Re: BIA and BCP Approval/Renewal OOB Workflow

Rana Baghdar · ‎02-13-2023

If using OOTB functionality then all BIAs and BCPs expire after 1 year, this is automatically defined by the system. The expiration date is set to be 1 year after approval date. E.g., if something is approved on the 13th of february 2023, it will expire on the 13th of february 2024.

When a BIA or BCP expires, it is automatically moved to the state "archived", and these are displayed as overdue BIAs or expired BCPs in the BCM Workspace.

Hence, all BIAs and BCPs are flagged by the system however - as far as I know there is no OOTB notification process for this.

When working with a BIA or BCP that tis either overdue or expired, one is able to copy the same BIA/BCP, and all of the existing data will be copied over as well. The new BIA/BCP will be sent to the state "Draft" where one can either submit it for review or for approval. When approved, one can still go in and edit it until it expires, then one is also able to review and reapprove it yearly as stated by industry standards.

Some relevant links:
View approval state flows for a business impact analysis (servicenow.com)

View approval state flows for a business plan (servicenow.com)

Approval configuration (servicenow.com)

If this helps you out please hit the thumb icon and mark as correct 🙂

-R

Community Alums · ‎05-25-2023

I'd love to see documented workflows also.

My understanding is that OOB there is a notification that goes to the BIA Owner prior to the expires by date so that the owner can then click 'Edit' which resets the BIA back to Draft, allowing it to be edited and then go through the workflow to Approved. Once Approved, presumably a new 'Expires by' date is set (365 days from the new Approved date). No need to create a new one, thankfully. Depending on the change in the BIA, though, a script might have to be written to write back to the Business Process table to reflect current updates.

Jules Edwards · ‎02-27-2023

Where is the rule or script that acts on the expired impact analysis?

Community Alums · ‎08-17-2023

Hi Jules5,

I saw this as I was reading the rest of this post - not sure you have an answer yet but the scheduled job is called "Archive BIA" it runs weekly and moves any expired BIAs to Archvied. So essentially baseline you have a week grace period - you could increase that of course.

joshua_garrison · ‎10-10-2023

Hi Jules5,

There is a business rule that comes out of the box that i found 'Set Expiration Date' on the 'sn_bia_analysis' table. This is what sets the expiration date on the BIA's