Ministry of Education

Information & Technology Management Branch

Project Support Office

Project Change Management Process

Author: Project Support Office

Creation Date: 04/06/2001
Last Updated: 26/06/2001
Version: 1.0
Project Support Office Project Change Management Process

Approvals

This document is approved by:

Dorothy Drislane Date

Director, Information and Technology Management Branch

Review History

This document has been reviewed by:

Name Title Date

Mike Black Manager, Information Management Group
Murray Chisholm Manager, Labour/ITAC Client Services Group
Ron Dawshka Manager, Education Client Services Group
Barry Kelly Manager, Technology Services Group
Marijan Sajko Manager, MAETT Client Services Group

Document Change Record

Date Author Version Change Reference

05/06/2001 Casey Farrell 1.0 Initial Document

Distribution

This document has been distributed to:

Date Version Name

05/06/2001 1.0 Project Support Office

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Project Support Office Project Change Management Process

Table of Contents

Approvals ......................................................................................................................................................i
Review History..............................................................................................................................................i
Document Change Record ..........................................................................................................................i
Distribution ...................................................................................................................................................i
Table of Contents ........................................................................................................................................ii
1.0 Document Purpose.........................................................................................................................1
2.0 Related Documents ........................................................................................................................1
3.0 Purpose and Objectives ................................................................................................................1
4.0 Scope ...............................................................................................................................................1
5.0 Policy ...............................................................................................................................................1
6.0 Procedures......................................................................................................................................2
6.1 Identify Change Request .................................................................................................................. 2
6.2 Validate Change Request ................................................................................................................. 2
6.3 Analyze Impact ................................................................................................................................. 2
6.4 Control Change Request .................................................................................................................. 3
6.5 Action Change Request .................................................................................................................... 3
6.6 Close Change Request..................................................................................................................... 3
6.7 Change Management Process Diagram ........................................................................................... 4
Appendix A: Forms and Templates ...........................................................................................................5
Manual Change Request Form ....................................................................................................................... 6
Manual Change Request Log.......................................................................................................................... 7

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Project Support Office Project Change Management Process

1.0 Document Purpose

The purpose of this document is to provide project managers with the standard process for
managing changes on ITMB projects.

2.0 Related Documents

Automated Project Items Control using PVCS Tracker, describes the process for recording and
tracking risks, issues, change requests and quality control items using PVCS Tracker.

3.0 Purpose and Objectives

The purpose of change management procedures is to manage change requests so that approved
changes will be controlled, ensuring the project remains on schedule, within budget and provides
agreed deliverables.

The primary objectives of change management are to:

• manage each change request from initiation through to closure;

• process change requests based upon direction from the appropriate authority
(e.g., project director approval);
• communicate the impact of changes to appropriate personnel; and
• allow small changes to be managed with a minimum of overhead.

4.0 Scope

The Change Management Process is the mechanism used to initiate, record, assess, approve
and resolve project changes.

Project changes are needed when it is deemed necessary to change the scope, time or cost of
one or more previously approved project deliverables. Most changes will affect the budget and/or
schedule of the project.

5.0 Policy

The use of the formal change management procedure will be required when any changes are
discovered or requested which impact previously reviewed, approved and published project
deliverables.

The PSO supports the change management process. The role of the PSO in the change
management process is determined, with the project manager, once the project is approved.

The documentation and tracking of all change requests will be managed using the defined
procedure and facilitated by the use of PSO templates or PVCS Tracker.

A multi-tiered approach will be used to approve change requests:

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Project Support Office Project Change Management Process

• Decisions to analyze and decisions to proceed with changes will be made by the
ITMB Client Manager and the Project Manager if they do not impact scope,
budget or schedule.
• Changes which do impact scope, budget or schedule will be forwarded to the
Steering Committee for review.
• The Steering Committee may decide that Executive Sponsor approval and review
is required before making a decision.

6.0 Procedures

Each request will be tracked from the time of presentation through:

1. Identify (identify and document the required change)

2. Validate (verify the change is valid and requires management)
3. Analyze (analyze and record schedule, cost and effort impact of change)
4. Control (decide whether to execute the change)
5. Action (execute decision, including revision to project plans if necessary)
6. Close (verify that action is complete and close change request)

6.1 Identify Change Request

Action Responsibility
1. Identify and record the issue. Project Manager or Team Lead

6.2 Validate Change Request

Action Responsibility
2. Identify member of the management team as the issue owner. Project Manager, ITMB Client
Manager
3. Validate change request with project team members as
appropriate.
4. Assess and evaluate change for necessity to project, accuracy,
and fair representation of Ministry and Contractor interests.
5. Present change request to Change Analyst.
6. Update change request with target date for completion of analysis.

6.3 Analyze Impact

Action Responsibility
7. Meet Contract requirements for responding to Change Requests. Change Analyst
8. Assign resources to review the impact of the change request.
9. Direct activity to assess the scope, cost and schedule impact of the
change.
10. Update change request with impact analysis and estimates in
terms of scope, cost, schedule and effort impacts.
11. Present analysis to Project Manager.
12. Update change request with target date for decision. Project Manager

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6.4 Control Change Request

Action Responsibility
13. Meet Contract requirements for responding to Change Requests. Project Manager, ITMB Client
Manager
14. Determine required approvals and assign priority to the change
request.
15. If changes impact scope, budget or schedule place request on
agenda for next Steering Committee meeting.
16. If changes do not impact scope, budget or schedule decide
whether to proceed with the change.
17. If Executive approval is required, forward request to Executive Steering Committee
Sponsor for approval.
18. If Executive approval is not required, decide whether to proceed
with the change.
19. Decide whether to proceed with the change. Executive Sponsor
20. Generate approval signature sheets for each outstanding change PSO
request.
21. Update status of change request with control decision.

6.5 Action Change Request

Action Responsibility
22. Negotiate contract changes. Project Manager, Client
Manager, Business Manager
23. Execute contract changes. Contract Unit
24. Incorporate change request into appropriate plans and work plan. Project Manager
25. Update work plan baseline for agreed changes.

6.6 Close Change Request

Action Responsibility
26. Close change request and transfer ownership to PSO for filing. Project Manager
27. Communicate work plan change to project team.
28. Monitor and report progress against project plan.
29. Confirm all updates have been recorded and file all Change PSO
Request Documents.

The overall flow of the change request process is presented on the following page.

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Project Support Office Project Change Management Process

6.7 Change Management Process Diagram

Record issue
Identify issue
PM or Lead
PM or Lead

Present issue to Update change

Identify owner Validate issue Assess
Yes Change Analyst request with
PM PM impact?
PM target date

Assess scope and Update change

impact of change request with
Change Analyst assessment

Present Analysis
Update change
to Project
request with
Manager
target date
Change Analyst

Place on Steering
Steering
Committee
approval Yes
agenda
required?
PM

Executive
approval
required?

No Yes

Forward to
Executive Sponsor
PM

Update change
Proceed with
request with
change?
control decision
No
Yes

Negotiate and
Update plans and
execute contract
work plan
changes

Confirm updates
Execute and Close Change
and file Change
monitor work plan Request
Request
PM PM

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Appendix A: Forms and Templates

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Manual Change Request Form

CHANGE REQUEST FORM <Project Name>

CR ID #

Submitter’s Name: Submit Date:

Functional Area: Priority: Critical High Medium Low
Phase/Process: Assigned to:
Client Request: Yes No Target Date:
Status: Open Validated Assigned Analyzed Approved Resolved No Action Closed
Change Details (describe the issue, reason for the change, impact of not performing the change)

Impact Assessment (describe the scope and impact of the change, continue on next page, if necessary)

Estimated Impact: Effort: Cost:

Schedule:

Estimate certified by:

<Change Analyst> Date

Recommendation: (describe recommended action, continue on next page, if necessary)

Actual Impact: Effort: Cost: Schedule:

Accepted by: Approved by:

Consultant: Date Project Manager: Date

Approved by: Approved by:

Client Sponsor: Date Executive Sponsor: Date

Associated Problem Report Associated Risk or Issue Form
FORM PMT312 Page (6) of (10)

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Manual Change Request Log

ID Title Status Priority Submit Date Submitter Target Date Assigned Close Date Owner Estimated Actual Cost Description Notes
To: Cost
1
2
3
4
5

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