Change Request TUNE IT! Hi! My name is Ed Dubrawski, PMP and a member of the Program Management Center of Excellence Advisory Council. The purpose of the video is to provide you with an introduction of Change Request. In project management, Change Request is a requests to expand or reduce the project scope, modify policies, processes, plans, or procedures, modify costs or budgets, or revise schedules. Managing Change is critical to project success and is an important step in the project Risk Control phase.

What Are Changes? Change is inevitable in projects, its your role as a Project Manager to manage that change and understand the impact that change will have on your projects, scope, schedule and cost.

Change is good, if managed properly. Change requests may originate in various forms—oral or written, clear or subtle. They may also be driven by different factors internally or externally, by operation or regulatory requirements, or by technology limitations. Change requests may be submitted at varying levels in the organization, depending on the size or impact. However, a key facet to change requests is their central management by the project manager, change control board, and sponsors. All change requests must be entered in the PMCE PPM Tool to provide continuity from initiating through approval or rejection. The project manager should follow a defined process for communicating approved changes to all team members in a timely fashion to lessen impact.

Changes in scope may be an expansion or reduction in scope of the project. Most change requests in scope are the result of the following: An external event (e.g., a new regulation—a law that requires a change in how payments are determined) An error or omission in the original definition of scope of the product (e.g., for systems development projects, failure to address multiple browser platforms) An error or omission in the defining of the scope of the project (e.g., failure to include training in the project implementation) A value-adding change (e.g., use of mobile applications and devices)

Role of PM in Change Management Identify impact on the project Schedule Budget Resources Accurately document and track all project issues, risks and change requests. Change requests often originate as unresolved issues or unmitigated risks Ensure review and action on change requests by the Change Control Board Communicate decisions/resolutions to the appropriate stakeholders The role of the Project Manager is to: Identify impact on the project Schedule Budget Resources Accurately document and track all project issues, risks and change requests. Change requests often originate as unresolved issues or unmitigated risks Ensure review and action on change requests by the Change Control Board (The Change control Board was established by the PM during the planning phase) Communicate decisions/resolutions to the appropriate stakeholders

Change Request Forms Change Request Form Change Log There are two forms in the PMCE Process: The Change Request Form and the Change Log (which list all the change request)

Ensure change request forms are submitted for changes that affect performance baselines (scope, quality, time, and cost), analyze impacts to ensure changes to the project are beneficial, and obtain approvals.

TUNE IT!   CHANGE REQUEST LOG Project Name Project ID Project Manager Business Process Owner Project Sponsor Project Executive Sponsor Item # Date Opened Projected Due Date Resolved Date Category Change Description Impact Escalation Required Comms Update Required Assigned To/ Owner Status Log WBS Line Item Priority ##.## mm/dd/yy Type of change Describe the Change Describe impact on project; alternative solutions to research; tasks to accomplish the resolution Yes or no, if yes enter name Yes or no Name of responsible individual assigned to the change and owner if different mm/dd: describe status, i.e., 08/01: meeting held to review problem; programmer reviewing program Enter WBS line item number, if applicable 1 = High 2 = Med 3 = Low 4 = Defer Are the changes in your project being formally requested, analyzed, and approved by the appropriate decision makers? If yes, ensure change request forms are archived appropriately If no, complete process activity and deliverable

After Approval If change requests are approved, the project management plan and other project documents must be updated to reflect the change. The project manager must effectively and clearly communicate the change to the team to prevent conflicting work. Work performance information and reports continues to be generated and shared with stakeholders. If change requests are approved, the project management plan and other project documents must be updated to reflect the change. The project manager must effectively and clearly communicate the change to the team to prevent conflicting work. Work performance information and reports continues to be generated and shared with stakeholders.

That’s it! Thank you!!!!!! Good luck with your Change Request The next video is the Risk Control.