Administrators - Change Request Process

Administrators - Change Request Process

Administrators - Change Request Process

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Introduction:


Change Management is an important part of any project.  Changes must be vetted and managed to ensure that they are within the scope of the project and are communicated to all stakeholders if they are approved.  The process for submitting, reviewing, and approving changes must also be communicated to all stakeholders in order to properly set expectations.  If changes are allowed to be submitted or are implemented in an unorganized way, any project is sure to fail.  All projects must include a Change Management Process as part of the overall Project Plan.


Instructions:

Change Management Process


  1. Identify and Submit Change Request 

This process provides the ability for any member of the project team to submit a request for a change to the project. 

The Change Requester: 

  • Identifies a requirement for change to any aspect of the project (e.g. scope, deliverables, timescales and organization)

  • Completes a Change Request form (CR) and distributes the form to the Senior Project Director. The CR summarizes the change:

  • Description

  • Reasons/Goals for changes

  • Recommendations

  • Impacts (Cost, Scope, Schedule, and/or Quality) 

  • Solution

  • Disposition (Approve, Reject, Defer)


The following swim lane diagram describes the roles, processes and procedures to be undertaken to initiate, implement and review the effects of changes within the project.

Diagram of the Change Control Process Flow.


Info

Figure-a: Change Control Process Flow Template


  1. Review Change Request 

The Senior Project Director/Change Control Gate Keeper reviews the CR and determines whether or not additional information is required for the Change Control Board (CCB) to assess the full impact of the change to the project time, scope and cost. The decision will be based on factors, such as: 

  • Number of change options presented 

  • Feasibility and benefits of the change 

  • Complexity and/or difficulty of the change options requested 

  • Scale of the change solutions proposed. 


The Senior Project Director/Change Control Gate Keeper will record the CR details in the Change Log to track the status of the change request. 


  1. Approve Change Request 

The Senior Project Director/Change Control Gate Keeper will forward the Change Request Form and any supporting documentation to the CCB for review and final approval. The CCB will determine the feasibility of this change by examining factors, such as: 

  • Risk to the project in implementing/not implementing the change 

  • Impact on the project in implementing the change (time, resources, finance, quality). 


After a formal review, the CCB may: 

  • Approve the change as requested 

  • Reject the change 

Request more information related to the change.


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