Step 05: Change Control

Description

Objective

 

To       

 

            -  control the addition of work to the stage activities,

 

in a way that

 

            -  assesses the value of the change request,

 

            -  presents alternative solutions,

 

            -  assesses the impact of the alternative solutions,

 

            -  records all change requests and resulting actions,

 

            -  enables changes to completed products,

 

so that

 

            -  the Stage Managers and Project Board can make controlled changes to projectscope, schedule and cost.

 

Overview

 

As a project progresses, the people involved with the project develop a better understanding of what the end product should be and what they need to do to produce the product.  This increased understanding manifests itself as changes to the stage activities, and changes to the products.  This will disrupt:

 

            -  project and stage schedules,

 

            -  project and stage costs,

 

            -  project scope,

 

Such changes cannot always be avoided, but their impact can be predicted and controlled.

 

Change requests may come from a variety of sources but they wil require Project Board sponsorship to be processed.  The originator will describe the change request and provide a justification. 

 

Alternative solutions, and their respective impacts on the project, will be identified and a recommendation made. 

 

The recommendation will be presented to the Project Board who will decide whether to accept it or make an alternative recommendation.

Task .010          Request Change

This is a formal request from either a member of the project team, a client, a coordinator or Key Stakeholder to make a change to the project scope or functionality.  The originator must obtain sponsorship from a Project Board member for the proposed change request.

 

The proposed change request will be submitted on a Change Request Form by the originator.  Before it can be accepted as a proposed change request the originator must complete the following information:

 

            -  Request Title,

 

            -  Originator's Name,

 

            -  Originator's  Phone/Email/Mailstop,

 

            -  Sponsor's name,

 

            -  Description, of the proposed change,

 

            -  Justification, for the change, with quantified benefits,

 

            -  Originator's priority.

 

The Stage Manager will review the change request and assign it to someone to investigate alternative solutions.

 

The Stage Manager will update the Change Request Form:

 

            -  assign a unique Change Request #,

 

            -  update the Request Date,

 

            -  set status to "Open",

 

            -  update "Assigned To" and "Response Date".

 

The Stage Manager will update the Change Request Log.

Task .020          Identify Alternative Solutions

Evaluate the change request and identify several alternative solutions.

 

Assess the impact of each solution on:

 

            -  Functional Scope, including baselined products, tasks in progress and future tasks,

 

            -  Schedule,

 

            -  Effort,

 

            -  Cost.

 

One solution may be to reject the change request.

 

If a solution will force the stage out of tolerance, explicitly state this on the Change Request Form.

 

Make a recommendation.

 

Update the Change Request Form with the alternative solutions, their respective impacts, and the recommendation.

Task .030          Decide Change Actions

Present the change request, alternative solutions and recommendation to the Project Board.

 

The Project Board is required to either accept the recommendation, chose an alternative solution, or request further investigation.

 

Update the Change Request Form:

 

            -  update "Action", "Authorized By" and "Authorization Date".

 

            -  set status to "Close"

 

Change Log:

 

            -  update "Status" and "Close Date".

 

If the Project Board requests further investigation then the Change Request remains open.

 

Notify the originator of action.

 

If the chosen solution will cause the stage to exceed the tolerance limits then the Project Board may require the Stage Manager to produce an Exception Situation Report which will replace the Stage Plan.

Task .040          Implement Change

Make appropriate schedule and other project plan adjustments and communicate these to team members impacted.  Include activities to monitor progress and execute quality control on the changes.