WIXLIB

Change Management ProcessFor [Project Name]

iProject Change Management Process1 IntroductionThe Project Change Management Process is followed during the Execution phase of theProject Management Life Cycle, once the project has been formally defined and planned.1.1What is a Change Management Process?A Change Management Process is a method by which changes to the project (e.g. to thescope, deliverables, timescales or resources) are formally defined, evaluated and approvedprior to implementation. The process entails completing a variety of control procedures toensure that, if implemented, the change will cause minimal impact to the objectives of theproject.A Change Management Process is used to ensure that every change identified is lemented1.2When to use a Change Management ProcessAny change to the project during the Execution phase will need to be formally managed aspart of the Change Management Process. Without a formal Change Management Process inplace, the objective of delivering a solution within ‘time, cost and quality’ may becompromised. The Change Management Process is terminated only when the Execution phase of theproject is completed (i.e. just prior to Project Closure).1.3InstructionsNot all sections in this document will apply due to the uniqueness of each project.If aparticular section is not applicable; enter NA (Not Applicable) to indicate that you have atleast considered this section.Under Contact Information, the Sponsor, Authorized By, and Contact can be the same ordifferent individuals.All tables and boxes are expandable. Add rows when it is necessary to include additionalinformation.Definitions of project management and technology terms are presented in the On-lineProject Management Glossary (www.technology.wv.gov).Project Change Management Process Template, version 1.0 (03.16.12)i

iiProject Change Management Process1.4Contact InformationDate Submitted:Click here to enter adate.Prepared By:Click here to enter text.Sponsor:Click here to enter text.Sponsoring Entity:Click here to enter text.Authorized By**:Click here to enter text.Contact:Click here to enter text.Contact Phone No.:Click here to enter text.Contact Email:Click here to enter text.PAS number:Click here to enter text.1.5Document HistoryVersionIssue Date[1.0][Date]1.6Changes[Section, Page(s) and Text Revised]Submit Questions and Acceptance documents to:wvot.epmo@wv.govProject Change Management Process Template, version 1.0 (03.16.12)ii

iiiProject Change Management ProcessTable of Contents1INTRODUCTION.I1.11.21.31.41.51.62CHANGE MANAGEMENT PROCESS . 12.12.22.32.42.53WHAT IS A CHANGE MANAGEMENT PROCESS? . IWHEN TO USE A CHANGE MANAGEMENT PROCESS . IINSTRUCTIONS . ICONTACT INFORMATION . IIDOCUMENT HISTORY . IISUBMIT QUESTIONS AND ACCEPTANCE DOCUMENTS TO: . IIOVERVIEW . 1IDENTIFY AND SUBMIT CHANGE REQUEST . 3REVIEW CHANGE REQUEST . 3APPROVE CHANGE REQUEST . 3IMPLEMENT AND CLOSE CHANGE REQUEST . 4CHANGE MANAGEMENT ROLES . 4THE FOLLOWING WILL PLAY A ROLE IN THE REQUEST, REVIEW, TRACKING AND APPROVAL OF ACHANGE REQUEST: . 43.13.23.33.44CHANGE REQUESTER . 4PROJECT MANAGER . 4CHANGE CONTROL BOARD . 4CHANGE PROJECT TEAM/PROJECT MANAGER. 5CHANGE MANAGEMENT DOCUMENTS . 54.14.2CHANGE REQUEST FORM . 5CHANGE LOG . 5Project Change Management Process Template, version 1.0 (03.16.12)iii

1Project Change Management Process2 Change Management Process2.1OverviewThe Change Management Process is undertaken to ensure that each change introduced tothe project environment is appropriately defined, evaluated and approved prior toimplementation.Change Management will be introduced to this project through the implementation of five keyprocesses:The submission and receipt of change requestsThe review and logging of change requestsThe determination of the feasibility of change requestsThe approval of change requestsThe implementation and closure of change requests. The following diagram describes the roles, processes and procedures to be undertaken toinitiate, implement and review the effects of changes within the project.Project Change Management Process Template, version 1.0 (03.16.12)1

2Project Change Management ProcessChangeOriginator2.1 Project Change Management Process2.2 Identifyand SubmitChangeRequestThe need for aChange isIdentifiedChangeRequest FormSubmittedProject Manager2.3 ReviewChangeRequestReview ChangeRequest FormIs a the ChangeRequest Feasible?NoYesSubmit ChangeRequestDocumentationto CCBChange ControlBoard (CCB)/Project SponsorTrack status ofChange Requestin the Change Log2.4 ApproveChangeRequestReview ChangeDocumentationNoApprove Change?Project Team/ProjectManagerYes2.5Implementand CloseChangeRequestChange isScheduled andPerformedChangeReviewed forCompletion andClosedProject Change Management Process Template, version 1.0 (03.16.12)Requester isnotified that theChange has beencompleted2

3Project Change Management Process2.2Identify and Submit Change RequestThis process provides the ability for any member of the project team to submit a request fora change to the project. The Change Requester:Identifies a requirement for change to any aspect of the project (e.g. scope,deliverables, timescales and organization)Completes a Change Request Form (CRF) and distributes the form to the ProjectManager. The CRF summarizes the change: y supporting documentationApprovalsReview Change RequestThe Project Manager reviews the CRF and determines whether or not additional informationis required for the Change Control Board to assess the full impact of the change to theproject time, scope and cost. The decision will be based on factors, such as:Number of change options presentedFeasibility and benefits of the changeComplexity and/or difficulty of the change options requestedScale of the change solutions proposed.The Project Manager will record the CRF details in the Change Log to track the status of thechange request.2.4Approve Change RequestThe Project Manager will forward the Change Request From and any supportingdocumentation to the Change Control Board (CCB) for review and final approval. The CCBwill determine the feasibility of this change by examining factors, such as:Risk to the project in implementing the changeRisk to the project in NOT implementing the changeImpact on the project in implementing the change (time, resources, finance, quality).After a formal review, the CCB may:Reject the changeRequest more information related to the changeApprove the change as requestedApprove the change subject to specified conditions.Project Change Management Process Template, version 1.0 (03.16.12) 3

4Project Change Management Process2.5Implement and Close Change RequestIf the change is approved, the following will occur:An implementation date of the change will be identifiedA test of the change will be scheduled and performedThe change will be implementedThe implementation of the change will be reviewed and deemed successful orcorrective actions takenThe success of the change implementation will be communicated to all partiesThe change request will be closed on the Change Log3 Change Management RolesThe following will play a role in the request, review, tracking and approval of a changerequest:3.1Change RequesterThe Change Requester initially recognizes a need for change to the project and formallycommunicates this requirement to the Project Manager. The Change Requester isresponsible for:Identifying the requirement to make a change to the projectDocumenting the requirement by completing a CRFSubmitting the CRF to the Project Manager for review. 3.2Project ManagerThe Project Manager receives, logs, monitors and controls the progress of all changes withina project. The Project Manager is responsible for:Receiving all CRFs and logging them in the Change LogCategorizing and prioritizing all CRFsReviewing all CRFs to determine whether additional information is requiredForwarding the CRF to the Change Control Board for approvalEscalating all CRF issues and risks to the Change Control BoardReporting and communicating all decisions made by the Change Control BoardClose the Change Request and update the Change Log when completed \3.3Change Control BoardThe Change Control Board (CCB) is the Steering Committee or other authorized body who isthe principle authority for all CRFs forwarded by the Project Manager. The Change ControlBoard Group is responsible for:Reviewing all CRFs forwarded by the Project ManagerConsidering all supporting documentationApproving / rejecting each CRF based on its relevant meritsResolving change conflict (where 2 or more changes overlap)Identifying the implementation timetable (for approved changes)Project Change Management Process Template, version 1.0 (03.16.12)4

5Project Change Management Process 3.4Project Team/Project ManagerThe Project Team and Project Manager schedules and implements all changes. This groupis responsible for:Scheduling all changes (within the parameters provided by the Change Control Board)Testing all changes, prior to implementationImplementing all changes within the projectReviewing the success of a change, following implementation4 Change Management DocumentsThe following documentation is used to monitor and/or control changes to the project:4.1Change Request FormThe ‘Change Request Form’ is used to identify and describe a proposed change to theproject.4.2Change LogThe ‘Change Log’ is the log where all requests for changes are registered and trackedthrough to resolution.Project Change Management Process Template, version 1.0 (03.16.12)5

Project Change Management Process Project Change Management Process Template, version 1.0 (03.16.12) 2 2 2.1 Project Change Management Process The need f or a Change is Ident if ied Change Request Form Submit t ed Review Change Request Form 2.2 Ident if y and Submit Change Request 2.3 Review Change Request P r o j e c t M a n a g e r Review Change