How do I configure assigned roles and service category owners in ChangePilot?

Before you start: the user making this change has to have the 'Service Administrator' role within the environment in which the ChangePilot Solution lives. Additional people can be assigned the Service Administrator role in the Power Platform admin center. By default, the person who conducted the solution installation will be the only person with this role.

Configuring nominated ChangePilot Roles during install

The ChangePilot roles are:

• Executive Sponsor: The most senior stakeholder in the ChangePilot process. Receives periodic Change Health information and the most serious escalation alerts.

• M365 Service Owner: Ultimately accountable for the M365 service.
• Change Process Owner: Drives the process forward, arranges internal change calls, and maintains momentum.
• User Comms Lead: Responsible for IT and/or Microsoft 365 user comms and/or training.

Configuring nominated ChangePilot roles is done at the point of importing the solution. As part of the import process you will be asked to enter values for each role as variables. Enter each user's email address for this.

Changing and/or updating nominated ChangePilot roles after install

If you did not know the nominated ChangePilot roles upon first ChangePilot solution import, you can follow the following instructions to add roles as variables in the unmanaged layer of the solution.

The same instructions can be followed to change or update the individual nominated for each role.

1. Go to make.powerapps.com and ensure you are in the same environment as the ChangePilot solution.
   
   If you have already created a 'Configuration' solution for other custom configuration or automation in your environment, please open this solution and skip to step 6.
   
   If you have already created a 'Configuration' solution and have already created ChangePilot role variables within, please open the solution and skip to step 7.
   

2. Navigate to 'Solutions' and click 'Add solution'.

3. Enter Name 'Configuration'.

4. Select the Publisher - choose default if you don't have one in your organistation.

5. Click 'Create' and open the newly created solution.

6. Click 'Add Existing' and choose More > Environment variables. Select the environment you want to update and click 'Next', then click 'Add'.

7. Click on each ChangePilot role's variable name to open. Edit the variable value in the Current Value field with the email address of the appropriate user. Click 'Save'.

8. Click on Environment variables form the left object pane. Click 'Publish all customisations'.

Configuring nominated service category owners

As part of your ChangePilot onboarding you will be asked to consider and nominate owners for each Service Category. Our recommendation is that this is a single user for clear accountability. However, it is possible to define a group of people, or 'team' within the constraints of the ChangePilot environment, and assign a service category to a team.

1. Navigate to make.powerapps.com and open the ChangePilot solution.

2. In the 'Objects' pane, find and expand 'Tables', then find the table called 'Service Owner'. Click on the table.

3. Click 'add more rows'.

4. Add a row and select a service category from the drop down. For first time configuration, we recommend starting at the top of the service category list and working your way down, creating a new row each time.
   
   If you see an option of 'General' you can ignore this. This comes from the channel mapping process in the Microsoft Teams element of ChangePilot.
5. Once a row has been created for each service category, assign each one to a owner using the 'Service Owner' column. Start typing the user's name and it will search the Active Directory.
6. Alternatively, you can select a pre-defined team in the 'Owning Team' column.

Please note:

• You can only have one row per service category. If you see a warning or red exclamation when trying to create a new for a service category, it may already exist.

• As you populate a row, tables automatically update and save. These changes are then instant and will apply to any automations and flows.

• You should only choose either an individual owner or an assigned team. If you add both, you may experience errors in email automations.

Changing service category ownership

1. Navigate to make.powerapps.com and open the ChangePilot solution.

2. In the 'Objects' pane, find and expand 'Tables', then find the table called 'Service Owner'. Click on the table.

3. Find the row for the service category you wish to update or change. Delete the name/team and re-assign using the AD search.