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: templates/scope-management-plan.html templates/scope-management-plan.html template.html template.html Compare the two templates and comment on the usefulness of each one for your specific project. Word Count:

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 Purpose Audience Criteria for use Timeline

Change Management Plan 4.0 Change Management Plan 4.2 Change Management Process Approach Cycle Sources of Change Types of Change Change Control Board Roles and Responsibilities

Change Management Plan 4.0 Change Management Plan 4.3 Change Control Procedures Raise Change Request Assess Change Request Approve/Reject Change Request Implement Change Close Change Request

Change Management Plan 4.0 Change Management Plan 4.4 Appendix Change Request Form Change Control Log Glossary of Terms 4.5 Approvals

Topic Example Video The following video outlines what is project change management. Take note of the key points.

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.

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.

TypeDescription ScopeChange affecting scope TimeChange affecting time DurationChange affecting duration CostChange affecting cost ResourcesChange affecting resources DeliverablesChange affecting deliverables ProductChange affecting product ProcessesChange affecting process QualityChange affecting quality 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.

RoleNameContactDescription 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.

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.

ElementDescription DateThe date the CR was created CR#Assigned by the Change Manager TitleA brief description of the change request DescriptionDescription of the desired change, the impact, or benefits of a change should also be described SubmitterName of the person completing the CR Form and who can answer questions regarding the suggested change PhonePhone number of the submitter of the submitter ProductThe product that the suggested change is for VersionThe product version that the suggested change is for PriorityA 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.

PriorityDescription High Medium Low Change Request Priority Criteria

TypeDescription ScopeChange affecting scope TimeChange affecting time DurationChange affecting duration CostChange affecting cost ResourcesChange affecting resources DeliverablesChange affecting deliverables ProductChange affecting product ProcessesChange affecting process QualityChange affecting quality 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.

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.

StatusDescription OpenEntered/Open but not yet approved or assigned Work in ProgressCR approved, assigned, and work is progressing In ReviewCR work is completed and in final review prior to testing TestingCR work has been reviewed and is being tested ClosedCR work is complete, has passed all tests, and updates have been released. 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.

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 GroupExecuting 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 Work Integrated Change Control Close Project Project Scope Management Scope Planning Scope Definition Create WBS Scope Verification Scope Control Project Time Management Activity Definition & Sequencing Resource Estimating Duration Estimating Schedule Development Schedule Control Project Cost Management Cost Estimating Cost Budgeting Cost Control Project Quality Management Quality PlanningPerform Quality Assurance Perform Quality Control Project HR Management Human Resources PlanningAcquire Project Team Develop Project Team Manage Project Team Project Communications Management Communications PlanningInformation Distribution Performance Reporting Manage Stakeholders Project Risk Management Risk Management Planning Risk Identification Qualitative / Quantitative Risk Analysis Risk Response Planning Risk Monitoring and Control Project Procurement Management Plan Purchases and Acquisitions Plan Contracting Request Seller Responses Select Sellers Contract Administration Contract Closure

Inputs,Tools,Techniques,Outputs Process / InputsTools & TechniquesOutputs Scope Verification Process of obtaining stakeholder’s formal acceptance of the completed project scope & deliverables Project scope statement WBS dictionary Project scope mgmt plan Deliverables InspectionAccepted deliverables Requested changes Recommended corrective actions Scope Control Concerned 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 Control Concerned 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 / InputsTools & TechniquesOutputs Cost Control Concerned 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 Control Involved 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.

Next Session Weekly Activity: Change Management Plan Consider this: Templates make developing a Project Change Management Plan much easier. Go to: templates/change-management-plan.html templates/change-management-plan.html Compare the two templates and comment on the usefulness of each one for your specific project. Word Count: