Defining/Assigning Approvers for Large Inventory across Various Organizations

[smithses]

How are others identifying Enterprise Architecture groups for managing the review & approval of a large inventory of business applications?  With thousands of registered entities across hundreds of organizations, I'd like to understand how others are tackling this feat to ensure oversight is established and properly engaged by organization with little/no administrative management (e.g. systematically).

[Renat Akhmedov]

Hi @smithses,

Most large organizations handle this through automated assignment rules in APM rather than manual triage. A common pattern is to map each Business Unit or Organization to a specific EA Reviewer Group, and then let the system route review tasks automatically.

Populate Business Owner, Technical Owner, and/or Business Unit on each application, maintain a simple mapping table, and use a Business Rule or Flow Designer flow to set the EA Reviewer Group whenever a new app is created or updated. 

This way the correct EA group is assigned automatically, even with thousands of applications spread across many organizations.

If my answer was helpful, please don’t hesitate to give it a thumbs-up - it only takes a second, but it means a lot to me. Thank you!

Best regards,
Renat Akhmedov

[smithses]

Yes, but how do you automate the management of the "specific EA Reviewer Group"?  With hundreds of organizations (with recurring reorg), this is difficult to manage when orgs come in/out of scope.  How do you automate the creation of the group? Identify required approvers by org to align to the groups?

[Renat Akhmedov]

Hi @smithses, 

You’re absolutely right — routing is the easy part. The real challenge is keeping the EA Reviewer Groups themselves in sync when the org structure changes. Most large customers automate this using a small data model and a scheduled sync.

To automate EA reviewer group management I'll suggest following steps:

1. Use a mapping table as the system of record.
2. Auto-create EA groups when new orgs appear.
3. Auto-update membership based on the org manager or reviewer list.
4. Let APM dynamically assign the correct group using this table.

I hope it helps,

Best regards,
Renat Akhmedov