Change Request & Deployment Process

To provide you with more predictability and transparency, we have formalised our Change Request (CR) and Sprint Process. These updates are designed to give your projects a clear path from initial idea to successful deployment.

The New Change Request Workflow

Going forward, all new requests should follow this streamlined path:

1. Submission: Submit your request via our new Online Change Request Form.

2. Review & Quote: Our delivery team will review the requirements and add them to the backlog for quoting.

3. Approval: You will receive a formal quote via DocuSign.

4. Scheduling: Once signed, the work is scheduled into the next available two-week sprint.

Note on Sprints: Our delivery team operates in two-week cycles (Thursday to Wednesday). To maintain stability, we cannot add new work to a sprint once it has already commenced.

Deployment & Sign-Off Schedule

We have established a consistent weekly cadence to ensure all releases are stable and fully vetted:

• Weekly Deployment: Every Wednesday at 3:00 PM AWST.

• The "No Sign-Off, No Deploy" Rule: To protect your environment, we will only deploy features that have been fully tested and signed off by your team.

• Sign-Off Deadline: All approvals must be received by Monday at 5:00 PM AWST to be included in that Wednesday’s release. This allows our team 48 hours to finalise the deployment plan.

• Please note: If this is not signed off by the deadline then the work will be scheduled in the next available deployment date, that will be communicated to you by the delivery team.

Planning for CAB Reviews

If your organization requires a Change Advisory Board (CAB) review, please include those specific details and timelines within your Jotform submission.

When proposing your desired delivery dates, please factor in your internal approval windows alongside our Monday sign-off deadline and sprint timeframes to ensure a smooth transition to production.

Urgent Requests 

While we strive to accommodate last-minute needs, our capacity is not always guaranteed. To ensure the best results, we encourage planning ahead whenever possible.

For time-sensitive requests, we will evaluate our current workload and assist if capacity allows. Please note that urgent requests integrated into an active sprint will incur an additional fee to cover the necessary scheduling adjustments.

Download and share our info graphic with your teams for easy reference.

We appreciate your partnership and look forward to delivering even more value through these improved processes. If you have any questions, please reach out to your Account Manager.