ITIL Change Management. Structured Planning and Controlled Execution

Codenica ITSM + ITAM provides an ITIL-aligned change management process for planning, approving, and executing IT changes. It helps teams control risk, maintain service continuity, and keep a complete record of every change.

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Effective Change Management in Codenica ITSM + ITAM

Managing change in an IT environment requires structure, predictability, and clear communication between teams. Codenica ITSM + ITAM provides a structured, cloud-based approach to planning, executing, and monitoring changes without unnecessary complexity. Each change has a clearly defined context, status, and set of relationships, allowing teams to work with full awareness of context and impact and reduce the risk of disruptions. The system supports teamwork and helps maintain full control over the process, even when multiple changes are running in parallel. As a result, implementing changes becomes predictable, organized, and safe.

Flexible Change Views

The system offers several clear ways to work with changes-from a dynamic item view, through a table with configurable columns, to a detailed view of a single change. This allows each user to work in a way that suits their needs, whether they are analyzing data or managing a specific change.

Built-In Templates and Knowledge

The change management system provides ready-to-use templates and knowledge base materials that support the creation of change notes and documentation. Content standardization improves process consistency, reduces repetitive work, and allows teams to focus on executing changes rather than manually filling in data.

Relationships Between System Items

Changes can be directly linked to tickets, problems, releases, and other system items. This keeps the full context visible in one place and ensures that related activities are carried out consistently, without the risk of missing critical dependencies.

Bulk Operations

Bulk editing allows teams to quickly update multiple changes at once-such as statuses, assignments, or selected fields. This saves time when managing a larger number of changes and helps maintain data consistency across the system.

Change Stages and Tasks

Each change can be broken down into clearly defined stages and tasks assigned to specific people. This structure simplifies planning, progress tracking, and responsibility management, ensuring that no step is overlooked.

Tracking Change Execution Time

The system enables teams to record the time spent on individual tasks within a change. This provides better insight into resource usage, supports workload analysis, and helps teams plan future changes more effectively.

Item Views in the Service Desk System

Formalizing Changes Through an Approval System

The change approval process is a key element of effective change management. Codenica ITSM + ITAM enables structured and transparent decision-making before a change is implemented, providing clear rules of responsibility and full control over the approval workflow. Each change goes through a defined stage, helping reduce risk and maintain alignment with organizational policies.

Change Approvals

The service desk system allows changes to be formally approved by designated individuals before implementation begins. The approval process makes it possible to verify the purpose of a change, assess its impact on the environment, and confirm compliance with applicable standards. As a result, decisions are made consciously, and every approved change has a documented approval path and complete approval history.

Item View Configuration in the Service Desk System

Strategic Change Planning

Planning changes requires a clear definition of objectives, scope, and potential impact on surrounding systems. Codenica ITSM + ITAM enables structured preparation of every change before execution, providing full decision-making context and consistency across actions. This allows teams to plan changes in a conscious, predictable manner that aligns with established organizational rules.

Change Planning

The change management system allows detailed recording of key information related to a planned change, including justification, impact assessment, implementation schedule, and rollback plan. This approach enables teams to analyze the consequences of planned actions before execution, reduce risk, and maintain control over the change process. Planning becomes an integral part of change management rather than a mere formality.

Using Item View Filters in the Service Desk System

Integrating Asset and Document Management with Changes

Effective change management requires full technical and business context. Codenica ITSM + ITAM allows changes to be directly linked with IT assets and documentation, ensuring that all critical information is available in one place. This approach supports process consistency and significantly reduces the risk of errors caused by missing or scattered data.

Links to Assets and Documentation

The change management system allows IT assets and documents to be directly assigned to individual changes. As a result, service desk teams gain immediate access to infrastructure details, configuration data, and documentation related to the planned implementation. These relationships provide full process transparency, simplify impact analysis, and support compliance with ITIL best practices.

Company Asset Management

Screenshot showing an asset and document linked to a change.

Bulk Editing of Company Assets in the Service Desk System

Documenting Changes with Structured Notes

Effective change management requires a complete record of decisions, agreements, and actions taken at every stage of the process. Codenica ITSM + ITAM enables systematic documentation of changes using notes that preserve context and support consistent communication across teams. As a result, every change remains clear, traceable, and understandable even after it has been completed.

Change History and Context

The notes system within the change management module allows teams to record key information, decisions, and comments related to the progress of a change. All notes are permanently linked to a specific change, giving service desk teams access to a complete history of actions and agreements. This approach improves transparency, simplifies responsibility handovers, and supports effective collaboration among all participants in the change process.

Tags, Categories, and Statuses in the Service Desk System

Frequently Asked Questions

1. What Is a Change Management System?

Change management software is an integrated service desk platform designed to support the organization and execution of change processes. The software helps businesses efficiently log, prioritize, and implement updates, improving operational efficiency. Key features of change management systems include comprehensive change tracking capabilities, a detailed knowledge base, and consistent communication tools.

2. Do I Need to Install Anything to Manage Workflows?

No, and that is a significant advantage of cloud-based change management software. Without the need for installation, the platform is accessible from any device with an Internet connection, offering flexibility in managing changes. Whether you are at home or on the go, you can work smoothly regardless of your location.

3. What Is an Agent’s Role in Change Management?

In the context of service desk change management software, an agent is typically a member of the IT or change management team responsible for coordinating modification processes. Agents use the software to manage the entire change lifecycle - from initiation to completion - playing a crucial role in achieving operational goals and enhancing organizational efficiency.

4. Can I Use One Subscription with Multiple Agents?

Yes, change management software allows multiple service desk agents to use a single subscription in a non-concurrent manner through a concurrent licensing model. This model is particularly beneficial for smaller organizations seeking an economical yet effective solution.

5. How Do I Get Started with Change Management Software?

Getting started with change management software is simplified by its cloud-based SaaS structure, enabling teams to begin work with minimal setup. Accessible from any device and location, the system streamlines processes, facilitating quick adaptation and minimizing operational disruptions.

6. What Does Real-Time Data Synchronization Do?

Real-time data refresh in change management software means that data and related information are automatically updated as soon as modifications are made, ensuring that all users have access to the most up-to-date information without delay.

7. Where Is My Database Located, and Is It Secure?

The database is secured by Microsoft Azure cloud security features. This ensures that all related data is stored securely, with controlled access, providing assurance regarding the integrity and confidentiality of records.

8. Are Files Added Also Secure?

Yes, all images or documents are securely stored in private Microsoft Azure repositories, ensuring that sensitive information remains protected and accessible only to authorized individuals.

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