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2. Change Control

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2. Change Control

Uploaded by

chabdulmanan8953
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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PROJECT CHANGE CONTROL

PROCESS
Software Engineering-II (SE-406)

MUHAMMAD TALHA TAHIR BAJWA


CHANGE CONTROL PROCESS

 Change control is a crucial aspect of project management


 The way technology is advancing, it is almost certain that
projects will face the demand for change.
 While change may help ensure the project's alignment with
business needs, it is important to consider and approve each
change carefully.
 The change control process in project management ensures that
each change proposed during a project is well defined, reviewed
and approved before implementation.
 The change control process helps avoid unnecessary changes
that might disturb services and also ensures the efficient use of
resources.
CHANGE CONTROL PROCESS

 There are two documents used during the process:


 Change Log: used to provide a record of all changes requested
and decisions made. The purpose of this document is to provide an
overview of important changes.

 Change Request Form: A Change Form, or Change Request


Form, records a request for change to meet a team's objectives. For
example, a Project Manager may use a Change Form to request a
change to the scope of a project. The advantage of using a Change
Form to document change requests is that each change is
documented before it is approved.
STEPS OF PROJECT CHANGE CONTROL
PROCESS

There are 5 core steps that form a typical project change control
process

Project
Change
Control
IDENTIFY PROJECT CHANGE

 It is important that there is a structured method on how change is


identified across the project.
 In order to support this, it is critical that there is a published change
control structure, that has been communicated, for the project.
 This should include details on how an individual can raise a potential
change.
 As there is not a set time when a change may occur, it is important that
all stakeholders are made aware of the process for raising a change.
 It is a good idea for the PMO to have a regular agenda item for formal
and informal meetings to ask if there are any new changes.
IMPACT ASSESSMENT

 The persons completing the impact assessment should conduct


analysis to understand the impact of the change.
 Note: before you can conduct the impact assessment the
identification and capture step of the change process must be
complete.
 It is a good idea to capture the impact in a structured manner and,
where appropriate, detail the specific impact in respect of:
Scope
Budget / Costs
Schedule / Timeline / Plan
Benefits / Outcomes
IMPACT ASSESSMENT

Impact assessment template

 The change request template is typically in the form of a word


processor or spreadsheet document with predefined fields to
capture the key aspects of the request.
 Some organizations may have enterprise wide project
management platforms that have online forms for the
submission of change details.
 The principles are the same, a structured form that ensures the
correct information is captured.
REVIEW PROJECT CHANGE REQUEST

 All project change requests must be reviewed by all relevant stakeholders


to ensure that the change is understood and identify any concerns.
Review process
 Very simply this is where each team reviewing the proposed change,
review the ideas and known impact assessment to:
Ensure they understand the proposed change
Check information is correct to the best of their knowledge
Ensure that any known impact is identified and correctly explained
REVIEW PROJECT CHANGE REQUEST

 This process allows for any points to be clarified and missing


impacts to be captured.
 The aim is that the reviewer is able to fully understand in order to
make a decision to agree or reject the change.
 If there are many questions arising, it might be worth holding a
review session with the interested parties to allow the points to be
discussed.
This can be an efficient process when a number of parties have
questions concerning the change.
 Don’t forget to set a deadline for the reviews to be complete.
REVIEW PROJECT CHANGE REQUEST

 The PMO can help ensure that all reviewers complete their reviews
by the deadline.
 If not this will delay when the change request can go forward for
formal approval.

Review completion
 When all parties have reviewed and provided feedback, the change
request is ready to go for formal approval.
REVIEW PROJECT CHANGE

Change Request review template

 While a specific change request template can be used, a better


option is to include a review section within the change request /
impact assessment template.
 This will then allow each reviewer to provide feedback on their
copy of the form.
 The project manager / PMO can then review all of the individual
feedback and develop as appropriate so all important themes
and points are captured on one form.
APPROVE/REJECT REQUEST

 All project change requests must have a decision of either approve or reject.
Approve / reject process
 The process is very simple.
 All stakeholders required to make the decision need to have the change
request details shared with them so they can make a decision.
 It is important that the process is documented including, how a decision can
be made.
 For example what if there are 10 stakeholders who need to make the
decision.
 If 6 vote “yes” is that sufficient? What happens if 5 vote “yes” and 5 vote “no”?
Who is responsible for a deciding vote?
APPROVE/REJECT REQUEST

 Then is could be that all 10 have to vote “yes” for a decision.


 You need to think what is appropriate for your organization.
 Tip: It is a good idea for the PMO to organize a central Change Board.
 This then allows for all project change requests to be presented with
all stakeholders present.
 The change request can then be presented (normally by the project
manager).
 By issuing a terms of reference for the Change Board, this will ensure
all parties understand the governance for decisions.
APPROVE/REJECT REQUEST

Approve / reject template


 There is no specific template required for the review / reject step of
the process.
 However, it is a good idea to have a central register of change
requests.
 This is a good approach as it minimizes the need to create additional
documents.
 The meeting material should then be published at least 24 business
hours, ideally 48 hours ahead of the meeting to allow for the material
to be reviewed by the stakeholders.
IMPLEMENT PROJECT CHANGE REQUEST

 The project change control process is not complete until the required
change has been incorporated into the scope of the project.
Implement project change request process
 Ensure that the change request template and any supporting
information is stored so that there is a record of what information was
used to reach the decision.
 Ensure that the decision from the Change Board is clearly
communicated to all relevant stakeholders.
 This is especially important for the project manager / project team
who needs to implement the change.
IMPLEMENT PROJECT CHANGE REQUEST

 Update the change control register (change log) to record the


outcome of the decision.
 Update any financial records in respect of updated budget.
 Note: this may also require an update by the finance team.
 A good example is where an organization uses an enterprise project
planning tool like Clarity.
 Changes might only be able to be changed by the central PMO.
IMPLEMENT PROJECT CHANGE REQUEST

The project manager and / or project team will need to:


 Ensure change decision has been communicated across project
team.
 Update scope of project to reflect agreed change.
 Update project plans with revised dates and activities to support
change.
 Update financial tracking with new budget.
Update reports with revised timeline, budget and scope.
IMPLEMENT PROJECT CHANGE REQUEST

Implement project change request template

 There is no specific implement change request template.


 However, it is a good idea for the PMO to include fields on the
change request template and change register to allow a date to be
recorded that all of the necessary steps have been taken to action
the change request.

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