Change control Flashcards
Change control process
1.Change request (form submitted, captured in formal way, change is logged to record status) 2. Initial evaluation (is it worth evaluating? only viable changes are progressed to manage number. 3. Detailed evaluation (on time, cost, quality, benefits. go to subject matter expert, consider impact on project and BAU. ensure impact is evaluated thoroughly and impact understood fully). 4. Recommendations (approve, reject or defer - tell them why ) 5. update plans, implement and communicate (configuration, incorporate change, carry it out, everyone who needs to know about it is told)
What is in a change request
owner, description, reason for change, areas impacted, source of change, date raised, status, decision date and justification
Configuration and change
change can impact so needs to be implemented fully. uncontrolled change can cause problems later if people using wrong versions
How to justify recommendations (5)
- do we have the money, do we need additional funding. 2. will it impact deadline, is it worth delaying. 3. Benefits, will we still achieve those set out in business case. 4. do we have skills, capacity available to do it. 5. risk assessment, will this change reduce/remove existing project risk
Updating plans and schedule - impact if don’t (5)
when decision to change made, need to update PMP. 1. Will impact cost,bc people working on wrong docs, creating source of conflict, rework. 2. could deliver something not fit for purpose. 3. stakeholders disengage and lose confidence. 4 could impact BAU. 5. could not realise benefits, impacting ROI
Life cycle impact on change - Linear
Linear - change control only way to change baseline - controls scope creep. Every change has significant implication, will need analysis and buy-in. Ensures no unrecorded/uncontrolled changes which could make them go over budget, Can look at impact of change on benefits/outcomes, project still viable. Provides an auditable trail.
Life cycle impact on change - Iterative
change control embedded as part of development process, changes can be absorbed into next iteration. change to existing features can be considered alongside existing requirements. formal change requests less likely. will need to consider priorities. More dynamic, adaptive. iterative model anticipates change and process can quickly evaluate and intergrate them
What can be impacted by change?
benefits, scope, time, cost, quality, resources, risks, stakeholders
Methods of assessing change (5)
- Cost benefit analysis (change v expected benefits, compare new benefits to business case benfit) 2. Scenario analysis (predict likely outcomes of change, best/worse/realistic). 3. Expert judgement (engage subject matter expert to look at impacts) 4. Stakeholder analysis (need to ensure their expectations still met and will it impact their support) 5. Risk assessment (any new ones introduced and will existing ones be impacted)
Advantages of change control
- scope is managed. 2. everyone clear on current baseline. 3. auditable because keeping records. 4. proper adjustment of expectations, people aware of impacts
disadvantages of change control
- takes time. 2. costs time and effort to implement. 3 can raise friction between PM and user community. 4. delays can cause frustration. 5. can seem bureaucratic
Why does change occur
- External factors (PESTLE). 2. New risk. 3. New information/data emerged. 4. Efficiencies of p=process emerge that make it quicker, cheaper. 5. New technologies have emerged. Can have big impact on benefit to do a little more
Importance of Change control general
- No uncontrolled change (budget, communication, rework) - prevents scope creep. Only wat to change linear baseline, 3. Helps understand impact of outcomes and support decision making. Consequence of unmanaged change could siginificantly impact the project or even BAU activities. proivdes audit trail.
