K2, Change Management Overview



  1. Overview
    1. Change Management Approval Process
    2. Change Management Details
    3. Other Data Sources
      1. RFC Classification
      2. RFC Priority
  2. Installation
    1. Prerequisites
      1. K2 Requirements
      2. Other Software Requirements
      3. Supported Browsers
    2. K2 Artifacts Installation
    2. Administrative Tasks For The Change Management Application
  4. Using The New Idea Application
    1. Change Management Reports

This application allows users to submit a Request for Change (RFC) and go through a process of approval and authorization before finally creating an initial Change Plan. The application was designed to be generic and may need some modifications in order to comply with specific implementations.
The request form submitted by a company employee captures the RFC details and passes them onto a Change Analyst role. The person serving as the Change Analyst can then decide whether the information is valid or not. It can also be routed for rework. If the information is valid, a priority will be set, which will determine the authorizing party. The task will be assigned to a Change Manager if the priority is not an emergency. If it is an emergency, the RFC will be routed to the Emergency Change Advisory Board. Following authorization, the RFC will be passed onto the Change Coordinator who will fill out the details of the Change Plan and Change Requirements before submission.

For this particular solution, the process is designed in K2 Designer, the web based designer tool. Any additional customization can be made by continuing with the K2 Designer, or by exporting the existing process and opening that in K2 Studio or K2 for Visual Studio.

The Change Management Approval process, beginning with the RFC submission, will need the following fields:
 Submitted By – Person initiating request
 Priority – Lookup from SmartObject
 Classification – Lookup from SmartObject
 Subject – Free Text
 Description – Brief summary of the change in Free Text
 Justification and Benefits – Free Text
 Planned Change Date – Date
 Estimated Cost – Decimal
 Effects of not implementing change – Free Text
 Item(s) to be changed – Free Text
 Affected Configuration Items – Free Text
 Attachment – File
 Initial Roll Back Plan – File

RFC Classification
 ID – Identifier
 Classification – Type of change
 Description – Brief description
RFC Priority
 ID – Identifier
 Priority – Type of priority
 Description – Brief description

As the form is routed, it also allows for the addition of comments, using the reusable Approval Comments SmartObject, built up of the following fields:
 RequestID – Reference to the comment
 ApplicationName – Application using the SmartObject
 ApproverID – FQN of the commenter
 ApproverDisplayName – Display name of the commenter
 ApprovalDate – Date and time of the submitted comment
 Decision – Brief description of the action taken
 Comments – Any additional notes added


K2 Requirements
The application requires the following K2 software to be fully installed and configured before deploying the package:

  • K2 Blackpearl 4.6.11 (4.12060.1731.0)
  • K2 SmartForms 4.6.11 (4.12165.1732.0)
  • K2 SmartForms Control Pack 4.6.11 (4.13180.1733.0)

Other Software Requirements

  • Microsoft Silverlight 4.0.50917.0 or higher (required by the web-based K2 Workflow Designer)

Supported Browsers

  •  Internet Explorer 9, 10 or 11
  •  Google Chrome (latest released version)
  •  Mozilla Firefox (latest released version)
  •  Apple Safari (latest released version)

Always refer to the latest Compatibility Matrix for the latest updates for:
 K2 Blackpearl
 K2 SmartForms
 http://help.k2.com/smartforms/support-matrix

The K2 components are packaged in a deployment package called K2 Application AcceleratorChange Management v1.0.kspx. To deploy these, we will use the K2 Package and Deployment (P&D) application.
1. Start the K2 P&D snap-in by navigating Start All Programs K2 blackpearl K2 Package and Deployment (or double-click the kspx file)

2. Open the solution package file (K2 Application Accelerator – Change Management v1.0.kspx) in P&D and click Next

3. As the environment paths, URLs and existing artifacts might be different, the P&D app will warn you if there are missing references or conflicts. To rectify this, right-click on the reference that has the problematic reference in the Properties pane on the right and select Configure to rectify.

4. Once all conflicts and references have been addressed, click the Next button to deploy the K2 components:

5. You should see that deployment completed successfully. Click Finish to close the dialog:

6. A Wizard form will open, adding the user as an Administrator for the application:

7. There are four roles used in the process:
 Change Analyst
 Change Manager
 Emergency Change Advisory Board
 Change Coordinator
Populate these by using the Workspace link:
a. Open Management Console
b. Navigate to the Roles
c. Select a Role, this will show the current setting and allow editing of its membership. Click Add Role Item to add a user or group
d. Enter the search criteria, click Search and select the relevant user(s) and group(s)
e. Click OK to use the selected items
f. Repeat for all items needed
g. Finally, click the Save button to persist the changes

Permissions to the application is controlled via Workspace. Open Management Console and navigate to:
 Your K2 ServerWorkflow ServerProcessesWorkflowChange Management ApprovalProcess Rights

 Search and add the users and groups you need to give access to
 Save the permissions

Detailed instructions on Process Rights can be found in the Help File:

There are some lookup SmartObjects used in the application, all of which are accessible through the Administrative form located at
In order for users to access this administration page (and see the link in the Home page), their name needs to be added in the administrators list. When the app is installed, the user deploying the package will automatically be made an administrator. Additional administrators can be added using the Administration form.
The application is deployed with some sample data which should be customized for actual implementations. Most of the lookup data sources also contain a column called Sort Order, which can be used to order the items when they are loaded in controls. Most of the list controls are sorted alphabetically, but in some cases a specific order is required, like Priority for example. There, the Sort Order column can be used to get an exact order.
There are two main sections in the Administration form.
Application Administrators
Additional administrators can be added here:
Application Lookup Values
Used to administrate the lookup values used in the application:
 RFC Classification
 RFC Priority

Once the artifacts have been deployed and configured, you can start using the application. The application comes with a home page that allows for:
 Application Administration
 Submitting a new Request For Change (RFC)
 A list of previous submissions
 Viewing a user’s Worklist

To submit and process a new RFC:
1. Open the Change Management home page and click the Submit Request for Change link:
2. The form will load, enter the relevant details regarding the RFC. Add the relevant RFC items and click Submit when done:
3. The details will be saved and an approval process will start. The user will be redirected back to the Home page and the Change Management Task Requests I Submitted list will contain a link to the request’s details and the K2 View Flow component, which will be populated when the workflow runs. This can be used to easily follow the progress made by the process:
4. The first task will require a user in the Change Analyst role to approve the RFC. Logging in as one of those users and opening the Change Management Home page’s form, the assigned task will be listed in the Worklist:

Clicking on the item will open it.
Apart from opening tasks via the K2 Worklist app part, all tasks are also accompanied by a mail notification that contains a link to the new task:

5. The Change Analyst will also need to set a Priority for the RFC, which will determine the path if the RFC is not declined. If the RFC is set as “Normal” or “High,” the RFC will be passed to the Change Manager. If the RFC is set to “Emergency,” the RFC will be passed to the Emergency Change Advisory Board (ECAB):

The Change Analyst will then validate the details and can then Approve, Decline or ask the Requester to Rework the RFC, as shown in the Action dropdown list:

Once a decision has been reached, the Change Analyst can enter some comments and click Submit to complete the task.

6. The RFC will then move to either the Change Manager Authorization or ECAB Authorization based on its Priority. The authorizer (Change Manager or ECAB) will have to either Authorize or Decline the RFC. No additional information will be needed in this step:

7. If authorized, the RFC will be routed to the Change Coordinator. Note that there are two tabs located at the top of the form:

The RFC Details has the RFC Details and Change Plan views. The Additional Info tab will display the Requester Details and Previous Comments Views.

The Change Coordinator will need to fill out the details for the Change Plan, including the more granular details in the Change Requirements view. The Change Coordinator will then proceed with the final Submit action:

8. Once all steps have been completed, the submitter will receive an email notification. The tracking list will also be updated:

The Change Management application includes a report that provides a high-level overview of all the submitted RFCs. This can be accessed by clicking the View Reports link in the Home page:

This will load a form, displaying the requests submitted for the last 90 days, broken into submissions by month. It also shows a grid of submissions:

Clicking on one of the months will display the requests submitted for that month. Clicking further into these allows the user to see even more details, like the activities as well as the users that participated on the requests:

Standard View permissions still apply, so ensure that the relevant users have sufficient permissions on Workspace before rolling out the reports. See the K2 Permissions section for details.