Create a CAB definition

CAB Definitions are similar to a recurring meeting invitation. When you define a CAB definition, it determines the attributes that are associated with all CAB Meetings generated from that definition.

Before you begin

Role required: sn_change_cab.cab_manager

Procedure

  1. Navigate to Change > Change Advisory Board > My CAB Definitions.
  2. Click New to create a new CAB definition.
  3. Fill in the fields on the form, as appropriate.
    Table 1. CAB Definition
    Field Description
    Name Name for your CAB definition.
    CAB Manager Name of the CAB manager for the CAB meetings.
    Delegates Add CAB members that you want to include as delegates. They can substitute you as CAB manager during the meeting.
    Board Members Board members who are expected to attend the CAB meeting from the list of users.
    Board Groups Board groups who are expected to attend the CAB meeting from the list of user groups.
    Rolling Meeting Window Number of days for which you want to create CAB meetings.
    Note: The CAB schedule and related schedules, if any, determine the number of CAB meetings that are created. For example, if you have a CAB schedule of once every week and you enter 28 days in the Rolling Meeting Window field, then three CAB meetings are created.
    CAB Type Type of CAB meeting this definition is used for.
    Time zone Time zone for the CAB meeting.
    Locations One or more locations for your CAB meetings. For example, meeting rooms in different offices.
    Active Check box to make the CAB definition active. To deactivate the CAB Definition, clear the check box.
    Conference Details Conference details, such as any meeting links, passwords, and phone numbers.
    Agenda Management
    Notification lead time Number of agenda items prior to which change requesters are notified that their changes are coming up for discussion on the CAB agenda.
    Automatically Add Change Requests Check box to define the types of change requests that are automatically added to the CAB meeting agenda.

    When you select Automatically Add Change Requests, the Refresh CAB Meetings related link appears. If you click this link, search is performed for change requests that match the value in the Change Request Addition Conditions field. If there are any matching change requests, agenda items are created for them and added to the CAB agenda.

    If you do not select Automatically Add Change Requests, then you need to create each agenda item for the associated change request for the meeting agenda.

    Change Request Addition Conditions Criteria to specify which change requests are added to the CAB meeting agenda.

    These fields appear when you select the Automatically Add Change Requests check box.

    Time per Agenda Item The Alloted time field in the Agenda Items related list can be used to alter the default amount of time allocated to all agenda items.
    Complete Pre-approved Changes Check box to mark each pre-approved change request as Complete in the CAB meeting agenda.
    Note: Pre-approved changes are automatically marked as complete. Approvers do not have to review the change request manually. You can see the pre-approved agenda items and discuss them in the CAB meeting. The pre-approved changes are still visible in the CAB Workbench.
  4. Right-click the form header and select Save.
  5. Set the meeting schedule for your CAB meeting series.
    You can add one or more schedule entries to a CAB definition to schedule the series of CAB meetings for that CAB. These schedule entries let you set valid days and times for holding CAB meetings.
    1. In the Schedule Entries related list, click New.
    2. Fill in the fields on the form, as appropriate.
      Table 2. Schedule Entry
      Field Description
      Name Name for the schedule entry.
      Type Type of schedule entry. For example, appointment or meeting.
      • Time off: The specified date and time duration is shown planned time-off.
      • Appointment: The specified date and time duration is shown as appointment time.
      • Meeting: The specified date and time duration is shown as meeting time.
      • Phone call: The specified date and time duration is shown as time for phone calls.
      • Excluded: The specified date and time duration is excluded.
      Show as What the schedule entry must be displayed as on the CAB calendar. For example, busy or tentative.
      When Start and end date, and time for the schedule entry.
      All day Check box to make the schedule entry active for the entire duration of the selected dates.
      Time zone Time zone for the schedule entry. The time zone cannot be modified.
      Repeats Frequency with which the schedule entry repeats. For example, daily or weekly.
      The following fields appear when you select Monthly:
      • Monthly type: The number of times in a month when the schedule entry repeats.
      The following fields appear when you select Yearly:
      • Yearly type
        • Day of the year: Chosen as the current day on which you define the schedule.
        • Floating: If you select this option, then the following fields appear:
          • Float week: The week of the month when the schedule entry repeats.
          • Float day: The day of that week when the schedule entry repeats.
          • Month: The month when the schedule entry repeats.
      Repeat every If the schedule entry is selected to repeat, then specify how often it repeats. For example, if you select weekly repetitions, specify the frequency such as every week or every two weeks.

      This field appears when you select the Weekly, Monthly, or Yearly options.

      Repeat on If the schedule entry is selected to repeat, then specify when it repeats. For example, if you select weekly repetitions, specify the days of the week when it would repeat.

      This field appears when you select the Weekly option.

      Repeat until If the schedule entry is scheduled to repeat, then specify an end date until which the schedule entry repeats itself.
    3. Click Submit to add the schedule entry to the CAB definition.
    4. On the CAB Definition form, click the Show Schedule related link to view the series of CAB meetings created with the new schedule.
  6. To set a related schedule for your CAB meeting series, perform the following steps:
    You can add one or more related schedules to a CAB definition. Related schedules enable you to set valid schedules for holding CAB meetings. For example, if you set the public holiday schedule as a related schedule, it ensures that no CAB meeting is scheduled on a public holiday.
    1. In the Related Schedules related list, click Edit.
    2. Select one or more related schedules and move them to the Related Schedules List.
    3. Click Save to add the related schedule to the CAB definition.
    4. On the CAB Definition form, click the Show Schedule related link to view the defined schedule in the calendar.
  7. In the Related Links section, click Refresh CAB Meetings.
    Note: The CAB meeting series created from CAB definitions inherit the criteria of the CAB definition.
    You can view the series of CAB meetings generated from the CAB definition in the CAB Meetings tab.

What to do next

You can modify CAB meeting details and send meeting requests to attendees. You can also manage agendas by reviewing or adding agenda items to each of the meetings.