Since a project is a dynamic process, it is unrealistic to assume that requests for change in projects will not occur.
Why is Project ChangeManagement Important? 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.
Why is Project ChangeManagement Important? 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
Why is Project ChangeManagement Important? 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
Actual vs PlannedDetermining where you are vs. where you planned tobe: Requires project details be documented and approved Documented scope, cost, time, quality, people, other (e.g. Charter) Documented details of product / service functionality (e.g. 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 TrackHow 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
DefinitionsProject Change Management - a general termdescribing the procedures used to ensure thatchanges are introduced in a controlled andcoordinated manner.Change Request – Requests to expand or reducethe project scope, modify policies, processes, plansor procedures, modify costs or budgets, or reviseschedules.Change Order – Used in some companies toidentify approved change requests (change requestwhen the request is made and change order once ithas been approved)
What is 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
Changes Often Needed in – ◦ The user requirements (scope) ◦ Difficulties in realising the user specification in practice. One of the most effective methods of dealing with the need to amend projects is to have a project change procedure. Although this procedure will not removal all risks, it will enable some changes to be made with minimal disruption and slippage.
Change ManagementProcedure The change management plan is a definition of the formal process for making changes to the project’s original scope. It generally involves redefining existing objectives and deliverables or specifying new project objectives and deliverables.
The procedure for changes Change requests should initially be awarded a change priority classification code based on a set of standards. These can be either simply alphanumerical, or descriptive such as Critical, High Importance, Medium Importance et cetera.
Following this, the project manager should schedule a change decision meeting. Participants in this meeting should include the project sponsors, the change review committee, the project manger, the originator of the request, as well as any other interested and affected stakeholders.
Implementation of Change inProjects In most cases, the later that a project change is made, the more difficult it is to implement without significant repercussions. The implications of the change will also vary proportionally with the size of the change. Minor adjustments here and there may have a negligible effect, but a significant change in scope can set a long project back several weeks, months, or even years.
A change management procedure for any given project should include Identifying the need for change. Change recommendation. Analysis of the feasibility of change. Steering committee approval. Project sponsor approval. Implementing the change. Continue constant review.
The final task is to communicate the revised change management plan to all project team members and stakeholders, explaining the rationale where resistance is encountered.