While many companies operate a very effective Change Board, many do not, opting for routing Change Requests around those responsible for reviewing and signing them. I am interested to know how many Project Management Professionals encounter challenges tracking Change Note Documentation. This would include ensuring that a Change Note is progressed through the sign-off loop, is properly filed, the result disseminated to stakeholders, and Project documentation is properly updated. Saving Changes...
Once a change management process is established and everyone understands the importance of following it, as long as a change request is raised, it goes through the right steps.
The bigger challenges I've witnessed are:
1. Folks not understanding when something is a change, and hence not submitting a completed change request
2. A one size fits all change process which encourages contravention
3. A change management process without an initial filter to triage out "poor" requests. This ends up chewing up too much of the team's time in analysis.
Kiron
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1 reply by Andrew Adeney
Apr 12, 2022 11:59 AM
Andrew Adeney
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Thanks Kiron, you make some interesting points. I completely agree that a one-size-fits-all approach is not right. In our organization we get round the problem of triaging by reference to the PM before raising a CR. But this adds almost as much work to the PM as triaging would, but at least the the person raising the CR does not waste as much time as they would raising a false CR. My particular problem is keeping track of CRs once released onto the sign-off loop. This is because we operate a circular route rather than using the PM as the hub where each signatory returns the CR to the PM. I am not in favor of implementing this as it will add more PM workload. I am considering implementing a computer tracking system that 'knows' where each CR is in the loop and sends out reminders. Do you have any thoughts on this?
As project managers, we have to ensure we have a change management process for our project. If the organization already has one you can leverage, bonus! If not, then you have to create a process. complete wirh roles and responsibilities. Saving Changes...
Once a change management process is established and everyone understands the importance of following it, as long as a change request is raised, it goes through the right steps.
The bigger challenges I've witnessed are:
1. Folks not understanding when something is a change, and hence not submitting a completed change request
2. A one size fits all change process which encourages contravention
3. A change management process without an initial filter to triage out "poor" requests. This ends up chewing up too much of the team's time in analysis.
Kiron
Thanks Kiron, you make some interesting points. I completely agree that a one-size-fits-all approach is not right. In our organization we get round the problem of triaging by reference to the PM before raising a CR. But this adds almost as much work to the PM as triaging would, but at least the the person raising the CR does not waste as much time as they would raising a false CR. My particular problem is keeping track of CRs once released onto the sign-off loop. This is because we operate a circular route rather than using the PM as the hub where each signatory returns the CR to the PM. I am not in favor of implementing this as it will add more PM workload. I am considering implementing a computer tracking system that 'knows' where each CR is in the loop and sends out reminders. Do you have any thoughts on this?
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1 reply by Kiron Bondale
Apr 12, 2022 3:46 PM
Kiron Bondale
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Andrew -
agreed, it is not efficient to make the PM the bottleneck for such processes. However, a simple workflow system with notifications and escalations might solve the issue of requests bogging down in the approval process without incurring a lot of overhead.
It happens even in companies with very robust change management processes. Certain conditions may mean existing processes are not a good fit for the current situation. For example if you are using a new business model, implementing new process requirements, or partnering with other companies who use different change management processes, the current state may simply not work.
This is indeed where the PM needs to determine if there is a process gap that needs addressing. In my current job for example, I created a new change board to ensure certain changes are properly vetted across teams. We implemented other process changes concurrently, so my team also became the gatekeeper of the process documentation to ensure the requirements were met prior to implementing the changes, and built checklists and templates to support the team.
If you are a PM that is constantly dealing with new organizations, data management tools, and process improvements, a lot of the job involves becoming an expert in navigating the existing CM processes, identifying improvement opportunities, and selling the business case to implement the improvements to benefit your own projects, and those that follow. That is where PMs have one foot in the product development world, and the other in the business process development. Saving Changes...
Thanks Kiron, you make some interesting points. I completely agree that a one-size-fits-all approach is not right. In our organization we get round the problem of triaging by reference to the PM before raising a CR. But this adds almost as much work to the PM as triaging would, but at least the the person raising the CR does not waste as much time as they would raising a false CR. My particular problem is keeping track of CRs once released onto the sign-off loop. This is because we operate a circular route rather than using the PM as the hub where each signatory returns the CR to the PM. I am not in favor of implementing this as it will add more PM workload. I am considering implementing a computer tracking system that 'knows' where each CR is in the loop and sends out reminders. Do you have any thoughts on this?
Andrew -
agreed, it is not efficient to make the PM the bottleneck for such processes. However, a simple workflow system with notifications and escalations might solve the issue of requests bogging down in the approval process without incurring a lot of overhead.
Kiron Saving Changes...
Tiffany FranseenPresident| Vis-Ã -VisHilton Head, Sc, United States
Andrew - in the organization I support, they have put a simple SharePoint library with workflow in place. A SharePoint form collects the required elements for the Change Request, and upon submission, it is routed appropriately through the review and approval process. Signatures/approvals are captured in the CR, and all CRs are available for reference in perpetuity in the SharePoint library. Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
I found that weekly CCB sessions work best, as CRs can be explained, amended and quickly brought to decision. These CCBs are documented and the status of CRs is visible in the change log. The CCB had representatives of all related functions (e.g. finance, logistics, sales), empowered to make decisions.
Used this for example with a 18 months SAP rollout project. Shorter and smaller projects might use less stringent procedures.
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2 replies by Andrew Adeney and Gerald Richli
Apr 21, 2022 6:00 AM
Andrew Adeney
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This is a great approach as it keeps the review and sign-off process contained. However as you say, this is quite a labour intensive approach and it can be difficult to get the right people to devote enough time to meeting on a regular basis. So in smaller organisations, the CR needs to be routed around the various signatories and left to them to sign in their own time. This is where it can become challenging to track. I think Tiffany's approach may be useful in this case
Oct 26, 2023 12:23 PM
Gerald Richli
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Hi Thomas I would agree with you. For example I am dealing with a 200+ staff company involved in on-line teaching in various countries. We do not want to increase administrative burden of the PMO but still want to put in place a process that allows to keep track of the major changes. So we would implement a simple change request form that would be handed over to the Portfolio or Program manager, the later escalating it to the PMO Head for further decision if needed. We would make this an ad-hoc process as the online training industry generally requires a fast response time (3days), although my intention was to make it weekly as well.
I would be delighted for any comment-
Thanks and regards,
Gerald
I found that weekly CCB sessions work best, as CRs can be explained, amended and quickly brought to decision. These CCBs are documented and the status of CRs is visible in the change log. The CCB had representatives of all related functions (e.g. finance, logistics, sales), empowered to make decisions.
Used this for example with a 18 months SAP rollout project. Shorter and smaller projects might use less stringent procedures.
This is a great approach as it keeps the review and sign-off process contained. However as you say, this is quite a labour intensive approach and it can be difficult to get the right people to devote enough time to meeting on a regular basis. So in smaller organisations, the CR needs to be routed around the various signatories and left to them to sign in their own time. This is where it can become challenging to track. I think Tiffany's approach may be useful in this case Saving Changes...
Sergio Luis ConteHelping to create solutions for everyone| Worldwide based OrganizationsBuenos Aires, Argentina
My recommendation is taking a look to ITIL processess. We have implemented it in my actual work place to manage changes at the whole company. At least, it could help like a model or reference that could help to create your own change management process.
My recommendation is taking a look to ITIL processess. We have implemented it in my actual work place to manage changes at the whole company. At least, it could help like a model or reference that could help to create your own change management process.
Sorry, what is ITIL?
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1 reply by Sergio Luis Conte
Apr 24, 2022 9:13 AM
Sergio Luis Conte
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No, you sorry because to use it without explanation. ITIL means Information Technology Infrastructure Library. It was popular thanks the work done by Office of Government of United Kindom. While it is IT focused you can find a process that could help to implement change management at the whole organization (at least, it was my personal experience). On the other side, other thing that was very usefull for me was ANSI IEEE Std 1042. All inside those process are roles (as you know) then roles can be performed by the same person for example.
