Manage Change Record

Upon setting up of Admin forms in the Change Module, you will have to configure Business Risk, Operational Risk and Formula Control in the Manage Change Record transaction form. This will enable the users to take the survey and view the system configured rating.

• General

  • Configure Business & Operational and Risk Fields

• Risk

  • Configure Business and Operational Risk Accordions

  • Configure Rating and Formula Control

Configure Business & Operational Risk Fields

For the user to view the Risk fields on the Manage Change Record after submitting form, the following fields must be configured in the General Tab on the Manage Change Record transaction form.

To configure Business, Operational and Overall Risk Fields, perform the following:

1. Log in as an Application Designer.
   

2. Navigate to Service Management > Design Studio > Change > Form Designer > List page > Manage Change Record.
   

3. In the Publish step, change the Status to Maintenance.
   Now, as the form is in maintenance mode and make changes in the Design Form step.
   

4. In the Form Designer Details page, select the second step Form Design and click General tab.
   

5. In the existing IMPACT splitter, drag and drop two Single Choice form controls, one for Business Risk and other for Operational Risk.
   

6. Configure Title in the Properties tab with as Business Risk and Operational Risk. For both the Single Choices
   

7. Configure Data Source, this determines the source table column etc.

   

   Figure: Business Risk
   
   For more information, refer the following Field Description:

   Field	Description
   Data Source	Select Table from the dropdown. This indicates that the data list is from the Table Data source.
   Layer	Select Service Management as Layer value, as this is configured under Change Module. This field displays all the applications configured in the system.
   Module	Select Change, as this Risk Assessment is valid for Change Module.
   Table	Select Risk as the Table dropdown value, This field contains all the tables from the selected Module.
   Label Column	Select Risk Name as the Column name. These values are populated based on the selected Risk Table.

Note

Repeat the above steps for Operational Risk field.

Configure Business and Operational Risk Accordions

To configure Business Risk in the Manage Change Record transaction form, put the form in maintenance and configure in the Design Form step.

To configure Business Risk Questionnaire in the Manage Change Record form, perform the following steps:

1. Navigate to Service Management > Design Studio > Change > Form Designer > List page > Manage Change Record.
   

2. In the Publish step, change the Status to Maintenance.
   Now, as the form is in maintenance mode and make changes in the Design Form step.
   

3. In the Form Designer Details page, select the second step Form Design and click RISK tab.
   

4. Drag and drop a Panel to the design canvas and rename it to Impact and apply Bold Font Style.
   
   

5. Add a Splitter (50,50) inside the Panel from the Layouts section of the Design step.
   
   Figure: Design Layout

6. Drag and drop two Accordions from the Panel in the each side of the splitter. Rename the Accordions to BUSINESS RISK and OPERATIONAL RISK. For more information, refer Accordion.
   
   
   Figure: Manage Change Record - Risk

Configure Rating and Formula Control

1. In continuation to the above, expand the accordion drag and drop Rating Survey Form Control and configure the Questionnaire. To configure the rating, refer Rating Control.

   How to add a Rating Control?

   1. Drag and drop Rating Control inside the Accordion.
      Hover over the Rating Control to configure Rating.
      

      Figure: Rating Control
      

   2. Click Settings icon and configure Rating control.
      

   3. Enter Title and select Scale.
      Based on the selected scale the Rating options are displayed and the corresponding Scores. These options and scores are editable.
      
      In the following example, the Rating question has two options. However user is enabled to select one from the  two options. The selected option’s score is automatically assigned to the Rating question.
      
      Figure: Rating Control
      

   4. Enter Title as Change Execution Successful, this is the question for the user to select the desired option.
      Upon saving the configuration, it is displayed as below on the Transaction Form.
      

      Figure: Configured Rating Control

   Note

   Every question is configured with a separate rating control.

2. When you drag and drop the Rating control, automatically a Formula control is added at the end of the Form. This Formula control by default establishes a relationship with the added rating control. Either you can use the same Formula Control by moving inside the Accordion or you can create a new Formula control.
   
   Figure: Rating and Formula

   How to obtain multiple prebuilt Formula controls on the Form and group Rating control within the Formula

   Consider you have two accordions, Business Risk and Operational Risk. Both has different set of Rating Controls. However, there is only one Formula control at the end of the Form. To group the existing Ratings in Business Risk to the 1st prebuilt Formula control, move the Formula Control inside the Business Risk accordion.
   

   Figure: Prebuilt Formula Control

   Drag and drop other Rating controls in the Operational Risk Accordion and the 2nd prebuilt Formula control gets added at the end of the Mange Change Record form.
   
   Figure: Rating and Formula Control
   
   This Formula control contains only the newly adding Rating controls after moving the old one to the Business Risk Accordion.
   

   Figure: Formula Control Settings

   Advantages and disadvantages of using the prebuilt Formula control for the Rating Control

   Advantages of using Prebuilt Formula Control	Disadvantages of using Prebuilt Formula Control
   As and when you add new Rating controls to the existing Accordion, the same Formula Control gets auto updated with the Rating control. Example: In the below figure, you have added two rating controls that is yet to be configured, but the formula control already has the auto configured formula within the control. You don’t have to explicitly configure unless you want the Rating title to be unique in the Formula. Figure: Unconfigured Rating In the Formula Control, the system immediately adds the second rating control to its formula. Figure: Formula Settings	After renaming the default Rating control’s Title to another name, it does not reflect in the prebuilt Formula control. Example: Consider that you renamed the Rating to Change Execution Successful. Figure: Configured Rating In the Formula Control, the above configured title is not considered, it still remains with the default title Rating making it difficult to recognize. Figure: Formula Settings
   When you use the prebuilt Formula control, due to no manual intervention, the calculation of the Risk is always accurate and correct. As the formula is provided by the system.	You cannot the delete the Rating control without deleting prebuilt Formula control. An error message is displayed "This field is associated with <Formula title> Formulas. Cannot delete this field." To learn more about this challenge, refer the next section that describes about the deletion action of the Rating control. Figure: Formula Error Message

   How to delete a Rating Control with an already established relation with the Formula Control

   Whenever a Rating control is added a prebuilt Formula control is added and relationship is built between the Rating and Formula controls automatically. With this condition, you cannot delete the existing Rating control that is mapped to the Formula. When you delete you get an error message as "This field is associated with <formula title> Formulas. Cannot delete this field."

   

   Figure: Delete Error Message

   To overcome this challenge, perform the following steps:

   1. Hover on the Formula control to which the Rating control is mapped and click the delete icon.
      
      Figure: Delete Formula
      

   2. Click Yes Delete, on the confirmation pop-up.
      

      Figure: Confirmation Message
      

   3. Now, hover on the rating control and click delete icon to delete the Rating control.
      

      Figure: Delete Rating Control
      

   4. Click Yes Delete, on the confirmation message.
      

      Figure: Confirmation Message
      

   5. Successful deletion of the Rating control is displayed on the form.
      

      Figure: Success Message

   Note

   To establish the relation between other Rating controls, you must build the Formula again. The section ahead describes Formula control configuration.

Best Practices for Rating Control

1. Prior to adding a new Rating Control, check if the Fields contain any deleted Rating Controls. Re-use them instead of creating ones.  

   Where do you Find Them and what are these values?

   Fields tab is on the Design tab of Form Configuration page.
   
   Fields section contain all the deleted controls, enabling you to re-use them in any future events. The deleted control(s) is displayed in the Fields after you Save the Form.
   

   Figure: Fields

   
   Note
   Once a Rating control is configured it is assigned with a key at the code level. After deleting the Rating control, a key is registered in the system. When you create a Rating either with the same title that was deleted earlier or with a different title and if the system uses the same key then, the user experiences an error in the Title field.

   
   

2. If you have the requirement to delete a Rating control, ensure to delete Formula Control first then, delete the Rating and rebuild the Formula with the existing Rating controls.

   
   

3. Do not intentionally insert a comma ( , )  anywhere inside the Formula control other than what has been described in the Formula Control configuration. Upon doing so there are chances that the calculation can go wrong and provide an incorrect value.

Configure Formula Control

In the previous section describes the relationship between Rating and Formula Control, now let us configure Formula control for the Rating system.

To configure Formula control for the Rating, perform the following steps:

1. Drag and drop the Formula controls from Widgets to the Business Risk and repeat the same for Operational Risk.
   

2. Click settings icon to configure the properties of the Formula control and build the Formula.
   

3. Rename the title to Business Risk for the first Formula Control and Operational Risk for the second Formula Control.
   

4. Click Advance tab and build the Formula. For more information, refer the following:

   How to build a successful Formula

   1. If there are any Formulas click Clear.
      

   2. Inside Build the Form here Text area, enter the formula as described in the steps ahead.

      Operators and Functions Guide

      Solving Brackets first , then BODMAS inside the brackets

      40 - (4 * 3 + 10) -- Order 2^2

      40 ( 12 + 10) -- Multiply 4 * 3

      40 -22 -- Add 12 + 10

      Answer = 18

      Operators and Functions

      Operator	Function
      Avg	Return Arthimetic mean of its arguments - avg(Number1,Number2,...)
      Sum	Add all the number in series - sum(Number1,Number2,...)
      Sum	Return largest value in the set - max(Number1,Number2,...)
      Min	Return least value in the set - min(Number1,Number2,...)
      + Addition	Add 2 Number - Number 1 + Number 2
      Percentage	Find out the share or amount of something in terms of 100 - Percentage(Value1,Value2)
      - Subtraction	Subtract 2 Number - Number 1 - Number 2
      * Multiply	Multiply 2 Number - Number 1 * Number 2
      / Divide	Divide 2 Number - Number 1 / Number 2
      (	Indicates the start of an Array Formula (Operand(Operator1,Operator2...)...
      Count	Return count of number of values in the range - count(Value1,Value2,...)
      )	Indicates the end of an Array Formula (Operand(Operator1,Operator2...)...
      Roundup	Rounds a number down to the nearest whole number when decimal value is greater than or equal to 0.5 - Roundup(value)
      Rounddown	Rounds a number down to the nearest whole number when decimal value is less than or equal to 0.5 - Rounddown(value)
      DateDiff	Calculate difference between two dates - DateDiff(date1,date2)

   3. Click $ symbol and select Average.
      

      Figure: Advance
      

   4. After adding, it displays as Average ().
      

      Figure: Average operator
      

   5. Configure Average for the Rating control inside Business Risk Accordion, you will notice that the cursor is at the right most end.
      

   6. Hit left arrow Key on your keyboard to move the cursor inside the brackets () as displayed in the following image.

      

      Figure: Build the Formula
      

   7. Again enter $ to select the first Rating Control name which you have added to the Business Risk accordion.
      

      Figure: Add Rating Control
      

   8. Click outside the formula to bring the cursor on the right most end again.
      

      Figure: Formula
      

   9. Again hit left arrow Key on your keyboard to move the cursor inside the brackets () and enter comma (,).
      

   10. Now the cursor is automatically placed outside the Formula.
       
       Figure: Build Formula

   11. Again hit left arrow Key on your keyboard to move the cursor inside the brackets () and enter $ then, select second Rating control.
       

       Figure: Formula Builder
       

   12. Similarly, build the formula for all the Rating controls that is configured in the Business Risk Accordion.
       

   13. Upon building the successful formula, click Validate to ensure that the formula is accurate.
       

       Figure: Validate Formula
       

   14. Click Save.

   Similarly, configure for Operational Risk.

   On configuring Formula control for Business and Operational Risk, it must display as below:

   Figure: Formula Control on Business and Operational Risk

Best practices for Formula Control configuration

To configure a Formula control successfully that calculates the risk value accurately, ensure to follow the below points.

• Use the exact given steps for accurate calculation of the formula on the field upon selection of the rating options.

• Avoid typing manual space inside the formula.

If a single point from the above is not followed, then the calculation of Business and Operational Risk will go wrong. The risk value will either have incorrect value or display an error.

Upon configuring the form controls, go to the Publish step, change the status to Published and click Submit.