below. Click the MS Teams Meeting Link hyperlink to start the meeting via Microsoft Teams. For more information, see Starting Meeting Through Microsoft Teams.

Figure: CAB MEETING page (updating the details)

FieldDescription
MOM - Enables the CAB members to document MOM for the overall meeting.
Change ID

Select the CR ID from the drop-down list of the linked CRs to provide the MoM for any specific CR. You may select all CRs using All option or a specific CR. You can select more than one CRs. 

General MoM - Select the General MoM checkbox to provide the MoM not for any specific CR but a generic one. When General MoM is selected, the Change ID is disabled and vice-versa.

ActionsSpecify the Actions to be performed.
Owner

Select the owner from the User Control field. Enter at least 2 characters to display all users containing these 2 characters. Click icon and Select User pop-up window is displayed.

 Screenshot


Figure: Select User

You can search the user by User Name or E-mail ID or Mobile Number or User ID. It displays the EMP ID, Name, E-mail ID, Customer and Location of the selected user.

When the General MoM is selected, selecting an owner is not mandatory even if the Action is specified. System displays the following message to add the selected Owners, without adding any action.


Figure: Validation Message

When CR ID is selected, this field is mandatory if the Action is specified. System displays the following error message while submitting the CAB meeting or adding a new row on adding an Action but not selecting the user to perform the Action.
System displays the following message to add the selected Owners. 


Figure: Validation Message

Email Notifications

  • An email notification will be sent to the added owner(s) with details CR ID, Action, Owner and Deadline. A sample screenshot is shown below:

     Screenshot


    Figure: Email Notification - Add Owner(s)

  • An email notification will be sent to the respective owner(s) if any changes are done after submitting the CAB meeting with modification details.

     Screenshot


    Figure: Email Notification - Modify Owner(s) Details

  • An email notification will be sent to the respective owner(s) if any of them is removed. 

     Screenshot


    Figure: Email Notification - Delete Owner(s)

DeadlineSelect the deadline date from the Calander icon for the CAB meeting.
CHANGE RECORDS DISCUSSEDEnables the CAB members link the CRs discussed during/in the meeting.

The Analyst can toggle between the Tabular and Tile View. By default, the view for Linked CR is Tile view.

Filters

Click the Filters icon to specify a particular filter criterion to display the CRs. On clicking the Filters icon, the FILTERS pop-up page is displayed. Specify the conditions based on which the records must be filtered.

Figure: Filters Pop-up Page

The following table describes the fields on the FILTERS page:

Field

Description

Field

Each field is a column in the table. Select the required field from the drop-down list.

Operator

Based on selected field, the operates are populated in the Operator field. Select the required operator from the drop-down list.

The system displays the following error message if the Operator is not selected.

 Screenshot

Figure: Filters

As shown in the above screenshot, the Operator is not selected for the Status field, system displays the following message:


Figure: Error Message

Values

Each field has its own set of valid values which can be selected from the Values drop-down.

ApplyClick Apply to apply the filter conditions and the linked CRs list is displayed based on the selected conditions.
ClearClick Clear to refresh the CRs list without any condition.

The system displays the following error message if you attempt to select the duplicate filter. 

"Remove Duplicate Filter."


CHAT HISTORY

In the CHAT HISTORY pop-up you can view the entire Meeting Chat as shown below.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the CAB MEETING page.

SHOW LIST

Click SHOW LIST to display the LIST table showing all the configured CAB MEETINGS for the selected Tenant.

 
Figure: CAB MEETING page: List of CAB Meetings

Note:

  • To edit a CAB Meeting, click the Subject of the CAB Meeting. Make appropriate changes and click SUBMIT.
  • When the scheduled CAB Meetings are displayed under the LIST table, the ADD NEW action is displayed on the ACTIONS panel. Click ADD NEW to schedule a new CAB Meeting.
  • Under the LIST table, you can view the MS Teams Meeting Link as shown above. Click the MS Teams Meeting Link hyperlink to start the meeting via Microsoft Teams. For more information, see Starting Meeting Through Microsoft Teams.