Download 4 Scope Change Management

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Change Management Plan
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Change Management Plan
Table of Contents
1
Introduction
1.1
Purpose .................................................................................................................................... 5
1.2
Audience .................................................................................................................................. 5
2
Change Management Overview
2.1
Change Management Approach ............................................................................................... 6
2.2
Change Management Cycle ..................................................................................................... 6
2.3
Sources of Change ................................................................................................................... 7
2.4
Roles and Responsibilities ........................................................................................................ 8
3
Change Management Procedures
3.1
Raise Change Request............................................................................................................. 9
3.2
Asses Change Request ............................................................................................................ 9
3.3
Approve/Reject Change Request ............................................................................................. 9
3.4
Implement Change ................................................................................................................... 9
3.5
Close Change Request........................................................................................................... 10
4
Scope Change Management
4.1
Scope Change Categories ...................................................................................................... 11
4.2
Scope Change Management Cycle ........................................... Error! Bookmark not defined.
4.3
Scope Definition ........................................................................ Error! Bookmark not defined.
4.4
Scope Stability ........................................................................... Error! Bookmark not defined.
4.5
Scope Change Recognition ....................................................... Error! Bookmark not defined.
4.6
Scope Change Control Procedures ........................................... Error! Bookmark not defined.
4.7
Scope Verification...................................................................... Error! Bookmark not defined.
Appendix A – Change Request Form
Appendix B – Change Control Log
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1
Introduction
1.1
Purpose
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The purpose of this Change Management Plan is to set out the methods and
procedures to handle all changes affecting this project’s:

Resources, costs, and timing as set out in the Project Plan

Deliverable, product and process Quality
Changes in Product Scope are drawn from the sources identified in section 2.3 and
follow the specified Change Request path through Change Management. Such
changes also affect Project Scope, but are typically value-added and usually result in
an increase in scope.
Changes in Project Scope are drawn from problems, issues, or executive decisions
involving key project dimensions, specifically time, cost, and/or quality. Such
changes usually result in a decrease in Scope to accommodate changes in the
project’s duration, budget, or quality demands.
1.2
Audience
This Change Management Plan is intended for the Project Board, key stakeholders,
and the core project team.
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2
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Change Management Plan
Change Management Overview
The following sub-sections contain boilerplate text. Use it as is, or modify it to suit your
project situation.
2.1
Change Management Approach
This Change Management Plan employs an industry standard cyclical approach to:
2.2

Ensure standardized methods, processes and procedures are used for all
project changes

Facilitate efficient and prompt handling of all changes

Maintain a proper balance between the benefits of change and the
detrimental impact of change on the Project Plan.
Change Management Cycle
The Change Management Cycle is comprised of the following events:

Raise and record Change Request (CR)

Assess impact and value of change

Present assessment results and obtain approval

Implement change and re-baseline plan

Close CR
The diagram on the next page represents the flow of change management events.
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Raise CR
No
Large CR?
Yes
More $
Assess CR
Old Plan
Yes
No
New Plan
Accept CR?
Implement
Change
Close
2.3
Sources of Change
All project changes must enter the Change Management cycle in the format of a
Change Request. Legitimate changes to the product/project may stem from:
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
Responses to problems internal to the project

Externally imposed requirements

Change in business requirements or strategy

Proactive changes to improve performance or benefit
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2.4
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Roles and Responsibilities
The following list outlines the key responsibilities of personnel involved in the
Change Management process:
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
Project Manager - assigned full responsibility for facilitating or executing the
change management process to officially provide new requirements, scope,
schedule and resources

Project Sponsor – responsible for reviewing, authorizing and funding
changes

Project Coordinator – assists with estimating and scheduling change against
existing baseline

Configuration Manager/Change Manager – accept, log and track CR’s

Change Advisory Board – comprised of Sponsor, Technical and User
representatives, responsible for accepting or rejecting CR implementation
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3
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Change Management Procedures
The following sub-sections contain boilerplate text. Use it as is, or modify it to suit your
project situation.
3.1
Raise Change Request
The change initiator communicates the details of the change to any project authority,
such as the Project Manager, Project Sponsor, or any other member of the Change
Advisory Board or Project Board. This constitutes the initial informal change
communication. At this point, the project authority may direct the initiator to prepare
a Change Request, or that duty may be delegated to the Project Manager or Change
Manager (if one exists for the project).
Once the details of the change have been recorded on a Change Request form, it is
submitted to the Configuration Manager or Change Manager to log into the Change
Log.
3.2
Asses Change Request
The Change Request is escalated to the project core team for evaluation. A high
level assessment is first performed by the Project Manager to determine if the CR is
of sufficient magnitude to require independent funding for detailed assessment. If
so, the Project Manager requests additional funding to carry out the extra
assessment tasks.
The CR is assessed for its impact on the project plan (resources, costs and
schedule) by the Project Manager and Project Coordinator. A separate timeline is
built for later incorporation into the master plan, if and when the CR is approved.
The Project Manager completes a brief Business Case with the assistance of the
Project Board members (technical and user representatives).
3.3
Approve/Reject Change Request
The results of the CR assessment are presented to the Change Advisory Board
and/or the Project Board. Based on the value judgment passed on the CR, it is
accepted or rejected. If accepted, sign-off represents a new agreement on the
updated Project Plan. The new timeline, Scope, costs and schedule are baselined.
3.4
Implement Change
The new work required by the change is undertaken and completed according to the
new Project Plan. Success criteria or testing for the change are applied to the CR
work. Completion is assessed at the appropriate milestone.
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3.5
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Close Change Request
Following successful implementation and testing of the CR work, the Configuration
Manager makes a closing entry in the Change Management Log.
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4
Scope Change Management
4.1
Scope Change Categories
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…and more detail follows. See the Change Management Plan under the Project
Management document listings for the complete deliverable.
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