Change Theme Flashcards
Minimum requirements for Change theme
- Issue Register
- Change Control Approach - how and by whom products will be controlled and protected
Issue report ?
Used if issue register does not contain sufficient detail
Controls for issues and changes are defined in which process
Initiating a project
When can controls for issues and changes be updated
At end of each management stage…manage stage boundary process
Is P2’s approach to issue management and change control prescriptive
No…any approach meeting requirements is compliant to P2
Purpose of Change theme
Identify, assess, control (IAC) changes to project baseline
Issue and change control is a …
continual activity performed thru out life of project
Without ongoing and effective issue and change control procedure, project will become…
unresponsive or drift out of control (we cannot be an ostrich)
P2 definition of ISSUE
event happened but was not planned and needs management action
Different types of issues
- Request for change (enhancement) - change to baseline proposal.
- Off-specification - bug / missing product.
- Problem/concern - any other issue PM needs to resolve/escalate. (resource resignation, vendor bankrupt, envelope adhesive coming off quickly than anticipated)
Baseline ?
Reference level at which an entity is monitored & controlled
When is baseline done ?
when PID (project initiation document) is authorized by board
Pre-requisite of effective issue and change control
define a way of creating baselines
CMDb
Configuration Management Database (version mgmt)
CIR
Configuration Item Record (info about status, version, variant, relationships between them)
Configuration item ?
Things that need to be controlled and baselined
PSA
Product status account
Report on status of products
All approaches are created in which process
Initiating a project
RnR - Corporate
Provide corporate strategy for change control, issue resolution, configuration management,
RnR - Executive
5
- determine change authority and change budget
- sets scale for severity rating for issues
- sets scale for priority ratings for requests for change and off-specifications
- responds to queries from PM
- makes decisions on escalated issues with focus on continued business justification
RnR - Senior User
- responds to queries from PM
- makes decisions on escalated issues with focus on safeguarding expected benefits
RnR - Senior Supplier
- responds to queries from PM
- makes decisions on escalated issues with focus on safeguarding integrity of the complete solution
RnR - PM
3
- manages the issues and changes control procedure
- creates and maintains issue register
- implements corrective actions
RnR - TM
implements corrective actions
RnR - PA
advises on examining and resolving issues
RnR - PS
4
- administers configuration management and issue and change control procedures
- maintain CIR
- produce PSA
- assist PM in maintaining issue register
Change control approach should be appropriate to….
project size, scale and complexity
Can project board delegate change mgmt responsibilities
Yes, in smaller projects (impact should be deciding factor)
Managing Product Baselines - baseline level - how is it determined?
by breaking down products until a level is reached when a component can be individually released, installed, replaced or modified.
Managing Product Baselines - configuration items - how identified?
by providing unique identifier to each configuration item
Managing Product Baselines - authorizations?
determine specific authorities and authorizations needed to approve and baseline configuration items.
Managing Product Baselines - configuration item records
what info needs to be captured and maintained
Example for - approach to managing issues and change works and supports a project’s chosen delivery approach.
change control approach that proposes a monthly review of changes
in an Agile delivery approach is unlikely to be effective.
What allows for change at the defined level while creating a clearly defined baseline.
appropriate definition of product descriptions, quality criteria, quality tolerances and work packages
Who is responsible for reviewing and approving requests for change and off-specifications (few changes).
Project board
Who is responsible for reviewing and approving requests for change and off-specifications (many changes).
project board may choose to delegate
some decisions to a certain person or group (change authority).
Change budget
Budget to fund request for change and analysis costs
Including a change budget provides for …
a more realistic expectation of the overall costs/timeframe of the
project.
When a change budget is given to a change authority, project board may wish to put a limit on
1.cost of any single change
2.amount spent on change in any one stage
Recommended Issue and Change Control Procedure
1.Capture
2.Assess - impact on proj objs/bus-case, proj risk profile, check sev/priority
3.Propose - identify -> evaluate -> recommend options
4.Decide - approve/reject/defer option (by proj board)
5.Implement - take action, update records/plans
Capture issue details
4
initial analysis to determine:-
1.issue type,
2.formal/informal mgmt,
- formal -> enter in issue register with uniq identifier
- informal -> daily log
3.severity/priority (by PM),
4.distinguish b/w formal/informal mgmt is to :-
- ensure decisions are made at appropriate level
- avoid inundating proj board w/ too many issues
- reduce admin burden on PM
Assess details
1 (a,b,c,d), 2,3
1.assess by doing impact analysis on :-
- perf targets in terms of time, cost, quality, scope
- business case, impact on benefits
- any other dependent products produced by project
- risk profile
2. issue register shud be updated with impact analysis and issue reporter be informed of status
3. advise can be sought from proj board
Propose details
3
- after impact analysis look for alternative options and propose an option
- ensure there is balance b/w advantage gained and the time/cost/risk of implementing the option
- if any proposed option is going to extend the stage / project beyond tolerances , project board advise must be requested.
Decide corrective action details
- PM can decide on smaller projects where corrective action doesn’t impact other products.
- Other issues might need to be escalated to project board or delegated change authority.
Implement corrective actions details
- PM will update Issue Register and inform interested parties.
- PM will implement corrective action (including updating affected products, work packages, plans, registers) OR
- create exception plan for approval by project board.
Project board decisions - request for change
Proj board response - approve, reject, defer, request more info, ask exception plan
Project board decisions - request for change - Considerations
4
if request for change involves cost, three ways to fund it -
1. use change budget
2. ask to increase project budget
3. de-scope other elements of project
DO NOT use Tolerance to fund requests for change.
Project board decisions - off specification
4
Proj board response -
1. grant concession (ie no immediate corrective action), in which case product desc shud be revised
2. instruct off-spec be resolved
3. defer
4. request exception plan
Project board decisions - problem / concern
3
Proj board response -
1. provide guidance
2. request exception plan
Consideration - can it be resolved by altering stage boundaries
Key terms in Change theme - Variant
official P2 manual is avlbl in diff languages
Key terms in Change theme - relationship between configuration items
if os updated, some SW will need to be upgraded as well
Key terms in Change theme - Issue report
A customer of Hotels.com has raised an issue about a hotel that was booked last week.
However, the Issue Report would be prepared by the associate from Hotels.com who is handling the
customer’s complaint.
