1. How the Change Control Process Affects Project Quality
Presented by Mark Troncone MBA, PMP®, CSM®

2. Agenda Project Facts What is Change Control
What is a Change Control System
Why is Change Control Necessary
When is Change Control Created
When is Change Control Communicated
Change Control & the Project Baseline
The Change Control Process
The Change Control Form
The Change Control Log
Change Control Acceptance / Rejection
Change Control Affects on Quality

3. About Me CRM Certified SCRUM Master® – SCRUM Alliance
PMP® Certified – Project Management Institute
CRM Certified SCRUM Master® – SCRUM Alliance
Certified IT Business Analyst – State of Connecticut
Active career transition mentor
MBA - Management, BS – Marketing, AS - Accounting
Work experience:
TransAct Technologies (Presently)
Starwood Hotels
Affinion Group
Hewitt Associates
Wachovia Bank
Bayer Pharmaceuticals
Reader’s Digest
James River Corporation

4. Project Facts 66% of software projects are not expected to
finish on time or on budget
Completed projects deliver only 52% of the
proposed functionality wanted by the end user
60% of project delivered functionality is never
utilized by the end user
56% of project defects originate in the
Requirements Phase of the project
Proper Change Control Planning can Affect the Above

5. What is Change Control
Identifying, documenting, approving or rejecting and controlling changes to the project baselines
A Change Request can occur anywhere in a project but
mainly occurs in the Monitoring and Controlling phase
(Check / Do) in the following areas:
Direct and Manage Project Execution - as an output
Monitor and Control Project Work - as an output
Perform Integrated Change Control - as an output
(Change Requests Status updates)
Close Project or Phase - (As Change Requests are agreed
to become Enhancements after the project Go Live period
and Project Closure)

6. What is a Change Control System
A collection of formal documented procedures that define how a project deliverables and documentation will be controlled, changed, and approved.
A formal process for establishing Change Control must be
created by the Project Manager before he/she meets with the
Stakeholders and Project Team – this includes evaluating the
change request – Change Control Process
A document that is to be used to track Change Control
Requests must be developed and presented to the
Stakeholders and Project Team – Change Control Log
A document used by the Project Team to create a Change
Control Request must be developed and presented to the
Stakeholders and Project Team – Change Control Form

7. Why is Change Control Necessary
Change Requests are used to expand or reduce the project scope, modify policies, processes, plans, or procedures, modify costs or budgets, or revise schedules.
Change Requests are a formal document that must be completed by the requestor and reviewed by the Project Manager (for smaller projects 3-9 months) or a Change Control Board (for larger projects >9 months).
It is necessary that a formal document be completed and reviewed in order to keep control of Change Requests.
By doing so, you as a Project Manager, can control costs and time factors which can lead to scope creep and unnecessary cost/time overages on a project.
By using Change Control – you control PROJECT QUALITY

8. When is Change Control Created
A Change Control process must be created in order to be implemented and enforced by the Project Manager and is located in the Project Charter document.
During the creation of the Project Charter document, a
section of this document must be dedicated by the
Project Manager to publish how the project will identify,
evaluate, address, communicate and process Change
Control requests.
Change Controls can originate from:
Issues discovered in development or system testing
Issues discovered during UAT testing
Enhancement requests to known requirements
New Enhancement requests not addressed in requirements

9. When is Change Control Communicated
The overall Change Control process must be communicated effectively to the Project Team and the Stakeholders in order to be successful on any project. The communication process occurs:
During the Initialization Phase of a project, when reviewing
the Project Charter document by the Project Manager to
the Project Team members and Stakeholders
Stressing the importance of the:
Change Control Process (written in the Project Charter)
Maintaining and using the Change Control Log
Creating requests using the Change Control Form
Noting that Change Control procedures become effective
after a Project Plan is baselined. Before a Project Plan is
baselined changes can occur without needing a formal
Change Control Form created.

10. Change Control & the Project Baseline
Once a Project Plan is base-lined, it may only be changed when a Change Request is generated and approved through the “Perform Integrated Change Control Process.
It is extremely important to communicate this when reviewing the Project Charter with the Project Team and Stakeholders
Emphasis should be put on limiting the probability of:
Time variances affecting Scope Creep
Cost overages affecting Budget
Changing requirements affecting cost and time
Adding functionality that is not important or may not be used
The goal of Change Control is a commitment to Project Quality

11. The Change Control Process
Created by the Project Manager
Communicated during the Project Charter review
Agreed to by the Project Team and Stakeholders
Can be a formal process that is evaluated by a
Change Control Board/Team on larger projects or
the Project Manager alone for smaller projects
Change Control Board comprised of 3-5 members
Function to review Change Control Requests
Present to Stakeholders with Recommendations
Upon Stakeholder approval or disapproval take action
Same Process for Project Manager alone

12. The Change Control Form
Header info and company Logo goes here
The Change Control Form
Unique Change Control Number
Should Include Business Case or Reason
Notice time and cost estimate
Signatures must be:
Lead Developer or IT Lead
Project Manager
Stakeholder(s)

13. The Change Control Form
This form is used capture a Change Request and at a minimum must contain:
Date of request
Unique Change Control Number => x-ref to CC Log
Name of resource requesting the change
Name of resource assigned to change
Time and cost effort estimate
System effected
Present situation
Recommended change
Estimated delivery date
Signatures
Project Manager
Lead IT or Lead Developer
Stakeholder(s)

14. The Change Control Log Company, Project, and Product information
Change Authorization Levels
Priority Choices
Project Mgr, Customer, information
Company Logo
Unique Change Control Number matches Changes Control Request
Priority Level
Effects on Scope, Budget and Time
Approval
Information

15. The Change Control Log
A document used to store and monitor all Change Control Requests and will display:
Change Control Authorization Levels
A Unique Change Control Number (Used as an X-reference)
Request by
Request Date
Change Description
Priority Level (Options listed within the document)
Effects on Scope / Budget / Project Schedule
Decision (Update / Enhancement / Rejected)
Approval (Y /N / TBD)
Approved By
Date Approved
Added to Project date or Enhancement date

16. The Change Control Log The Change Control Log:
Updated by the Project Manager
Noted – who has authorization to Accept / Reject / Defer
Monitored by the Project Manager and the Project Team
Scheduled review meetings to determine Acceptance or
Rejection or move to an Enhancement after Project is
officially “Closed”
X-Referenced back to the Change Control Form
Used at Project Close to:
Review remaining /deferred Issues and Enhancements in order to list in Project Closure document and to address “After Project Go Live and Closure is concluded.
Enhancements prioritized and scheduled (possible cost to customer)

17. Change Control Acceptance/Rejection
Change Control Meetings
Scheduled to evaluate the estimations (Cost / Time / Effort / Delivery Date) in the Change Control form
The Project Change Control Board or Project Manager can accept a requested change if in the opinion of the CC Board or Project Manager the requested change Does Not affect Cost/Time of the project, however…..
If the change requested after evaluation Does affect Cost/Time of a project the Project Change Control Board or Project Manager MUST present the findings to the Stakeholder(s).
The authorized Stakeholders will be responsible to make the decision if the change is accepted / Rejected / or will be deferred after the project is completed as an Enhancement.

18. Change Control Affects on Quality
A formal Change Control Process ensures:
Issues and Enhancements are controlled
The Stakeholders are involved in the final decision process
Time / Cost effects on project schedule are evaluated and
communicated
Project Budget is controlled effectively
Lowers probability of “Scope Creep” and schedule “crashing”
Requirements do not change arbitrarily after the Project Plan
is Baselined
Only requirements that affect relative end-user functionality
are implemented
A Quality Project is delivered

19. Ensuring Change Control is Observed
To ensure the Change Control Process is Observed:
Emphasize process and forms during Project Charter Review
Review Change Control Forms submitted
Hold scheduled Change Control Review meetings
Communicate to all Project Team members new requests,
updates on current requests including any requests
Accepted, Rejected, or Deferred
Communicate to all Project Team members if a Change
Control Request is Accepted, how it will affect the Project
Plan and when it will be scheduled
Review Issues/Enhancements deferred until after Project Go
Live and Project Closure that are scheduled to complete

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