Change Reqest Management

Given that a project is a dynamic process, it is unrealistic to assume that requests for change will not occur. These changes will originate from changes in the user requirements and/or difficulties in realising the user specification in practice. Project Management via the Project Management Office need to manage the process and at Picaso Consulting we support in ensuring that this process is run effectively and efficiently.

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 remoe all risks, it will enable some changes to be made with minimal disruption and slippage. These request for change will occur in all implementations and it is vital that the process is well managed.

The Change Request Management plan is a definition of the formal process for making changes to the project’s original scope. It generally involves redefining existing objective and deliverables or specifying new project objectives and deliverables. The procedure for changes is as follows:

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, and Medium Importance etcetera.

After the change request evaluation, 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.

The project manager will present the proposed change and the results of the evaluation, including a copy of the proposed project plan illustrating the impact of the change. The requestor may choose to speak on behalf of the change and the evaluators may also choose to defend their evaluation, if necessary. The project manager should only become significantly involve if the evaluation indicates that the proposed change would have a significant effect on the overall project in terms of finance, scheduling, or the eventual effect on the project’s service or product.

In all but very minor cases, the later that a project change is made, the more difficult it will be to implement without significant repercussions. The ramifications of the change will also vary proportionally with the size of the change. It may be that minor adjustments here and there may have a negligible effect, but a significant change in scope may set a long project back several weeks, months, or even years.

In short, a change request management procedure for any given project should include, but not necessarily be limited to the following:

- Identifying the need for change.
- Change recommendation.
- Analysis of the feasibility of change.
- Steering committee approval.
- Project sponsor approval.
- Amendment an agreement on the revised project plan.
- Implementing the change.
- Continue constant review.

The final task is to communicate the revised change request plan to all project team members and stakeholders, explaining the rationale where resistance is encountered. It is also important at this point to ensure that the minutes of meetings, decisions reached and agreements made are documented and retained.

In conclusion, change should be expected in any given project, but, as discussed in this article, is very much a manageable issue of the simple steps discussed above are followed.

Picaso Consulting consults in Strategy and Technology. We optimise your Business through Business Consulting and IT.