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HHOOWW TTHHEE CCHHAANNGGEE 
CCOONNTTRROOLL PPRROOCCEESSSS 
AAFFFFEECCTTSS PPRROOJJEECCTT 
QQUUAALLIITTYY 
Presented by Mar...
AAggeennddaa 
 Project Facts 
 What is Change Control 
 What is a Change Control System 
 Why is Change Control Necess...
AAbboouutt MMee 
• PMP® Certified – Project Management Institute 
• CRM Certified SCRUM Master® – SCRUM Alliance 
• Certif...
PPrroojjeecctt FFaaccttss 
 66% of software projects are not expected to 
finish on time or on budget 
 Completed projec...
WWhhaatt iiss CChhaannggee CCoonnttrrooll 
Identifying, documenting, approving or rejecting and 
controlling changes to th...
WWhhaatt iiss aa CChhaannggee CCoonnttrrooll SSyysstteemm 
A collection of formal documented procedures that 
define how a...
Why iiss CChhaannggee CCoonnttrrooll NNeecceessssaarryy 
Change Requests are used to expand or reduce the project 
scope, ...
WWhheenn iiss CChhaannggee CCoonnttrrooll CCrreeaatteedd 
A Change Control process must be created in order to 
be impleme...
When is CChhaannggee CCoonnttrrooll CCoommmmuunniiccaatteedd 
The overall Change Control process must be 
communicated eff...
Change Control & tthhee PPrroojjeecctt BBaasseelliinnee 
Once a Project Plan is base-lined, it may only be 
changed when a...
TThhee CChhaannggee CCoonnttrrooll PPrroocceessss 
 Created by the Project Manager 
 Communicated during the Project Cha...
TThhee CChhaannggee CCoonnttrrooll FFoorrmm 
Header info 
and company 
Logo goes 
here 
Unique 
Change 
Control 
Number 
S...
TThhee CChhaannggee CCoonnttrrooll FFoorrmm 
This form is used capture a Change Request and at 
a minimum must contain: 
...
The Change Control Log 
Unique Change Control 
Number matches Changes 
Control Request 
Effects on Scope, 
Budget and Time...
TThhee CChhaannggee CCoonnttrrooll LLoogg 
A document used to store and monitor all Change 
Control Requests and will disp...
TThhee CChhaannggee CCoonnttrrooll LLoogg 
The Change Control Log: 
 Updated by the Project Manager 
 Noted – who has a...
Change CCoonnttrrooll AAcccceeppttaannccee//RReejjeeccttiioonn 
Change Control Meetings 
 Scheduled to evaluate the estim...
CChhaannggee CCoonnttrrooll AAffffeeccttss oonn QQuuaalliittyy 
A formal Change Control Process ensures: 
 Issues and Enh...
Ensuring CChhaannggee CCoonnttrrooll iiss OObbsseerrvveedd 
To ensure the Change Control Process is Observed: 
 Emphasize...
QUESTIONS? 
Tell me if you liked this presentation mtroncone73@yahoo.com
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How the change control process affects project quality

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How Implementing an effective Change Control process can have a positive impact on a project. This presentation will bring you through a step by step guide to accomplish this goal.

Published in: Technology

How the change control process affects project quality

  1. 1. HHOOWW TTHHEE CCHHAANNGGEE CCOONNTTRROOLL PPRROOCCEESSSS AAFFFFEECCTTSS PPRROOJJEECCTT QQUUAALLIITTYY Presented by Mark Troncone MBA, PMP®, CSM®
  2. 2. AAggeennddaa  Project Facts  What is Change Control  What is a Change Control System  Why is Change Control Necessary  When is Change Control Created  When is Change Control Communicated  Change Control & the Project Baseline  The Change Control Process  The Change Control Form  The Change Control Log  Change Control Acceptance / Rejection  Change Control Affects on Quality
  3. 3. AAbboouutt MMee • PMP® Certified – Project Management Institute • CRM Certified SCRUM Master® – SCRUM Alliance • Certified IT Business Analyst – State of Connecticut • Active career transition mentor • MBA - Management, BS – Marketing, AS - Accounting • Work experience: • TransAct Technologies (Presently) • Starwood Hotels • Affinion Group • Hewitt Associates • Wachovia Bank • Bayer Pharmaceuticals • Reader’s Digest • James River Corporation
  4. 4. PPrroojjeecctt FFaaccttss  66% of software projects are not expected to finish on time or on budget  Completed projects deliver only 52% of the proposed functionality wanted by the end user  60% of project delivered functionality is never utilized by the end user  56% of project defects originate in the Requirements Phase of the project Proper Change Control Planning can Affect the Above
  5. 5. WWhhaatt iiss CChhaannggee CCoonnttrrooll Identifying, documenting, approving or rejecting and controlling changes to the project baselines  A Change Request can occur anywhere in a project but mainly occurs in the Monitoring and Controlling phase (Check / Do) in the following areas:  Direct and Manage Project Execution - as an output  Monitor and Control Project Work - as an output  Perform Integrated Change Control - as an output (Change Requests Status updates)  Close Project or Phase - (As Change Requests are agreed to become Enhancements after the project Go Live period and Project Closure)
  6. 6. WWhhaatt iiss aa CChhaannggee CCoonnttrrooll SSyysstteemm A collection of formal documented procedures that define how a project deliverables and documentation will be controlled, changed, and approved.  A formal process for establishing Change Control must be created by the Project Manager before he/she meets with the Stakeholders and Project Team – this includes evaluating the change request – Change Control Process  A document that is to be used to track Change Control Requests must be developed and presented to the Stakeholders and Project Team – Change Control Log  A document used by the Project Team to create a Change Control Request must be developed and presented to the Stakeholders and Project Team – Change Control Form
  7. 7. Why iiss CChhaannggee CCoonnttrrooll NNeecceessssaarryy Change Requests are used to expand or reduce the project scope, modify policies, processes, plans, or procedures, modify costs or budgets, or revise schedules. Change Requests are a formal document that must be completed by the requestor and reviewed by the Project Manager (for smaller projects 3-9 months) or a Change Control Board (for larger projects >9 months). It is necessary that a formal document be completed and reviewed in order to keep control of Change Requests. By doing so, you as a Project Manager, can control costs and time factors which can lead to scope creep and unnecessary cost/time overages on a project. By using Change Control – you control PROJECT QUALITY
  8. 8. WWhheenn iiss CChhaannggee CCoonnttrrooll CCrreeaatteedd A Change Control process must be created in order to be implemented and enforced by the Project Manager and is located in the Project Charter document.  During the creation of the Project Charter document, a section of this document must be dedicated by the Project Manager to publish how the project will identify, evaluate, address, communicate and process Change Control requests.  Change Controls can originate from:  Issues discovered in development or system testing  Issues discovered during UAT testing  Enhancement requests to known requirements  New Enhancement requests not addressed in requirements
  9. 9. When is CChhaannggee CCoonnttrrooll CCoommmmuunniiccaatteedd The overall Change Control process must be communicated effectively to the Project Team and the Stakeholders in order to be successful on any project. The communication process occurs:  During the Initialization Phase of a project, when reviewing the Project Charter document by the Project Manager to the Project Team members and Stakeholders  Stressing the importance of the:  Change Control Process (written in the Project Charter)  Maintaining and using the Change Control Log  Creating requests using the Change Control Form  Noting that Change Control procedures become effective after a Project Plan is baselined. Before a Project Plan is baselined changes can occur without needing a formal Change Control Form created.
  10. 10. Change Control & tthhee PPrroojjeecctt BBaasseelliinnee Once a Project Plan is base-lined, it may only be changed when a Change Request is generated and approved through the “Perform Integrated Change Control Process. It is extremely important to communicate this when reviewing the Project Charter with the Project Team and Stakeholders Emphasis should be put on limiting the probability of:  Time variances affecting Scope Creep  Cost overages affecting Budget  Changing requirements affecting cost and time  Adding functionality that is not important or may not be used The goal of Change Control is a commitment to Project Quality
  11. 11. TThhee CChhaannggee CCoonnttrrooll PPrroocceessss  Created by the Project Manager  Communicated during the Project Charter review  Agreed to by the Project Team and Stakeholders  Can be a formal process that is evaluated by a Change Control Board/Team on larger projects or the Project Manager alone for smaller projects  Change Control Board comprised of 3-5 members  Function to review Change Control Requests  Present to Stakeholders with Recommendations  Upon Stakeholder approval or disapproval take action  Same Process for Project Manager alone
  12. 12. TThhee CChhaannggee CCoonnttrrooll FFoorrmm Header info and company Logo goes here Unique Change Control Number Should Include Business Case or Reason Notice time and cost estimate Signatures must be: 1)Lead Developer or IT Lead 2)Project Manager 3)Stakeholder(s)
  13. 13. TThhee CChhaannggee CCoonnttrrooll FFoorrmm This form is used capture a Change Request and at a minimum must contain:  Date of request  Unique Change Control Number => x-ref to CC Log  Name of resource requesting the change  Name of resource assigned to change  Time and cost effort estimate  System effected  Present situation  Recommended change  Estimated delivery date  Signatures  Project Manager  Lead IT or Lead Developer  Stakeholder(s)
  14. 14. The Change Control Log Unique Change Control Number matches Changes Control Request Effects on Scope, Budget and Time Priority Level Company, Project, and Product information Change Authorization Levels Priority Choices Project Mgr, Customer, information Approval Information Company Logo
  15. 15. TThhee CChhaannggee CCoonnttrrooll LLoogg A document used to store and monitor all Change Control Requests and will display: Change Control Authorization Levels A Unique Change Control Number (Used as an X-reference)  Request by  Request Date  Change Description  Priority Level (Options listed within the document)  Effects on Scope / Budget / Project Schedule  Decision (Update / Enhancement / Rejected)  Approval (Y /N / TBD)  Approved By  Date Approved  Added to Project date or Enhancement date
  16. 16. TThhee CChhaannggee CCoonnttrrooll LLoogg The Change Control Log:  Updated by the Project Manager  Noted – who has authorization to Accept / Reject / Defer  Monitored by the Project Manager and the Project Team  Scheduled review meetings to determine Acceptance or Rejection or move to an Enhancement after Project is officially “Closed”  X-Referenced back to the Change Control Form  Used at Project Close to: o Review remaining /deferred Issues and Enhancements in order to list in Project Closure document and to address “After Project Go Live and Closure is concluded. o Enhancements prioritized and scheduled (possible cost to customer)
  17. 17. Change CCoonnttrrooll AAcccceeppttaannccee//RReejjeeccttiioonn Change Control Meetings  Scheduled to evaluate the estimations (Cost / Time / Effort / Delivery Date) in the Change Control form  The Project Change Control Board or Project Manager can accept a requested change if in the opinion of the CC Board or Project Manager the requested change Does Not affect Cost/Time of the project, however…..  If the change requested after evaluation Does affect Cost/Time of a project the Project Change Control Board or Project Manager MUST present the findings to the Stakeholder(s).  The authorized Stakeholders will be responsible to make the decision if the change is accepted / Rejected / or will be deferred after the project is completed as an Enhancement.
  18. 18. CChhaannggee CCoonnttrrooll AAffffeeccttss oonn QQuuaalliittyy A formal Change Control Process ensures:  Issues and Enhancements are controlled The Stakeholders are involved in the final decision process  Time / Cost effects on project schedule are evaluated and communicated  Project Budget is controlled effectively  Lowers probability of “Scope Creep” and schedule “crashing”  Requirements do not change arbitrarily after the Project Plan is Baselined  Only requirements that affect relative end-user functionality are implemented  A Quality Project is delivered
  19. 19. Ensuring CChhaannggee CCoonnttrrooll iiss OObbsseerrvveedd To ensure the Change Control Process is Observed:  Emphasize process and forms during Project Charter Review  Review Change Control Forms submitted  Hold scheduled Change Control Review meetings  Communicate to all Project Team members new requests, updates on current requests including any requests Accepted, Rejected, or Deferred  Communicate to all Project Team members if a Change Control Request is Accepted, how it will affect the Project Plan and when it will be scheduled  Review Issues/Enhancements deferred until after Project Go Live and Project Closure that are scheduled to complete
  20. 20. QUESTIONS? Tell me if you liked this presentation mtroncone73@yahoo.com

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