Project Management: From
Planning to Evaluation
Spring 2016
Rana B. Sakr, MPH, PMP – edited by Yara Kassas Saliba
Chapter ???
Project Change Management
Outline – Change Management
• Introduction
• Project Base-Line
• Change Control
• Change Classifications
o Project Change
o Design Change
o Functional Change
o Service Change
• Change Request Owners
• Project Change Roles
• Change Request Form (CRF)
Introduction
What is Project Change?
A project change is any addition, modification or
deletion on the agreed-upon project scope, cost,
quality and schedule according to the project
baseline.
Project Baseline
Baseline
• Approved original project plan
• Used to monitor project progress
• Forecasts of final cost and schedule are compared
against it
• May change only with formal approvals
There is a standard process to manage changes
centrally in a project: identify, document and control
changes to baseline
Change Control
• Identify that a change needs to occur
• Review & approve changes – corrective & preventive actions
• Manage approved changes & integrity of baseline
• Validate defect repair
• Control project quality to standards
Change control is performed from project inception through
completion
Projects often don’t run according to Project Management Plan
but deliverables / scope must be maintained by managing
changes to the baseline
Project Baseline
• Project Baseline is a tool used to identify the status of the
project at any given time. The project would produce a
number of documents and work products. Most of these work
products are configuration items that change as and when the
project progresses.
• It represents the formal end of the planning phase and the
actual execution of the project and control activities.
• Any addition/modification/ deletion on the project Baseline
configuration items is considered a change.
Project Change Classifications
Change in a project is classified based on :
Project Change
Design Change
Change
Functional Change
Service Change
1. Project Change
A project change is any modification on the agreed-
upon:
• Scope
• Cost
• Quality
• Schedule
Project change management is the controlled integration of
change into every phase of a project. Changes are evaluated for
cost, quality, risks and benefits. The impact to scope and
schedules is assessed. Changes are either rejected or
incorporated into the project.
Project Change - Continue…
• A project change may result in re-adjusting the project scope,
cost, quality and schedule.
• Therefore, a careful analysis and review by the Change
Controller and the Change Control Board (CCB) should be
performed on the requirements, options, costs, benefits, risks
and issues of the project change request.
2. Design Change
• A change that affects the design of the information system
through the following areas:
Design Change
Infrastructure Business
Specifications
design Processes
Design Change - Continue..
• The infrastructure design lays the basic foundation and
structures of the project information system
• Specification is a formal description of a requirement, process
and design. It lists down characteristics of the above
components
• Business Processes are a structured, measured set of
activities designed to produce a specific output for a
particular customer. Any change within the business process is
considered a design change.
3. Functional Change
• A function is small process within the system that performs a
task. A system may have many functions and coordinate with
other functions to perform tasks
• A functional change affects the function process within the
system in which functions of the system are redesigned and
the relationships between them are redefined.
4. Service Change
• A service change is a re-configuration of the technology and
organizational networks designed to deliver services and support to
satisfy the needs of the end users
A service system is a work system that produces services. A work system
is a system in which human participants and/or machines perform work
(processes and activities) using information, technology, and other
resources to produce products/services for internal or external
customers.
• Usually, the request is raised by the end-users to improve or add new
supporting services to the system
Ex: A request to a helpdesk for technical support within a hospital is a
service change example
Change Owners(Requesters)
The change request can only be raised according to the
PMO standards which can be as follows:
Change Area Change Request Owner
Project Change PMO, Vendor, IT & Clinical Committee Only
Design Change l e
PMO, Vendor, IT & Clinical Committee Only
p Anyone can raise the request
Functional Change
a m
Service Change Ex Anyone can raise the request
Project Change Roles
Who’s involved in the change process?
• Change Requester
• Change Controller
• Change Control Board (CCB)
• Change Implementer
Change Requester
• The Change Requester recognises a need for change on the
project and formally communicates this requirement to the
Change Controller
• An early identification of the need should be considered from
the change requester in order to get the request categorized
according to the priority, criticality and impact of the change
request.
Change Controller
Change Controller:
• Receives, logs, monitors and controls the progress of all
changes within the project
• Determines if a feasibility study is required to evaluate and
analyse the change request
• Requests a Change feasibility study from the respective
stakeholders to be submitted within a specified timeframe
• Escalates all change request issues and risks to the Change
Control Board (CCB).
Change Control Board (CCB)
CCB:
• Is the committee that has the authority of approving the
change requests and determining the authorization of all
change requests forwarded by the Change Controller
• Is responsible of resolving change issues.
• Is responsible for determining the change implementation
timetable (for approved changes) and the consideration of all
supporting change documentation attached with the change
request
• Hold meetings regularly (e.g. once every two weeks).
CCB committee members
The Project Change Control Board (CCB) consists of the following
members:
Committee Members Name
Project director
Change Controller
Technical (e.g. clinical) Committee
Representative
p l e
IT Committee representative
a m
Ex
Vendor Representative
Change Implementer
Change Implementer:
• Is the implementer of the change after acquiring approval
from the Change Control Board.
• Is responsible for the implementation of all changes within
the project for the given time frames.
• Also responsible of scheduling, carrying out and reviewing the
implementation of all changes within a project.
Change Request Form
• The Change Request Form(CRF) should be completed by the
Change Requestor and formally submitted to the Change
Controller for review.
• The Change Controller will determine whether or not the
form provides adequate information in order to submit to
the Change Control Board (CCB) for approval/rejection.
