Moonlit Systems Project Change Management Plan

10/19/2018
Solutions

PROJECT CHANGE MANAGEMENT PLAN

Project Name: Party Monsters Event Management System

Prepared by: Moonlit Systems Solutions
Date (MM/DD/YYYY): 09/21/2018

1. Purpose
The purpose of this Change Management Plan is to:
 Ensure that all changes to the project are reviewed and approved in advance
 All changes are coordinated across the entire project.
 All stakeholders are notified of approved changes to the project.
All project Change Requests (CR) must be submitted in Link_To_Project Change Request Form
written form using the Change Request Form provided.
The project team should keep a log of all Change Link_To_Project Change Request Log
Requests.

2. Goals
The goals of this Change Management Plan are to:
 Give due consideration to all requests for change
 Identify define, evaluate, approve, and track changes through to completion
 Modify Project Plans to reflect the impact of the changes requested
 Bring the appropriate parties (depending on the nature of the requested change) into the discussion
 Negotiate changes and communicate them to all affected parties.

3. Responsibilities
Those responsible for Change Management Their Responsibilities
 Project Manager (with the Project Team) Developing the Change Management Plan
 Project Manager Facilitating or executing the change management
process. This process may result in changes to the
scope, schedule, budget, and/or quality plans.
Additional resources may be required.
 A designated member of the Project Team Maintaining a log of all CRs

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3. Responsibilities
Those responsible for Change Management Their Responsibilities
 Project Manager Conducting reviews of all change management
activities with senior management on a periodic
basis
 The Executive Committee Ensuring that adequate resources and funding are
available to support execution of the Change
Management Plan
Ensuring that the Change Management Plan is
implemented

4. Process
The Change Management process occurs in six steps:
1. Submit written Change Request (CR)
2. Review CRs and approve or reject for further analysis
3. If approved, perform analysis and develop a recommendation
4. Accept or reject the recommendation
5. If accepted, update project documents and re-plan
6. Notify all stakeholders of the change.
In practice the Change Request process is a bit more complex. The following describes the change
control process in detail:
1. Any stakeholder can request or identify a change. He/she uses a Change Request Form to document the
nure of the change request.
2. The completed form is sent to a designated Link_To_Project Change Request Log
member of the Project Team who enters the CR
into the Project Change Request Log.
3. CRs are reviewed daily by the Project Manager or designee and assigned one four possible outcomes:
 Reject:  Notice is sent to the submitter
 Submitter may appeal (which sends the matter to
the Project Team)
 Project Team reviews the CR at its next meeting.
 Defer to a date:  Project Team is scheduled to consider the CR on a
given date
 Notice is sent to the submitter
 Submitter may appeal (which sends the matter to
the Project Team)
 Project Team reviews the CR at their meeting.

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 Moonlit Systems Project Change Management Plan
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4. Process
 Accept for analysis immediately (e.g.,  An analyst is assigned and impact analysis begins
emergency):
 Project Team is notified.
 Accept for consideration by the project  Project Team reviews the CR at its next meeting.
team:
4. All new pending CRs are reviewed at the Project Team meeting. Possible outcomes:
 Reject:  Notice is sent to the submitter
 Submitter may appeal (which sends the matter to
the Project Sponsor, and possibly to the Executive
Committee)
 Executive Committee review is final.
 Defer to a date:  Project Team is scheduled to consider the CR on a
given date
 Notice is sent to the submitter.
 Accept for analysis:  An analyst is assigned and impact analysis begins
 Notice is sent to the submitter.
1
5. Once the analysis is complete, the Project Team reviews the results. Possible outcomes:
 Reject:  Notice is sent to the submitter
 Submitter may appeal which sends the matter to the
Project Sponsor (and possibly to the Executive
Committee)
 Executive Committee review is final.
 Accept:  Project Team accepts the analyst’s
recommendation
 Notice is sent to Project Sponsor as follows:
 Low-impact CR – Information only, no
action required
 Medium-impact CR – Sponsor review
requested; no other action required
 High-impact CR – Sponsor approval
required.
 Return for further analysis: Project Team has questions or suggestions that are sent
back to the analyst for further consideration.
6. Accepted CRs are forwarded to the Project Sponsor for review of recommendations. Possible
outcomes:

1
Note: Sponsor participates in this review if the analysis was done at Sponsor’s request.

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 Moonlit Systems Project Change Management Plan
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4. Process
 Reject:  Notice is sent to the submitter
 Submitter may appeal to the Executive Committee
 Executive Committee review is final.
 Accept:  Notice is sent to the submitter
 Project Team updates relevant project documents
 Project Team re-plans
 Project Team acts on the new plan.
 Return for further analysis:  The Sponsor has questions or suggestions that are
sent back to the analyst for further consideration
 Notice is sent to the submitter
 Analyst’s recommendations are reviewed by Project
Team (return to Step 5).

5. Notes on the Change Control Process

<Modify Sections 3 and 5 to meet the needs of your project.>
1. A Change Request is:
 Included in the project only when both Sponsor and Project Team agree on a recommended action.
2. The CR may be:
 Low-impact – Has no material affect on cost or schedule. Quality is not impaired.
 Medium-impact – Moderate impact on cost or schedule, or no impact on cost or schedule but quality is
impaired. If impact is negative, Sponsor review and approval is required
 High-impact – Significant impact on cost, schedule or quality. If impact is negative, Executive
Committee review and approval is required
3. For this project:
 Moderate-impact – Fewer than 8 days change in schedule; less than ₱300,000.00 change in budget;
one or more major use cases materially degraded
 High-impact – More than 15 days change in schedule; more than $500,000.00 change in budget; one or
more major use cases lost.
4. All project changes will require some degree of update to project documents:
 Low-impact – Changes likely require update only to requirements and specifications documents
 Moderate- or high-impact – depending on the type of change, the following documents (at a minimum)
must be reviewed and may require update:
Type of Change: Documents to Review (and update as needed):

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5. Notes on the Change Control Process

 Scope  Scope Statement and WBS
 Budget
 Project Schedule
 Resource Plan
 Risk Response Plan
 Requirements
 Specifications
 Schedule  Project Schedule
 Budget
 Resource Plan
 Risk Response Plan
 Budget  Budget
 Project Schedule
 Resource Plan
 Risk Response Plan
 Quality  Budget
 Project Schedule
 Resource Plan
 Risk Response Plan
 Quality Plan
 Requirements
 Specifications
5. Project documents:

Whenever changes are made to project documents, the version history is updated in the document and
prior versions are maintained in an archive. Edit access to project documents is limited to the Project
Manager and designated individuals on the Project Team.
 For this project, all electronic documents are kept in:
[ x ] Version Control System: Any revisions made are saved separately for future
reference.
[ x ] Central storage available to the Project Team: Besides the local storage devices in the headquarters,
the organization has also acquired cloud services for
storage.
[ ] Other:
 For this project, all paper documents are kept in:
[ x ] Project file maintained by the Project Manager: Hardcopies are stored in file cabinets detailed and
organized by revision and date.

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 Moonlit Systems Project Change Management Plan
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Solutions

5. Notes on the Change Control Process

[ ] Other:
 The following individuals have edit access to project documents:
Role Documents
 Project Manager  All current documents
 Project archive
 Technical Writer  All current documents

6. Project Change Management Plan / Signatures

Project Name: Party Monsters Event Management System

Project Manager: Marco Jimenez

I have reviewed the information contained in this Project Change Management Plan and agree:

Name Role Signature Date

(MM/DD/YYYY)

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