sf-agent-framework

# CAB Coordination Task This task guides the coordination of Change Advisory Board (CAB) processes for Salesforce releases, ensuring proper governance and risk management. ## Purpose Enable release automation engineers to: - Coordinate CAB review processes - Prepare comprehensive change requests - Manage stakeholder approvals - Document risk assessments - Track CAB decisions and actions ## Prerequisites - CAB process defined and documented - Stakeholder list maintained - Change request templates available - Risk assessment criteria established - Communication channels configured ## CAB Coordination Framework ### 1. Change Request Preparation **Change Classification** ```yaml Standard Changes: - Pre-approved modifications - Low risk profile - Documented procedures - Examples: User creation, report updates Normal Changes: - Require CAB review - Medium risk profile - Business impact assessment needed - Examples: New features, integrations Emergency Changes: - Expedited approval process - High urgency - Post-implementation review - Examples: Critical bug fixes, security patches Major Changes: - Full CAB review required - High risk/impact - Extended planning period - Examples: Org migrations, platform upgrades ``` **Change Request Template** ```markdown ## Change Request: CR-[NUMBER] ### Summary **Title:** [Descriptive title] **Type:** Standard | Normal | Emergency | Major **Requested By:** [Name] **Date:** [YYYY-MM-DD] **Target Implementation:** [Date/Time] ### Description [Detailed description of the change] ### Business Justification - **Problem Statement:** [Current issue/opportunity] - **Proposed Solution:** [How this change addresses it] - **Business Value:** [Expected benefits] - **Success Metrics:** [How we measure success] ### Technical Details **Components Affected:** - [ ] Apex Classes: [List] - [ ] Lightning Components: [List] - [ ] Flows/Process Builder: [List] - [ ] Integration Points: [List] - [ ] Data Model: [List] **Dependencies:** - Internal: [List internal dependencies] - External: [List external dependencies] ### Risk Assessment **Risk Level:** Low | Medium | High | Critical **Identified Risks:** 1. [Risk description] - Mitigation: [Strategy] 2. [Risk description] - Mitigation: [Strategy] ### Testing Summary - Unit Tests: [Coverage %] - Integration Tests: [Status] - UAT: [Status] - Performance Tests: [Results] ### Rollback Plan [Detailed rollback procedures] ### Stakeholder Sign-offs - Business Owner: [ ] Approved - Technical Lead: [ ] Approved - Security Team: [ ] Approved - Architecture: [ ] Approved ``` ### 2. CAB Meeting Preparation **Pre-CAB Checklist** ```yaml Documentation: - [ ] Change request completed - [ ] Test results attached - [ ] Risk assessment documented - [ ] Rollback plan verified - [ ] Dependencies mapped Technical Review: - [ ] Code review completed - [ ] Security scan passed - [ ] Performance baseline established - [ ] Architecture alignment confirmed Communication: - [ ] Stakeholders notified - [ ] Meeting agenda distributed - [ ] Pre-read materials sent - [ ] Questions collected ``` **CAB Package Contents** ```markdown 1. Executive Summary (1 page) 2. Change Request Form 3. Technical Architecture Diagram 4. Test Evidence - Automated test results - UAT sign-offs - Performance benchmarks 5. Risk & Mitigation Matrix 6. Implementation Timeline 7. Communication Plan 8. Post-Implementation Review Plan ``` ### 3. CAB Meeting Facilitation **Meeting Structure** ```yaml Duration: 30-60 minutes Agenda: 1. Opening (5 min) - Attendee introductions - Agenda review - Previous actions review 2. Change Presentations (20-40 min) - 10 min per major change - 5 min per normal change - Focus on risks and mitigations 3. Discussion & Questions (10 min) - Technical clarifications - Risk concerns - Alternative approaches 4. Decision & Actions (5 min) - Approval/rejection/deferral - Conditions for approval - Action items assignment ``` **Decision Framework** **CAB Decision Logic Matrix** 1. **Emergency Changes** - Risk Score ≤ 7 AND Readiness Score ≥ 8: - Decision: APPROVED_WITH_CONDITIONS - Actions: Expedited implementation with enhanced monitoring - Risk Score > 7 OR Readiness Score < 8: - Decision: ESCALATE_TO_LEADERSHIP - Actions: Executive review required 2. **Major Changes** - Risk Score ≤ 5 AND Readiness Score ≥ 9: - Decision: APPROVED - Actions: Proceed with standard implementation - Risk Score ≤ 7 AND Readiness Score ≥ 7: - Decision: APPROVED_WITH_CONDITIONS - Actions: Additional safeguards required - All other cases: - Decision: DEFERRED_FOR_REMEDIATION - Actions: Address gaps before resubmission 3. **Normal Changes** - Risk Score ≤ 6 AND Readiness Score ≥ 7: - Decision: APPROVED - Actions: Standard implementation process - All other cases: - Decision: REQUIRES_ADDITIONAL_REVIEW - Actions: Further analysis needed ### 4. Post-CAB Activities **Decision Communication** ```markdown ## CAB Decision Notice **Date:** [YYYY-MM-DD] **Change Request:** CR-[NUMBER] **Decision:** Approved | Approved with Conditions | Deferred | Rejected ### Decision Details [Rationale for decision] ### Conditions (if applicable) 1. [Condition 1] 2. [Condition 2] ### Action Items | Action | Owner | Due Date | Status | | -------- | ------ | -------- | ------ | | [Action] | [Name] | [Date] | [ ] | ### Next Steps - Implementation window: [Date/Time] - Notification plan: [Details] - Success criteria: [Metrics] ``` **Implementation Tracking** ```yaml Pre-Implementation: - [ ] Conditions met - [ ] Final approvals obtained - [ ] Communication sent - [ ] Resources allocated - [ ] Monitoring configured During Implementation: - [ ] Deployment started - [ ] Progress updates sent - [ ] Issues logged - [ ] Rollback readiness confirmed Post-Implementation: - [ ] Success criteria validated - [ ] Performance metrics collected - [ ] Stakeholders notified - [ ] Lessons learned documented ``` ## CAB Metrics and Reporting ### Key Performance Indicators **CAB Metrics Framework** 1. **Core Metrics Structure** ```yaml metrics: approval_rate: 'Percentage of changes approved' emergency_change_percentage: 'Proportion of emergency changes' average_review_time: 'Days from submission to decision' rollback_rate: 'Percentage of changes rolled back' post_implementation_issues: 'Issues found after deployment' ``` 2. **Monthly Metrics Calculation Process** - **Approval Rate**: (Approved Changes / Total Changes) × 100 - **Emergency Change %**: (Emergency Changes / Total Changes) × 100 - **Rollback Rate**: (Rolled Back Changes / Approved Changes) × 100 - **Review Time**: Average days from submission to decision - **Implementation Issues**: Count of post-deployment incidents 3. **CAB Performance Report Template** ``` CAB Monthly Metrics Report ======================== Approval Rate: [X]% Emergency Changes: [X]% Rollback Rate: [X]% Average Review Time: [X] days Post-Implementation Issues: [X] Trend Analysis: - [Month-over-month comparisons] - [Key insights and patterns] - [Recommendations for improvement] ``` ### CAB Dashboard ```json { "dashboard": { "changes_by_type": { "Standard": 45, "Normal": 82, "Emergency": 12, "Major": 8 }, "decisions": { "Approved": 125, "Conditional": 15, "Deferred": 5, "Rejected": 2 }, "trends": { "monthly_volume": [120, 135, 147, 142], "approval_rate": [92, 94, 91, 95], "cycle_time": [3.2, 2.8, 2.9, 2.7] } } } ``` ## Automation Opportunities ### CAB Workflow Automation **Automated CAB Submission Process** 1. **Change Request Validation** - Verify all required fields are populated: - Business justification - Risk assessment - Rollback plan - Technical details - Testing evidence - Check for completeness of attachments - Validate approver chain configuration - Ensure dependencies are documented 2. **Automated Processing Steps** - **CAB Number Assignment**: Generate unique identifier - **Risk Score Calculation**: Apply risk assessment algorithm - **CAB Type Determination**: Route based on change classification - **Stakeholder Notification**: Send alerts to CAB members - **Meeting Scheduling**: Create calendar events automatically 3. **Workflow Integration Points** - Trigger on change request submission - Invoke validation rules - Execute assignment logic - Update request status - Log all actions for audit 4. **Error Handling Process** - Capture validation failures - Generate descriptive error messages - Provide remediation guidance - Allow resubmission after corrections - Track error patterns for improvement ## Best Practices ### Effective CAB Coordination - Prepare thoroughly - incomplete requests delay decisions - Focus on risks and mitigations in presentations - Keep technical details appropriate to audience - Document all decisions and conditions clearly - Follow up on action items promptly ### Common Pitfalls to Avoid - Last-minute change requests - Insufficient testing evidence - Vague rollback procedures - Missing stakeholder input - Poor risk assessment ## Success Criteria ✅ All changes properly reviewed ✅ Decisions documented clearly ✅ Stakeholders informed timely ✅ Risk mitigation verified ✅ Metrics tracked consistently ✅ Continuous improvement applied