Factory Change ITSP Flow

Library: Track & Trace Documentation Library
Document: Factory Change ITSP Flow
Version: 1
Effective date: October 1, 2023
Source: Track & Trace Documentation Library
Original length: 10 pages

Contents

• 1 Standard Description
• 2 Document Objectives and Benefits
  • 2.1 Objectives
  • 2.2 Benefits
• 3 Definitions
• 4 Roles & Responsibilities
• 5 Factory Change ITSP Process Overview
  • 5.1 Preliminary Analysis and Evaluation Stage
    • 5.1.1 Task Generation Based on Field Selection
    • 5.1.2 Technical Requirements Analysis by Technical Teams
      • 5.1.2.1 Technical Infrastructure Teams
      • 5.1.2.2 Others
  • 5.2 Approval Stage
  • 5.3 Implementation Stage
  • 5.4 Testing Stage
  • 5.5 Deployment and Close Out Stage
  • 5.6 Change Closed
• 6 Document Control
  • 6.1 Contact Person
  • 6.2 Revision History
• 7 References
• 8 Conversion and Preservation Notes

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1 Standard Description

This document describes the complete process of a Factory change implementation in the IT Service Portal (ITSP).

2 Document Objectives and Benefits

2.1 Objectives

The objectives of the document are:

• Describe the process and stages of ITSP change
• Provide the necessary checklist to be filled

2.2 Benefits

The document helps to identify steps to implement a Factory Setup within ITSP.

3 Definitions

Abbreviation / term	Explanation
CR	Corporate Repository
SAP	Primary global ERP system used in JTI
3PL	Third-party logistics
WBS	Work Breakdown Structure
QA	Quality Acceptance: Test environment
PPR	Pre-production environment
PRD	Production environment
UAT	User Acceptance Testing

Please refer to IT Glossary in the IT P&P portal for further definitions.

4 Roles & Responsibilities

#	Activity	GSC CP	IT BTS TT	GDC TT	Market / Factory
1	Define and maintain standard	R	A/R	R	C
2	Apply the standard	R	A/R	R	C

Role indicators:

Indicator	Meaning
A	Accountable
R	Responsible
C	Consulting
I	Informed

5 Factory Change ITSP Process Overview

The table below provides a brief overview on the stages within ITSP and the high-level activities to be performed by the teams:

#	ITSP Change Stage	High-level Activities
1	Preliminary Analysis and Evaluation	Prepare Functional Evaluation by BTS
1	Preliminary Analysis and Evaluation	Prepare Technical Requirements by GDC-TTDC
1	Preliminary Analysis and Evaluation	Add Technical Requirements by other teams
2	Approval	Get Approval
3	Planning and Implementation	Implementation
4	Testing	Testing
5	Deployment and Close Out	Deployment and Close Out

5.1 Preliminary Analysis and Evaluation Stage

In the preliminary and evaluation stage, functional and technical requirements are prepared by IT BTS, GDC-TTDC, and other teams that are required to provide input.

In this stage, manual tasks may also be created for specific tasks, for example:

• Factory review or local IT impact
• Network evaluation
• Server sizing validation
• Other technical reviews and evaluations by GTC teams or TSC

#	CTASK Title	Creation Type	Flag / Trigger	Responsible	Deliverables
1.1	Initial assessment and dispatch	Automatic	CR created	IT BTS	Check the correctness of the assigned team and person Set the proper service, CI, and other required fields
1.2	Perform functional evaluation	Automatic	1.1 closed	IT BTS	FRS document Part I and Part II with functional requirements and business data Risk and Impact assessment—check all necessary flags Cost and Workload assessment
1.3	Coordinate Support Evaluation	Automatic	1.2 closed	IT BTS, GDC-TTDC	Manual task creation and follow-up of all tasks by BTS Consolidation of all inputs by BTS Reviewing Cost and Schedule accordingly by BTS Cross-checking with BTS by TTDC
1.4	Financial tasks	Automatic	Not specified	IT BTS	Get the quotations and fill the PO-required field Approvals from Budget owner and ITSP contract
1.5	Development Evaluation	Automatic	1.2 closed	GDC-TTDC	FRS document Part III—technical requirements Recommended solution field filled; from this point, other teams will contribute to this field as well

5.1.1 Task Generation Based on Field Selection

The following field selections during the evaluation stage will automatically generate a CTASK for the respective action:

Field selection	Selected value	Automatically generated action
Dev. coord. pre-assess required?	YES	Task for the IT Development Coordinator group defined in CI setup
Development Impact/Assessment	YES	Task for development evaluation
Tech. coord. pre-assess required?	YES	Task for server or network assessment
Enterprise Architecture Impact	YES	Task for the Development Center Group defined in CI setup

Other fields in the Impacts tab and the Risk and Impact tab shall be checked by IT BTS to determine if there are other necessary technical tasks to be requested.

5.1.2 Technical Requirements Analysis by Technical Teams

The following are technical requirements that are analyzed by the various technical teams.

5.1.2.1 Technical Infrastructure Teams

• Local Factory IT—manual
• Data Center Architecture
• Data Center Service Delivery
• Network
• Technical Integration—manual

5.1.2.2 Others

• Enterprise Architecture
• QA team necessary—manual
• IT Security
• Training
• Development
  • Subtasks for different teams and vendors if necessary—manual
  • DevOps if necessary—manual

5.2 Approval Stage

In the approval stage, FRS approval and Team Lead/IT Approval must be completed to proceed to the implementation stage. These approvals are located in the Approvers tab.

#	Approval Title	Creation Type	Flag / Trigger	Responsible	Deliverables
2.1	FRS Approval	Manual	1.3 closed	IT BTS	FRS review and approval
2.2	Team Lead Approval, IT Approval	Automatic	1.3 closed, CI and Processing Type combination	IT BTS	CHG review and approval

5.3 Implementation Stage

In the implementation stage, IT BTS/GDC-TTDC is tasked to coordinate any functional, development, or network tasks to deliver the change within planned cost, schedule, and resources to the test QA environment.

For any development, IT BTS/GDC-TTDC must create a new development task. Other specific technical and coordination tasks may also be created as necessary.

#	CTASK Title	Creation Type	Flag / Trigger	Responsible	Deliverables
3.1	Co-ordinate implementation	Automatic	2.2 completed	IT BTS	Coordination of all required tasks to deliver the requirements as planned

5.4 Testing Stage

In the testing stage, IT BTS/GDC-TTDC is tasked to coordinate the migration of the changes to the test environment.

#	CTASK / Approval Title	Creation Type	Flag / Trigger	Responsible	Deliverables
4.1	Migration to QA	Automatic	Development CTASK completed	IT BTSGDC-TTDC	Coordination of migration and testing activities
4.2	Co-ordinate testing, training, and communication	Automatic	4.1 closed	IT BTS/GDC-TTDC	Coordinate and inform the training process and testing activities
4.3	UAT Approval	Automatic	4.2 closed	IT BTS/GDC-TTDC	Coordinate the UAT approval with the requestor

Source preservation note: The responsible party for task 4.1 appears as IT BTSGDC-TTDC in the extracted source, without a separator. It is retained as published rather than silently corrected.

5.5 Deployment and Close Out Stage

In the deployment and close out, IT BTS is tasked to coordinate:

• Deployment of the requested change to the production environment
• Setup of integrations and parameters
• Announcement publishing of the deployment to end users

#	CTASK Title	Creation Type	Flag / Trigger	Responsible	Deliverables
5.1	Migration to PROD & Go-live	Automatic	4.3 completed	IT BTS	Coordination of deployment activities
5.2	Post-Implementation Review	Automatic	5.1 closed	IT BTS	Publish announcement and study the lessons learned

5.6 Change Closed

Once the Post-Implementation Review CTASK is closed, the change request is closed automatically.

6 Document Control

6.1 Contact Person

07/25: Questions and feedback regarding this standard should be submitted to Merve Calis.

6.2 Revision History

Version	Effective date	Purpose of change	Author
1	October 1, 2023	First version of the document	Sean Policarpio

7 References

• ITSP Change Management
• EGP T&T Implementation - IT Activities Coordination Masterfile