Module 9 Session 9.2 Visual 1 Module 9 Designing Control and Reporting Systems (Time, Cost, Resources and Scope (Performance and Quality)) Session 9.2Managing Changes in Scope (Change Control) and Changes in Design (Configuration Management)

Module 9 Session 9.2 Visual 2 Scope  Scope = list of deliverables and components (products) the project will deliver  Project objectives determine its scope  Specifications = detailed and specific descriptions of deliverables and components in detail

Module 9 Session 9.2 Visual 3 Scope  Scope is presented in various documents:  Work Breakdown Structure (WBS)  Statement of Work (SOW)  Bid documents  Working drawings  Contracts and terms of reference

Module 9 Session 9.2 Visual 4 Scope and WBS  The WBS is a key tool for defining scope  All project deliverables and components (products) must be on the WBS  Components not on the WBS are outside the scope of project

Module 9 Session 9.2 Visual 5 Scope Change is Inevitable  Environmental and technical factors make change inevitable  Client requests lead to change (Client unable to fully define scope before implementation)

Module 9 Session 9.2 Visual 6 Two Types of Changes  Changes in Scope = additions or subtractions to deliverables  (Change Control)  Changes in design of deliverables = Changes in specifications  (Configuration Management)

Module 9 Session 9.2 Visual 7 Configuration Management  Configuration = Parts of product and how they fit together  Configuration = “The arrangement of the parts or elements of something.” (American Heritage Dictionary)

Module 9 Session 9.2 Visual 8 Overlapping Systems ChangeConfiguration Control ManagementSystem Changes in scope of project Changes in specifications of product

Module 9 Session 9.2 Visual 9 Comparison of Two Systems Changes in scope of project Changes in specifications of product BOTH No change in scope No change in specs Adding a new component Changing a type of motor Doubling an end item (2 cranes instead of 1) Change ControlConfiguration Management

Module 9 Session 9.2 Visual 10 PMI PMBOK ® Guide , Page 45  (Sometimes) “configuration management is a subset of the change control system and is used to ensure that the description (specifications) of the project product is correct and complete.”  Rest of session considers both together

Module 9 Session 9.2 Visual 11 Change Control and Configuration Management  Consider impact of proposed changes on project rectangle  Document change requests and approvals  Integrate approved changes into revised baseline plan  Communicate changes to project personnel  Act upon changes in a coordinated manner

Module 9 Session 9.2 Visual 12 Change Control and Configuration Management (continued)  Needed to keep project in control  Key responsibility of project manager  Requires documentation and management of baseline plan  Requires systematic process for changing the baseline plan

Module 9 Session 9.2 Visual 13  Changes may be big or small changes  Changes may involve legal contracts or informal agreements  Large projects should have a formal (documented) process  Process must be systematic Change Control and Configuration Management (continued)

Module 9 Session 9.2 Visual 14 Criteria for Effective Change Control Process  Well-written baseline plan  Clear specifications and well-defined deliverables  WBS, Quality standards  Budget, CPM plan  Work authorization process  Change control system: A way to make, document, consider, and act on changes in scope

Module 9 Session 9.2 Visual 15 Criteria for Effective Change Control Process (continued)  Describe process in writing and make available to team  Define authority and responsibility  Who has authority?  What can be approved?  Whole team must understand and accept  Review change requests against written criteria  Examine alternatives  Document the whole process and trace the effects of the change

Module 9 Session 9.2 Visual Form to Propose Change Date__________ WBS Element______________# Work Package______________# Activity___________________# Proposed by____________Dept.____ Proposed Change: ________________________________________________________________ Impact on Other Parts of Project:___________________________________________________ Effect on:  Time  Cost  Performance  Resources Reason for Change:______________________________________________________________ Benefit of Change:_______________________________________________________________ ______________________________________________________________________________ Sign Off:  Accounting: _____________ __________________Date:___________  Management :____________________________Date:___________  Personnel :_______________________________Date:___________  Operations:_____________________________Date:___________ Approved by:______________________________ (Project Manager), Date:__________ Sample Change Request Form

Module 9 Session 9.2 Visual 17 Change Control Process: Steps 1 and 2 1.Propose the change 2.Review proposed change  Why is change proposed?  What effect will change have on project “rectangle”?  What interactions might result?  What alternatives are possible?

Module 9 Session 9.2 Visual 18 Change Control Process: Steps 3, 4, and 5 3.Approve or reject change 4.Formalize change in baseline plan 5.Communicate change to all involved  Issue change order  Publicize change order

Module 9 Session 9.2 Visual 19 Change Control Board  May be formal or informal  Typical participants  Project manager  Members of project team (technical experts)  Functional managers  Top management  The client

Module 9 Session 9.2 Visual 20 Change Integration  All approved changes must be integrated into the baseline plan  Issue a new document number for revised baseline plan  Use revised baseline plan for future planning

Module 9 Session 9.2 Visual 21 Summary  Scope Management is critical!  Documented process is a must!  Baseline plan  Work approval process  Change management system  All approved changes in scope must be documented, integrated into baseline plan, and communicated

Module 9 Session 9.2 Visual 22 A Look Ahead Session 9.3: How to set up a reporting system  Gathering control information  Presenting control information  Sharing control information