1. M ONITOR & C ONTROL Focus is on Integrated Change Control 1

2. O BJECTIVES Identify the purpose of integrated change control Understand inputs, tools and techniques, and outputs of integrated change control 2

3. W HERE A RE W E ? InitiationPlanningExecutionClosing 3

4. Q UESTIONS TO A SK DURING THIS PHASE OF THE PROJECT ? How is the project progressing against Objectives? Milestones? Schedule? Budget? 4

5. T HINGS YOU WILL DO Measure against the baseline Determine Variances and return to schedule. Meet Objectives. Respond to threats and opportunities. User the change control procedures you have identified. Leverage tools and techniques such as Earned Value Control procurement. Configuration Management Integrated Change Control 5

6. P ROCESS The next two slides describe the PMBOK 4 th Edition Processes that occur during this phase of the game. 6

7. M ONITORING & C ONTROLLING P ROCESSES Monitor & Control Project Work Verify Scope Integration Scope Cost Control Schedule Time Perform Integrated Change Control Control ScopeControl Cost Quality Perform Quality Control 1 of 2 7

8. M ONITORING & C ONTROLLING P ROCESSES ( CONTD.) Report Performance Monitor & Control Risks Communications Risk Administer Procurements Procurement 2 of 2 8

9. W HAT IS C HANGE C ONTROL ? Integrated Change Control deals with coordinating and managing changes across the entire project. Identifying, documenting, approving or rejecting, and controlling changes to the project baseline. (PMBOK) 9

10. W HY C HANGE C ONTROL ? Change is inevitable on any project Managing change well will ensure success Documentation is key: Example: If scope change was not documented then “it was NOT REQUESTED”. 10

11. C HANGE C ONTROL A change control system is a collection of formal, documented procedures that defines how project performance will be monitored and evaluated, and includes steps by which official project documents may be changed. It includes: Documentation Tracking systems (PMIS) Processes Approval levels necessary for authorizing changes 11

12. C HANGE C ONTROL B OARD A formally constituted group of stakeholders responsible for reviewing, evaluating, approving, delaying, or rejecting changes to a project, with all decisions and recommendations being recorded. PMBOK 4 th Edition p. 428 12

13. C HANGE R EQUEST : I SSUES TO THINK ABOUT In what format was it sent? Oral/Written How was it requested? Direct/Indirect Where was it initiated? Internal/External Contracts require formality Legal 13

14. C HANGE C ONTROL P ROCESS Request Submitted Change Analysis PM Change Control Board Decision Approved Not Approved Communicate Status 14

15. O UTCOME No Change: No impact on the schedule or budget Minor Change: Altered schedule; Additional time and resources needed Major change: Redefining the scope of the project Multiple release versions, prioritizing deliverables across release dates Changing baseline 15 Communicate Status

16. SUMMARY: C HANGE C ONTROL SYSTEM A collection of formal documented procedures that define how project deliverables and documentation will be controlled, changed and approved. In most applications areas, CCS is a subset of the configuration management system (CMS). PMBOK 4 th Edition p. 428 16

17. SUMMARY: C ONFIGURATION M ANAGEMENT Used to ensure the description of the project’s product is correct and complete by applying technical and administrative direction and surveillance to: The functional and physical characteristics of an item or system Control any changes to such characteristics Record and report the change and its implementation status Audit the items and system to verify conformance to requirements 17

18. SUMMARY: C ONFIGURATION M ANAGEMENT S YSTEM (CMS) Collection of formal documented procedures used to apply technical and administrative direction and surveillance to: identify and document the functional and physical characteristics of a product, result, service, or component; control any changes to such characteristics; record and report each change and its implementation status; and support the audit of products, results, or components to verify conformance to requirements. It includes the documentation, tracking systems, and defined approval levels necessary for authorizing and controlling changes. PMBOK 4 th Edition p. 428 18

19. W ORKSHOP Comment on the change control request in your organization. Identify the size of your project under discussion. What works? What does not work? Recommendations for improvements? 19