What is change management?

Change control is the process through which all requests to change the approved baseline of a project, programme or portfolio are captured, evaluated and then approved, rejected or deferred.

Change management is of particular significance when the project is part of a bigger programme or portfolio because the consequential effects of unmanaged change could also be far-reaching within the deliberate change surroundings and to business-as-ordinary activities.

The project professional implements the following steps to manage change:

Log change request in a change register (or log).

Initial analysis where the change is reviewed.

Detailed evaluation the place the impact on baseline success criteria, benefits, scope, quality, time, resources, costs, risks, stakeholder engagement or some other criteria necessary to achieving the business case are considered.

A advice is made to the sponsor and/or wider governance board to approve, reject or defer the change.

The plan is updated is a change is approved.

Implementation where the required actions are taken and monitored.

It is very important differentiate change control from the wider self-discipline of change management. Change management is a subset of general change management and it is useful to not mix up the language. Change administration is a structured approach to move an organisation from a current state to a future desired state.

Change requests may arise on account of issues that happen from the management of work or exterior sources. Issues that lead to modifications to scope or another part of the baseline plan are progressed via change control.

Any success criteria that should be changed at any time within the project life cycle are topic to approval via change control. Formal change management is required when tolerances are breached

Change management is of particular importance when the project is part of a larger programme or portfolio because the consequential effects of unmanaged change could also be far-reaching within the planned change environment and to enterprise-as-ordinary activities.

Change management accommodates five stages:

Proposing a Change

Summary of Impact

Decision

Implementing a Change

Closing a Change

There are two documents used through the process:

Change Log: used to provide a file of all modifications requested and decisions made

Change Request Form: used to doc particulars of the change, including the business case

1. Proposing a Change

This process gives the ability for anybody in the project group (including the shopper) to counsel a change to the project. The proposal should embody a description of the change and expected benefits or other reason for the change. The change is presented using the Change Request Type and added to the Change Log for the project.

2. Summary of Impact

This process is carried out by the project manager, who will consider the overall impact on the project, covering the following items:

Quantifiable price financial savings and benefits

Authorized, regulatory or different unquantifiable reason for change

Estimated value of the change

Impact on timescales

Extra resources wanted

Impact on different projects and business activities

New risks and issues

After this evaluation, the project manager recommends whether to hold out the change.

3. Determination

This process involves a review of the change request by an approved creatority who will consider all the data provided by the project manager and person making the request. The decision will normally be:

Accept

Accept with comments and special conditions

Reject

Defer (change isn’t approved, however is left for consideration later)

4. Implementing a Change

If the change is approved it is planned, scheduled and executed at a time agreed with the stakeholders.

As part of the planning, a regression test plan is needed in case the change needs to be backed out.

After implementation, it is common to hold out a post-implementation review.

5. Closing a Change

As soon as carried out, the requester checks and agrees on the change, and it is closed in the Change Log by the project manager.

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