I read (PMBOK) and Rita Mulcahy's guide to project management and I see two different approaches to perform integrated change control. Which case is right as per what is specified below?
A -- 1. Customer initiates the request 2. Project Manager evaluates the request (to see if affects the triple constraints) 3. Document the change request. 4. CCB notifies the outcome of the CR 5. Document the outcome in the change log
B -- 1. Customer initiates the request 2. Project manager notifies the customer to initate a formal change request. 3. He then evaluates the CR against multiple constraints. 4. CCB notifies the outcome of the CR 5. Document the outcome in the change log.
As per my understanding, I think Case A is the right approach, but what if the Project is already behind schedule, and the Project manager has no time to allocate for this activity, and he says the customer to first create a Change request (just so that it is recorded first and then subject to evaluation).
A lot of questions I answer, has different answers (like both Case A and B), shouldn't there be just one process to follow? Though I feel case A is right, I have followed case B quite a bit in my previous projects.
How do I tackle such questions? Suggestions / Inputs are welcome! Saving Changes...
Senior Projects Manager | Field & Marten AssociatesNew Westminster, British Columbia, Canada
Don't you always need a formal change request ? So when you say the client initiates the request, isn't that formal ?
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1 reply by Mridula Thyagarajan Iyer, PMP
Oct 28, 2016 12:39 PM
Mridula Thyagarajan Iyer, PMP
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I understand about the CR being formal. But there would be situations where the client or stakeholder mentions -lets say for example- a slight change, verbally. Would a PM first evaluate it and then ask him to document it as a formal CR?
Also the PMBOK states, the CR's can be direct , indirect, external and internal and as per my understanding not all changes turn out to be CR's.
I maybe wrong here, but your inputs would be helpful. Maybe I should rephrase my question as what is right sequence of process for a change that is to be handled (keeping in mind that they are verbal or a written change to be initiated) with respect to the Cases that I have mentioned above.
When you are in doubt situation, always refer PMBOK. 'B' is the most appropriate.
PMBOK defines - "A change request is a formal proposal to modify any document, deliverable, or baseline."
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1 reply by Mridula Thyagarajan Iyer, PMP
Oct 28, 2016 12:43 PM
Mridula Thyagarajan Iyer, PMP
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Thanks Anupam and youre right, but not all changes to be intiated are treated as CR's. A lot of questions I face have a different answer in different situations.
Saving Changes...
Stéphane ParentSelf Employed / Semi-retired| Leader MakerPrince Edward Island, Canada
What constitutes a fomal change request? Are we really saying that only formal change requests are assessed?
I, personally, don't like both these models. That's because they both imply that we have the time to evaluate the change request. My model is more like the following
1. A change request is received
2. The change request evaluation effort is estimated
3. CCB decides on whether to proceed with the change request evaluation effort
4. If approved, the change request is evaluated
5. CCD decides on whether to proceed with the change request.
6. If approved, the change is applied to the project
The reason for adding steps 2 and 3 is that any time spent evaluating a change request is time taken away from other project activities.
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1 reply by Mridula Thyagarajan Iyer, PMP
Oct 28, 2016 12:50 PM
Mridula Thyagarajan Iyer, PMP
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Thanks Stéphane,
Thats precisely my point. I don't think only formal CRs are assessed. A lot of changes to be initated don't turn out to be CR's. This will happen only when we evaluate it or use our experience to make an expert judgement.But I agree, it differs from project to project. Your model actually makes sense. Thanks!
Don't you always need a formal change request ? So when you say the client initiates the request, isn't that formal ?
I understand about the CR being formal. But there would be situations where the client or stakeholder mentions -lets say for example- a slight change, verbally. Would a PM first evaluate it and then ask him to document it as a formal CR?
Also the PMBOK states, the CR's can be direct , indirect, external and internal and as per my understanding not all changes turn out to be CR's.
I maybe wrong here, but your inputs would be helpful. Maybe I should rephrase my question as what is right sequence of process for a change that is to be handled (keeping in mind that they are verbal or a written change to be initiated) with respect to the Cases that I have mentioned above. Saving Changes...
When you are in doubt situation, always refer PMBOK. 'B' is the most appropriate.
PMBOK defines - "A change request is a formal proposal to modify any document, deliverable, or baseline."
Thanks Anupam and youre right, but not all changes to be intiated are treated as CR's. A lot of questions I face have a different answer in different situations.
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1 reply by Anupam
Oct 28, 2016 1:09 PM
Anupam
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Yes, that's true. However, from exam perspective one must refer PMBOK.
What constitutes a fomal change request? Are we really saying that only formal change requests are assessed?
I, personally, don't like both these models. That's because they both imply that we have the time to evaluate the change request. My model is more like the following
1. A change request is received
2. The change request evaluation effort is estimated
3. CCB decides on whether to proceed with the change request evaluation effort
4. If approved, the change request is evaluated
5. CCD decides on whether to proceed with the change request.
6. If approved, the change is applied to the project
The reason for adding steps 2 and 3 is that any time spent evaluating a change request is time taken away from other project activities.
Thanks Stéphane,
Thats precisely my point. I don't think only formal CRs are assessed. A lot of changes to be initated don't turn out to be CR's. This will happen only when we evaluate it or use our experience to make an expert judgement.But I agree, it differs from project to project. Your model actually makes sense. Thanks! Saving Changes...
Thanks Anupam and youre right, but not all changes to be intiated are treated as CR's. A lot of questions I face have a different answer in different situations.
Yes, that's true. However, from exam perspective one must refer PMBOK.
I agree with Anupam that if you want to pass the exam PMBOK is a sole guidance to refer to. But you should understand that PMBOK is the general guidance to all application areas and projects, which means the different approach can be applied in any specific project. Change request might be called as change order or variation order from the client in some domains, which means this is contractual obligation the project manager should follow as per the client's order. In that case, if project manager doesn't agree that such changes are in the boundaries of the project, or he considers them too late, too expensive and/or time consuming, he might notice the client of intent of claims.
In PMBOK guide, change requests more likely focus on the proper procedures to be applied to any project which is mainly initiated from the internal customers. Written procedures allow you to protect your project from suffering from the frequent changes without proper evaluation of impacts of changes and that's why it is called as "Perform the Integrated change control". If a member from the client organization verbally requests a slight change to any specific project scope including product scope, you should have a process to write down those requests and verified their applications and impacts in which might include step to confirm the client that the request made verbally is still valid. If client confirms it is valid or not answered within a given time frame, you should bring this change request to a CCB as per the procedures in Integrated Change Control which might be different from other projects.
Please remember that Change Control should be done as per the written procedures in Change Management Plan which varies in different projects.
As for the your two scenarios, you should think that whether requests are made in written or orally, you should first evaluate the requests for their validity in terms of contract or project situation, or impacts to the project constraints with possible action plans which we call as a corrective action, preventive action, defect repair or updates before you bring them to a formal procedures, or your formal procedure might include such evaluation process before submissions.
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