IT Change Management - Organizational Change and Technical Change Control

Summary

Contacts, service offerings, and definitions for Organizational Change Management (OCM) and Technical Change Control (TCC).

Body

This article is IT internal only. The link should not be shared with customers and contents of this article should not be copied to external entities.

Summary

IT environment changes, also known as technical changes, can begin as either project deliverables and/or routine updates, upgrades, or deployments of IT systems. These changes are supported by two IT units: the IT Project & Organizational Change Management (POCM) group, which focuses on preparation and managing the people side of a change, and the IT Administrative Technical Change Control group, which reviews and oversees the technical aspects of the change plan.

Read below for information on both groups and how their components of organizational change management (OCM) and technical change control (TCC) affect and support the implementation of IT changes.

Reference Items

ⓘ IT Technical Change Control - Submitting a Change in TeamDynamix
- IT staff only article detailing the technical change submission procedure.
IT Technical Change Control - Campus Public IT Environment Change Submission
- KU faculty and staff technical change request how-to article.
it_chgmgt_dl@ku.edu
- Primary public method to contact IT TCC.
itprojects@ku.edu
- Primary intake method for OCM requests.
Portfolio and Project Management
- Project and OCM service catalog request area.

Organizational Change Management

Organizational Change Management (OCM), also known as change management, focuses on the people side of change, including preparation, communication, and support of individuals and groups to successfully adopt changes.

Contacts

Contact Methods
- itprojects@ku.edu - primary intake method for OCM requests.
- Portfolio and Project Management - service catalog items to request OCM support.
People
- Project & Organizational Change Management (POCM) - IT Unit
- Becca Grube - Director
- Deanna Brooks - Associate Director
- Breana Kohler - Change Manager
Positions
- Director - Executive sponsor and IT OCM service owner.
- Associate Director - IT OCM service manager.
- Change Manager - Frontline organizational change support.

Service Offerings

The IT Project and Organizational Change Management (POCM) group offers a variety of OCM services to the KU Information Technology community, with a focus on communication, planning, testing, training, and tracking. For more information and to request service, contact their office as per the "Contacts" section above.

Change Planning
- Awareness, desire, knowledge, ability, and reinforcement (ADKAR) aligned planning.
- Change impact assessments.
Communications and Messaging Support
- Communication and email templates.
- Communication timing recommendations.
- Evaluation of what stakeholder communications are needed.
Advanced Preparation Communications
- Communication to stakeholders well in advance of the change's implementation date.
- What change is happening and why it's happening.
- What generally needs to be done to prepare for the change.
- Additional information that aids in the adoption of the change by stakeholders.
Pre-Implementation Stakeholder Planning Communications
- Communication to stakeholders before a change's implementation date.
- Details include: who will be specifically affected, what are the necessary actions to be taken, and how to plan and prepare.
Stakeholder Coordination and Scheduling
- Aid in discussing the change's plans and details with stakeholders.
Identification of Training Needs and Planning
- What is needed for post-change training of affected stakeholders.
Coordination and Facilitation of Training Activities
- Coordinate the time and details for stakeholder training sessions.
- Facilitate trainings hosted by subject matter experts for stakeholders.
Planning, Coordination, and Facilitation of Change Plan Testing
- Activities required to test the change's plan prior to implementation.
- Business Analysis function.
Identifying and creating job aids and/or reference materials.

Items include: change documentation, cheat sheets, and FAQs.

Progress and Change Completion Tracking Tools

Items include: progress and issue tracking spreadsheets.
Business Analysis function.

Service Overview

Business Analysis and Requirements Support
- Determine change management requirements.
Organizational Change Management (OCM) and Change Communications
- Support individuals to successfully understand, prepare for, and adopt IT and technical changes.
- Utilize Prosci's ADKAR framework with targeted change communications to ensure changes are clearly communicated, well understood, and successfully adopted.
- Organize and facilitate informational and training sessions to facilitate knowledge transfer between subject matter experts and stakeholders.
Advisory and Consulting Services
- Advise and consult on change management and OCM best practices, including requests without full project engagement.
Tools, Templates, and Standards
- Provide change management tools, progress tracking templates, and communication templates.

Technical Change Control

Technical Change Control (TCC), also known as change control, is a technical process. TCC ensures that changes to the IT environment are evaluated, documented, approved, and implemented in a controlled way.

Contacts

Contact Methods
- Technical Change Distribution List - it_chgmgt_dl@ku.edu.
- IT Technical Change Control - Campus Public IT Environment Change Submission - KU faculty and staff technical change submission how-to article.
- ⓘ IT Technical Change Control - Submitting a Change in TeamDynamix - IT staff internal article detailing the technical change submission procedure.
People
- IT Administrative Operations - IT Unit
- Vickye Kozlowski - Associate Director
- Matt Ochs - Technical Change Supervisor
- Rachelle Farrar - Technical Change Manager
Positions
- Associate Director - Executive sponsor.
- Technical Change Manager - Frontline technical change contact and facilitator of the weekly IT Change Advisory Board (CAB) meeting.
- Technical Change Supervisor - Technical change oversight, support, and escalation.

Service Offerings

Technical change process oversight and controls.
- Normal change intake, checking, and control.
- Standard change, checking, and control.
- Emergency change intake, checking, communications, control, and approval.
- No-change blocked window calendar management.
- Create, manage, and control standard templates for standard changes.
Technical change consultation and development.
- Consultations on proper use of technical change process and submission procedure.
- Post-change impact evaluation for changes with significant unforeseen and/or unplanned impacts.
Host weekly Change Advisory Board (CAB) Meeting.
- Upcoming normal change evaluation and discussion.
- Upcoming normal change approval or rejection.
- Past emergency change discussion.
- Past normal change discussion that were unsuccessful or successful with issues.
- Past standard change discussion that were unsuccessful or successful with issues.
- Standard change template review and approval.
Notification communication sending from infotechnology@ku.edu.
- Sending to it_alerts_dl@ku.edu, itstaff_professional_dl@ku.edu, and campus_tech_staff_dl@ku.edu.
- Weekly upcoming changes email.
- High-impact upcoming change alert email.
- Emergency change upcoming change alert email.
Notification communication sending via IT Communications Department.
- Sending to KU campus community.
- Campus Insider Monday Newsletter Email - news post in an email containing multiple posts.
- KU Today Email - Emma mass market communication for one important item only.
Communication facilitation within IT Change Management Teams sites and locations.

Service Overview

The Technical Change Control Manager oversees change submissions for accuracy and completeness.
The Technical Change Control Manager consults with those who submit or are responsible for the implementation of a change.
The Technical Change Control Manager works in conjunction with faculty, staff, the campus community, and the Technical Change Control Supervisor to understand and make beneficial developments to the IT Technical Change Process.
The Technical Change Control Manager coordinates notification communications to alert subscribers, the KU IT Department, and campus for upcoming, high-impact, and emergency changes.
The Technical Change Control Supervisor assists with all of the above and is a point of escalation.

Article Changelog

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Details

Article ID: 21726

Created

Wed 4/15/26 5:34 PM

Modified

Wed 4/29/26 12:39 PM