Session

Change Management Plan

Session Outline

Change Requests Control Logs Management Cycle Sources Procedures Verification

This Session Weekly Activity: Scope Management Plan Consider this: Templates make developing a Project Scope Management

Plan much easier. Go to: http://www.projectmanagementdocs.com/project-plannin

g-templates/scope-management-plan.html http://www.fastprojectplans.com/scope-management-plan

-template.html Compare the two templates and comment on the

usefulness of each one for your specific project. Word Count: 200 - 300

Change Management Plan 4.0 Change Management Plan 4.1 Introduction 4.2 Change Management Process 4.3 Change Control Procedures 4.4 Appendix 4.5 Approvals

Change Management Plan 4.0 Change Management Plan 4.1 Introduction

4.1.1 Purpose 4.1.2 Audience 4.1.3 Criteria for use 4.1.4 Timeline

Change Management Plan 4.0 Change Management Plan 4.2 Change Management Process

4.2.1 Approach 4.2.2 Cycle 4.2.3 Sources of Change 4.2.4 Types of Change 4.2.5 Change Control Board 4.2.6 Roles and Responsibilities

Change Management Plan 4.0 Change Management Plan 4.3 Change Control Procedures

4.3.1 Raise Change Request 4.3.2 Assess Change Request 4.3.3 Approve/Reject Change Request 4.3.4 Implement Change 4.3.5 Close Change Request

Change Management Plan 4.0 Change Management Plan 4.4 Appendix

4.4.1 Change Request Form 4.4.2 Change Control Log 4.4.3 Glossary of Terms

4.5 Approvals

Topic Example Video

The following video outlines what is project change management.

Take note of the key points. https://www.youtube.com/watch?

v=KSHyvLjZHcw

Change Management Plan Change Management is an important part of any

project. Changes must be vetted and managed to ensure that they are within the scope of the project and are communicated to all stakeholders if they are approved. The process for submitting, reviewing, and approving changes must also be communicated to all stakeholders in order to properly set expectations.

If changes are allowed to be submitted or are implemented in and unorganised way, any project is sure to fail.

Change Management Plan All projects must include a Change

Management Plan as part of the overall Project Plan, it can either be included as a section in the Project Plan or as an appendix as a subsidiary management plan.

Purpose and Audience The Change Management Plan documents and

tacks the necessary information required to effectively manage project change from project inception to delivery.

The Change Management Plan is created during the Planning Phase of the project. Its intended audience is the project manager, project team, project sponsor and any senior leaders whose support is needed to carry out the plan.

Criteria for Use and Timeline Criteria for Use: Medium and Large projects (per the Sizing Matrix) Other size projects per Project Manager and

Business Owner discretion Timeline: Change Management Plan is intended to be a static

document. Any changes to the Change Management Plan

should be done during the Planning phase. Change Management Plan should be referenced in

the Project Management Plan.

Change Management Process The Change Management process establishes

an orderly and effective procedure for tracking the submission, coordination, review, evaluation, categorization, and approval for release of all changes to the project’s baselines.

Approach This section of the Change Management Plan

describes the approach the organization will use for managing change throughout the project. Throughout a project’s lifecycle there may be very few or very many submitted changes. The approach taken to manage these changes must be consistent and repeatable in order to provide a quality change management plan and process.

Change Management Cycle The Change Management Cycle is comprised of

the following events: Raise and record Change Request (CR) Assess impact and value of change Present assessment results and obtain approval Implement change and re-baseline plan Close CR This section of the Change Management Plan

specifies the steps the project team will take to managing change throughout the project.

Raise CR

Assess CR

Implement Change

Accept CR?

Large CR?

Old Plan

More $

Yes

No

No

Yes

Close

New Plan

Cycle Flowmodel

Sources of Change All project changes must enter the Change

Management cycle in the format of a Change Request. Legitimate changes to the product/project may stem from:

Responses to problems internal to the project Externally imposed requirements Change in business requirements or strategy Proactive changes to improve performance or benefit This section of the Change Management Plan

documents the sources of the changes and identifies the type of changes requested.

Types of Change This section of the Change Management Plan

defines the different types of changes that may be requested and considered for the project. These changes may include schedule change, budget change, scope change, or project document changes. Most changes will impact at least one of these areas and it is important to consider these impacts and how they will affect the project.

Type Description

Scope Change affecting scope

Time Change affecting time

Duration Change affecting duration

Cost Change affecting cost

Resources Change affecting resources

Deliverables Change affecting deliverables

Product Change affecting product

Processes Change affecting process

Quality Change affecting quality

<change type> <define this change type>

Types of Change List

Change Control Board Here the Change Management Plan describes

the Change Control Board, the purpose of the board, and the members and their roles on the board. The change control board is the approval authority for all proposed project changes. If a change is not approved by the control board then it will not be implemented with the project. The size and function of change control boards may vary depending on the organization but their purpose and the roles and responsibilities are consistent.

Change Control Board Example

Roles and Responsibilities This section of the Change Management Plan

describes the roles and responsibilities of project team members in regards to the change management process. It is important that everyone understands these roles and responsibilities as they work through the change management process. These roles and responsibilities must be communicated as part of the change management plan to all project stakeholders.

Role Name Contact Description

Project Manager

Change Manager

[Insert Role] [Insert Name] [Insert Contact #] [Insert Role Description]

Roles and Responsibilities

Topic Example Video

The following video describes what is project change control.

Take note of the key points. https://www.youtube.com/watch?

v=pUfKo14otr4

Change Control Process This part of the Change Management Plan should

describe the change control process from beginning to end. Typically, a change control process should be an organizational standard and repeatable. This process is the tool which is used to ensure adherence to the organization’s change management approach which was discussed in an earlier section. By following all of the steps, the project team can successfully incorporate approved changes, communicate the changes, and update project documentation.

Change Control Procedures This section of the Change Management Plan

describes the procedures the project team will follow for managing change throughout the project. The procedures should include:

Raise change request, Assess change request, Approve/reject change request, Implement change request, and Close change request.

Raise Change Request This section of the Change Management Plan

outlines the steps the project team will do to communicate, record and submit a change request for consideration.

As a minimum, there are a number of essential elements to be included with every change request and log.

Element Description

Date The date the CR was created

CR# Assigned by the Change Manager

Title A brief description of the change request

Description Description of the desired change, the impact, or benefits of a change should also be described

Submitter Name of the person completing the CR Form and who can answer questions regarding the suggested change

Phone Phone number of the submitter

E-Mail Email of the submitter

Product The product that the suggested change is for

Version The product version that the suggested change is for

Priority A code that provides a recommended categorization of the urgency of the requested change (High, Medium, Low)

Change Request Essentials

Assess Change Request This section of the Change Management Plan

describes the approach to assess and evaluate each change request. It also explains how the requests will be assessed.

As part of the evaluation process, the change request is prioritised based on it’s level of impact and magnitude on the project plan. It is also assigned by the type of change it is going to make.

Upon evaluation, the assessment findings and evaluation conclusions will be presented to the control board for final approval.

Priority Description

High <Insert the definition the project assigns to a high priority CR>

Medium <Insert the definition the project assigns to a medium priority CR>

Low <Insert the definition the project assigns to a low priority CR>

<priority> <Insert the definition the project assigns to this level of priority CR>

Change Request Priority Criteria

Type Description

Scope Change affecting scope

Time Change affecting time

Duration Change affecting duration

Cost Change affecting cost

Resources Change affecting resources

Deliverables Change affecting deliverables

Product Change affecting product

Processes Change affecting process

Quality Change affecting quality

<change type> <define this change type>

Change Request Assignment

Escalation Thresholds When the impact of the Change Request is

above certain thresholds in relation to project baselines, the Change Request must be escalated to the Project Control Board (Committee) for approval, and to the PMO. Please note that if a project has multiple Change Requests that do not exceed the threshold individually, but do exceed the threshold when considered cumulatively, escalation is required

Escalation Threshold Example

Topic Example Video

The following video discusses how to control change requests on a project.

Take note of the key points. https://www.youtube.com/watch?

v=WWdgFFVkPgA

Implement Change This section of the Change Management Plan

describes what needs to be done to implement the change request once it has been finally approved and accepted.

This may also include details about how the change will affect project scope.

Change status needs to be noted until fully implemented and signed off as completed.

Status Description

Open Entered/Open but not yet approved or assigned

Work in Progress CR approved, assigned, and work is progressing

In Review CR work is completed and in final review prior to testing

Testing CR work has been reviewed and is being tested

Closed CR work is complete, has passed all tests, and updates have been released.

<status type> <define this status type CR>

Change Request Status

Close Change Request This section of the Change Management Plan

outlines the steps to close off the change request.

Change Management Approvals

All project and management plans must have the approval of the Project Sponsor and Project Manager. The signatures of these individuals indicate their acknowledgement and understanding of the Change Management Plan.

Glossary of Terms

Topic Example Video

The following video discusses how to manage scope change on a project.

Take note of the key points. https://www.youtube.com/watch?

v=tMR7jVefRIQ

Project Change Management?

Project change management encompasses all of the processes necessary to determine where you are at compared to where you planned to be and the activities required to get back on track if those are not aligned

Projects seldom run exactly according to plan.  Project deliverables must be maintained by carefully and continuously managing changes, either by rejecting changes or by approving changes so those approved changes are incorporated into a revised baseline

Enables the project team to identify potential problems in a timely manner and take corrective action, when necessary, to control the execution of the project

Ensures the project team and stakeholders have an accurate understanding of what has been completed in the project to-date and what will be delivered in total

Why Project Change Management?

Cost Control System

Detailed project scope/work package

Control estimate Chart of accounts Cost status report Forecasting process Change management procedure Cash flow forecast

Actual vs Planned

Determining where you are vs. where you planned to be:

Requires project details be documented and approved Documented scope, cost, time, quality, people, other (eg. Charter) Documented details of product / service functionality (eg.

Requirements Document)

Requires processes and tools to assess performance to determine whether any corrective or preventative actions are indicated, and then recommending those actions as necessary

Scope and requirements verification throughout the project Budget tracking and forecasting Task duration tracking Overall project timeline tracking & verification

Getting Back on Track

How can we get on track again? Identify that a change needs to occur or has occurred Document the complete impact of requested changes Follow approved processes for documenting and approving requested

changes Maintain the integrity of baselines by releasing only approved changes

for incorporation into project products or services, and maintaining their related configuration and planning documentation

Control and update the scope, cost, budget, schedule and quality requirements based upon approved changes, by coordinating changes across the entire project

Influence the factors that circumvent integrated change control so that only approved changes are implemented

Definitions

Project Change Management - a general term describing the procedures used to ensure that changes are introduced in a controlled and coordinated manner.

Change Request – Requests to expand or reduce the project scope, modify policies, processes, plans or procedures, modify costs or budgets, or revise schedules.

Change Order – Used in some companies to identify approved change requests (change request when the request is made and change order once it has been approved)

The PMBOK

“Project Management Body of Knowledge” sum of knowledge within the profession of project

management used to document and standardize generally accepted

project management information and practices produced by the Project Management Institute revised and reprinted every 4 years – fourth edition

is expected to be released shortly

PM Process Groups / Knowledge Area Processes

Initiating Process Group

Planning Process Group Executing Process Group

Monitoring & Controlling Process Group

Closing Process Group

Project Management Integration

Develop Project Charter Develop Prelim Project Scope Statement

Develop Project Management Plan

Direct and Manage Project Execution

Monitor and Control Project WorkIntegrated Change Control

Close Project

Project Scope Management

Scope PlanningScope DefinitionCreate WBS

Scope VerificationScope Control

Project Time Management

Activity Definition & SequencingResource EstimatingDuration EstimatingSchedule Development

Schedule Control

Project Cost Management

Cost EstimatingCost Budgeting

Cost Control

Project Quality Management

Quality Planning Perform Quality Assurance Perform Quality Control

Project HR Management

Human Resources Planning Acquire Project TeamDevelop Project Team

Manage Project Team

Project Communications Management

Communications Planning Information Distribution Performance ReportingManage Stakeholders

Project Risk Management

Risk Management PlanningRisk IdentificationQualitative / Quantitative Risk AnalysisRisk Response Planning

Risk Monitoring and Control

Project Procurement Management

Plan Purchases and AcquisitionsPlan Contracting

Request Seller ResponsesSelect Sellers

Contract Administration Contract Closure

Inputs,Tools,Techniques,Outputs

Process / Inputs Tools & Techniques Outputs

Scope VerificationProcess of obtaining stakeholder’s formal acceptance of the completed project scope & deliverables•Project scope statement•WBS dictionary•Project scope mgmt plan•Deliverables

•Inspection •Accepted deliverables•Requested changes•Recommended corrective actions

Scope ControlConcerned with influencing the factors that create project scope changes & controlling the impact of those changes•Project scope statement•WBS dictionary•Project scope mgmt plan•Performance reports•Approved change requests•Work performance information

•Change control system•Variance analysis•Re-planning•Configuration mgmt system

•Project scope statement updates•WBS & WBS dictionary updates•Scope baseline updates•Requested changes•Recommended corrective action•Organizational process assets updates•Project mgmt plan updates

Schedule ControlConcerned with determining current status of schedule, influencing factors that create changes, determining if it has been changed, managing actual changes•Schedule mgmt plan•Schedule baseline•Performance reports•Approved change requests

•Progress reporting•Schedule change control system•Performance measurement•Project management software•Variance analysis•Schedule comparison bar charts

•Schedule model data updates•Schedule baseline updates•Performance measures•Requested changes•Recommended corrective actions•Organization process assets updates•Activity list updates•Activity attributes updates•Project mgmt plan updates

Process / Inputs Tools & Techniques Outputs

Cost ControlConcerned with determining current status of costs, influencing factors that create changes, determining if it has been changed, managing actual changes•Cost baseline•Project funding requirements•Performance reports•Work performance information•Approved change requests•Project Mgmt Plan

•Cost control system•Performance measurement analysis•Forecasting•Project performance reviews•Project management software•Variance mgmt

•Cost estimate updates•Cost baseline updates•Performance measurements•Forecasted completion•Requested changes•Recommended corrective actions•Organizational process assets updates•Project mgmt plan updates

Perform Quality ControlInvolved monitoring specific project results to determine whether they comply with quality standards & identifying ways to eliminate causes of unsatisfactory results•Quality Mgmt Plan•Quality Metrics•Quality Checklists•Organizational process assets•Work performance information•Approved change requests•Deliverables

•Cause and effect diagram•Control charts•Flowcharting•Histogram•Pareto charts•Run charts•Scatter diagram•Statistical sampling•Inspections•Defect repair review

•Quality control measurements•Validated defect repair•Quality baseline updates•Recommended corrective actions•Recommended preventative actions•Requested changes•Recommended defect repair•Organizational process assets updates•Validated deliverables•Project mgmt plan updates

Inputs,Tools,Techniques,Outputs

In conclusion . . .

. . . follow process and progress will follow.

Recap Video

The following video recaps on project change management.

Take note of the key points. https://www.youtube.com/watch?

v=nLXiFcZgjns

Next Session Weekly Activity: Change Management Plan Consider this: Templates make developing a Project Change

Management Plan much easier. Go to: http://www.projectmanagementdocs.com/project-

planning-templates/change-management-plan.html http://itprojecttemplates.com/Change_Man_Plan.doc

Compare the two templates and comment on the usefulness of each one for your specific project.

Word Count: 200 - 300