SOP-3: Modify and Publish Reference Library Content

SOP-3: Modify and Publish Reference Library Content



Version Modifier Date Comments
0.1 Matias Fontecilla 2020-08-20 First draft
1.0 Matias Fontecilla 2020-10-14 First Publication




Description and Scope #

This document describes the steps to review, approve and publish changes to non-process related objects inside EPC.

Purpose #

EPC Objects such as Roles, Documents and Rules are created to be reflective of the organization’s blueprint and are meant to be reused and associated to one another. This has several benefits such as reducing the effort to maintain information and the enablement of impact analyses. It is therefore critical that any addition, removal or change to this content be properly validated prior to its publication.

Procedure #

Need to Add or Modify or Add reference library content #

Content evolves over time as needs are identified and general changes to an organization arise.

Validate the need for change #

Whether the change is to create, modify or delete one or more objects, it is important to validate the need for change as well as the best approach to apply the change. The following is a non-exhaustive list of validations to make depending on whether you wish to create, modify or delete an object.

Other modelers and subject matter experts should also be consulted as part of this task.

Once this critical thinking is complete, the modeler will have a better understanding of whether your desired changes are valid and the best approach to proceeding.


If creating a new object, ensure that:

  1. No other existing object can fulfill the need:
    1. Duplicating objects goes against EPC’s object-driven approach.
    2. Sometimes the nuance is subtle. For example, if you want to create an object named “Accounts Payable Clerk”, validate that there aren’t any roles that may have those responsibilities, such as “Financial Analyst II”, “AP Coordinator”, etc.
    3. This may also require consulting subject matter experts.
  2. All required attributes and associations are well defined: beyond a name, there may be some attributes or associations that are required when documenting an object.
    1. For example, documents may require sub-types (e.g. Form, Checklist, etc.) and that an Accountable role be assigned to it.
  3. It is being created in the most appropriate Parent (i.e. org unit, folder, etc.)


If modifying an object,

  1. Perform an impact analysis on associated objects to validate that the changes would not affect the logic of the relationship.
    1. For example, if changing an asset name from “ERP” to “SAP Financials”, validate that associated process information is only applicable to the Financials module of SAP.

If deleting an object,

  1. Perform an impact analysis on associated objects. Will there be a void where this object once stood?

Perform Change(s) #

The modeler can now proceed with their desired changes, subject to the outcomes of their analysis in the previous task. Note that all changes are controlled through versioning and audit trails.

Publish Changes #

Unless the change is to delete an object, all changes must be published so that End Users can see them.

  • Publications can be major or minor
    • If Minor (e.g. typo corrections, adding a tag, etc.)
      • the version will increase by at least 0.001
      • New version notifications and confirmation requests will not be sent to RACI stakeholders
    • If Major
      • the version will increase by at least 1.0
      • New version notifications and confirmation requests will be sent to RACI stakeholders
    • A decision must be made as to when the publication can take place (e.g. ASAP, first day of the following month)
    • If multiple changes have been made, all objects implicated need to be published.
    • Note that for an object to be published, their parent must also have been published so that it can be placed into the proper If the parent is not published, the publish button will be greyed out.

To Publish an object,

  1. Navigate to the object’s Details Tab
  2. Hit the Publish Button
  3. A window will open. Add comments to contextualize readers, select whether it is a minor or major publication, and hit Publish.
  4. Alternatively, multiple objects can be published simultaneously through the box picker in the Module’s List Tab.


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