Change Management Process for Project

last edited by: Rhonda Mojica on Jun 19, 2018 9:01 AM login/register to edit this page

Contents
1 Change Management Process
   1.1 1 Purpose
   1.2 2 Purpose and Objectives
         1.2.1 The primary objectives of change management are to:
   1.3 3 Scope
   1.4 4 Change Management Documents
         1.4.1 4.1 Change Request Form
         1.4.2 4.2 CID Log
   1.5 5 Change Management Roles
         1.5.1 5.1 Scrum Master, Project Manager and Lead
         1.5.2 5.2 Project Managers
         1.5.3 5.3 "Project Name" Leadership (CIO, Program Manager, Business Sponsor)
   1.6 6 Policy
         1.6.1 6.1 Identify and Submit a Change Request
         1.6.2 6.2 Review the Change Request
         1.6.3 The Project Manager will record the CRF details in the CID Log to track the status of the change request.
         1.6.4 6.3 Approval of the Change Request
         1.6.5 After a formal review, "Project Name" Leadership may:
         1.6.6 6.4 Closing the Change Request

Change Management Process

1 Purpose

The purpose of this document is to provide the project manager, sponsors and all other stakeholders with a standard process for managing changes on "Project Name".

2 Purpose and Objectives

The purpose of this change management process is to manage change requests so that approved changes will be controlled, ensuring the project remains on schedule, within budget and provides the agreed deliverables.

The primary objectives of change management are to:

  • manage each change request from initiation through to closure;
  • process change requests based upon direction from the appropriate authority;
  • communicate the impact of changes to appropriate personnel; and
  • allow small changes to be managed with a minimum of overhead.

3 Scope

The Change Management Process is the mechanism used to initiate, record, assess, approve and resolve project changes. Project changes are needed when it is deemed necessary to change the scope, time or cost of one or more previously approved project deliverables. Most changes will affect the budget and/or schedule of the project.

4 Change Management Documents

The following documentation is used to monitor and/or control changes to the project:

4.1 Change Request Form

The ‘Change Request Form’ is used to identify and describe a proposed change to the project.

4.2 CID Log

The ‘CID Log’ (Change, Issues, Decision) is the log where all requests for changes are registered and tracked through to resolution.

5 Change Management Roles

The following will play a role in the request, review, tracking and approval of a change request:

5.1 Scrum Master, Project Manager and Lead

A team member initially recognizes a need for change to the project and formally communicates this requirement to the Scrum Master, Project Manager and/or Lead. The Scrum Master, Project Manager and/or Lead are then responsible for:

  • Identifying the requirement to make a change to the project
  • Documenting the requirement by completing a CRF
  • Submitting the CRF to "Project Name" Leadership for review.

5.2 Project Managers

The Project Manager receives, logs, monitors and controls the progress of all changes within the project. The Project Managers are responsible for:

  • Documenting and or receiving all CRFs and logging them in the CID Log
  • Reviewing all CRFs to determine whether additional information is required
  • Forwarding the CRF to "Project Name" Leadership for approval
  • Escalating all CRF issues and risks to "Project Name" Leadership
  • Reporting and communicating all decisions made by "Project Name" Leadership
  • Close the Change Request and update the CID Log when completed

5.3 "Project Name" Leadership (CIO, Program Manager, Business Sponsor)

"Project Name" Leadership is the Steering Committee or other authorized body who is the principal authority for all CRFs forwarded by the Project Manager. "Project Name" Leadership is responsible for:

  • Reviewing all CRFs forwarded by the Project Manager
  • Categorizing and prioritizing all CRFs
  • Considering all supporting documentation
  • Approving / rejecting each CRF based on its relevant merits and when necessary escalating to the executive steering committee.
  • Resolving change conflict (where 2 or more changes overlap)

6 Policy

The use of the formal change management procedure will be required when any changes are discovered or requested which impact previously reviewed, approved and published project deliverables.

The documentation and tracking of all change requests will be managed using the defined procedure and facilitated by the use of the CID log.

6.1 Identify and Submit a Change Request

This process provides the ability to submit a request for a change to the project. The Change Requester:

  • Identifies a requirement for change to any aspect of the project (e.g. scope, deliverables, timescales and organization)
  • Completes a Change Request Form (CRF) and distributes the form to the Project Manager. The CRF summarizes the change:
  • -Description
  • -Reasons
  • -Benefits
  • -Costs
  • -Impacts
  • -Any supporting documentation
  • -Approvals

6.2 Review the Change Request

The Project Manager and Lead reviews the CRF and determines whether or not additional information is required for "Project Name" Leadership to assess the full impact of the change to the project time, scope and cost. The decision will be based on factors, such as:

  • Number of change options presented
  • Feasibility and benefits of the change
  • Complexity and/or difficulty of the change options requested
  • Scale of the change solutions proposed.

The Project Manager will record the CRF details in the CID Log to track the status of the change request.

6.3 Approval of the Change Request

The Project Manager will forward the Change Request Form and any supporting documentation to "Project Name" Leadership for review and final approval. "Project Name" Leadership will determine the feasibility of this change by examining factors, such as:

  • Risk to the project in implementing the change
  • Risk to the project in NOT implementing the change
  • Impact on the project in implementing the change (time, resources, finance, quality).

After a formal review, "Project Name" Leadership may:

  • Reject the change
  • Request more information related to the change
  • Approve the change as requested
  • Approve the change subject to specified conditions
  • Escalate the change

6.4 Closing the Change Request

If the change is approved, the following will occur:

  • The change will be communicated to the team
  • Project deliverables will be updated to reflect the change
  • The change request will be closed on the CID Log
  • All approved change requests will be communicated in the "Project Name" status report


last edited by: Rhonda Mojica on Jun 19, 2018 9:01 AM login/register to edit this page


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