Change Management

Example #1:

SMART Project

1. Overview

The purpose of this Change Management Plan is to identify the process by which requested changes to the scope of the SMART Project are addressed.

When the project was defined in the Project Charter, expectations were set as to what the project will produce, the costs involved, and the amount of time and resources required. The approval of the charter essentially resulted in a contract between the parties involved. Any request that changes the scope of that contract will be subjected to a rigorous protocol. Execution of this protocol ensures the impact of the request is quantified and subsequent modifications to the project's deliverables, cost and/or timeframe are approved by the project sponsors, as well as appropriate Information Services (ISD) management.

2. Issue Process

Two primary tools are used to manage the change request process. The Change Request Form is used to forward requested changes to the project manager as well as record the impact, resolution and approver decision. The project manager uses a Change Request Log to track the status of change requests.

The Diagram 1 portrays the interaction between the process players. The players involved in the change management process are the original requester, the project manager, the project sponsors, and the analyst.

General Rules
  • All change requests will be submitted to the project manager, preferably on the Change Request Form.
  • The project manager will coordinate all activity related to a change request.
  • All change requests will go through an impact analysis.
  • The executive sponsor must approve changes involving additional cost.
  • Any change request forwarded to the executive sponsor by the project manager will also be forwarded to the ISD manager.
  • The project sponsor may approve changes impacting only the project's timeline.
  • Any change request forwarded to the project sponsor by the project manager will also be forwarded to the ISD Applications Section manager.
  • The project manager may approve changes having little or no impact to the project. The project manager will notify the project sponsors of these approvals. The project manager will assess when the project can no longer absorb low impact requests at which point these requests will be forwarded to the project sponsors for consideration.
  • Project team members will not unilaterally commit to changes or incorporate changes into project deliverables.
  • Project sponsors will not commit to any change to project deliverables before the impact of the change is quantified.
  • End users cannot approve change requests.
  • Change requests identified during SMART User Committee system demonstrations will list the User Committee as the requester. A contact person may be identified depending on the nature of the request. The entire User Committee will be kept apprised of the change request's status.
  • Some change requests may require a consensus decision by the SMART User Committee. It is the project manager's responsibility to recognize these type requests and coordinate the decision making process with the committee.
  • Any change requests remaining in "on hold" status at the end of the project will be addressed in the project's Maintenance Transition Plan.
  • New change requests and change request status will be included in the project status report.
  • The time may come in the project when committing resources to perform impact analyses on change requests will negatively impact the project's timeline. The project sponsors will be asked to make a priority decision when this happens.
3. Change Management Roles Requester
  • Documents the request as clearly and completely as possible on the Change Request Form
  • Submits request to project manager
Project Manager
  • Tracks status of change request in the Change Request Log
  • Transcribes change request onto Change Request Form if necessary
  • Clarifies change request if necessary
  • Sends request for impact analysis to analyst
  • Forwards change request, impact analysis and recommendation to project sponsor and appropriate ISD management
  • Makes necessary updates to project plan
  • Keeps requester apprised of request status
  • Approves low impact requests
  • Researches and clarifies request as needed
  • Identifies alternative solutions
  • Makes recommendation
  • Estimates time and resources required to add the change to the project's scope
  • Identifies where added tasks fit into project plan
  • Updates Change Request Form with impact analysis
  • Sends updated Change Request Form to project manager
  • Updates Functional and Application Specifications
Project Sponsor
  • Reviews change request, impact analysis and recommendation
  • Either approves the request, denies the request or places the request on hold
  • Ensures any required additional resources are available
4. Change Request Form/Log Templates

The project will use the following forms for requesting changes and logging the requests:

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