When people want to change the scope, specification, or functionality of your project, what do you do? Do you roll over and say yes to everything, or do you assert yourself firmly by saying no to every request? Of course not. You need to make a rational decision each time. And the way we do that, in a way that is rigorous, accountable, and transparent is with the Change Control process. So, how does it work?
This video is safe for viewing in the workplace.
This is learning, so, sit back and enjoy
Project Change Control is a Process
It starts with requests for changes to the scope, functionality, or specification of your project’s products (or deliverables). The process will then:
- Capture the request formally
- Assess it rapidly
- Carry out a full evaluation
- Review the options and make a decision
- Implement the changes
- Track the project changes and learn from the process
Do note, by the way, that most formal documentation, like the APM Body of Knowledge, the PMI’s PMBOK Guide, and the PRINCE2 manual stop at my step 4. They don’t consider anything after the decision as a part of the change control process.
I disagree. There is no control if we fail to implement and review our work after implementation.
Six-step Change Control Process
Step 1: A Request for Change
The process starts when someone suggests or requests a change. This is known as a ‘change request’ or a ‘request for change (RfC)’.
Either way, your response is simple. Thank them for their request and ask them to document it. You’ll need a simple Change Request form – either paper or online – like the one in our Project Management Templates Kit. This is structured in three parts:
- Proposal
What is proposed and a reason for the request – either the benefits or the compelling driver - Review
– with the Implications of the request – your team will complete this at Step 3. - Decision
– with space for the decision-maker to formally record their endorsement (signature usually) and reasons.
Step 2: Change Control Rapid Assessment
Not all change control processes have this step. But it makes sense for the project manager to conduct a quick assessment of the change request. There are two things they can consider here.
1. Familiarity of the Change Request
Has this request (or a similar one) been made before?
- If this is new, then proceed.
- Otherwise, if this request is familiar, has a decision already been made? If so, refer the requester to the decision. You’ll probably not need to take further action.
- If this change request is still in process, consider whether this new one can be combined with it?
2. Scale of the Change Request
In some processes, the Project Manager has the discretion to resolve ‘minor’ change requests. This will depend on your authority – and often your seniority.
Ask: ‘Does the request have nil or de minimis impact on budget, schedule, resource requirements, or quality?’
If so, the project manager can make the decision with minimal formality.
Step 3: Change Request Evaluation
The bulk of your work comes at this step. Work with your project team to review the requested change and document the implications for:
- Project Timescales
- Project Budget
- Resource requirements
- Risk profile
- Other projects and organizational activities
This will allow you to complete the second part of the change request form. From this, you can present a balanced assessment to the decision-makers. In many ways, this is like a mini Business Case for the change, with:
- The benefits and reasons for the change set out by the proposer
- The costs, risks, and other implications set out by the project team
Step 4: Formal Review
Your project decision-makers need to assess the case you present. If you have done your job well, they will have the basis to decide whether to:
- Accept the request for change.
The case is compelling. The benefit outweighs the costs and risks involved - Reject the request for change.
The case is weak. The benefits do not outweigh the costs, or the delays, costs, or risks are too great.
You will need to record a formal decision and have your decision-makers endorse it in whatever way your organization requires – usually, a signature. You will also track the status on your Change Log.
Deferral
The only alternative to accepting or rejecting the request for change is to defer the decision.
There is only one acceptable reason for deferring a decision. And that is because there is insufficient information on which to base a robust decision. And if that’s the case, whose fault is that?
Yup… It’s yours.
It is your job to provide your decision-makers with the information and analysis they need. And if you’ve not done it, you need to answer their questions and turn around a revised evaluation rapidly. Delays to change control decisions can have a big cost to your project – both in budget and schedule.
Step 5: Change Implementation
Now it’s time for you and your project team to implement the decision. That should be straightforward. After all, you’ve completed the re-planning:
- scheduling
- budgeting
- resource planning
- risk mitigation
Now it’s just work!
Step 6: Track and Learn from Project Changes
As with all good project implementation, you need to monitor and control the implementation of the agreed changes.
And, when the changes are completed, it is wise to review both the process and the outcome of the decision. This is the way you will learn from the experience and improve both your process and its implementation.
Project Change Control Tools: Change Log
The other thing you’ll need in addition to a Change Request form is a Change Log. This is a simple document (or software tool) that captures each element of the process.
It provides a useful management tool for you, and an invaluable audit trail for the project. It’s an important part of your project governance.
We provide Change Request and Change Log templates as part of our Project Management Templates Kit.
Recommended Videos to Help with Scope Management and Change Control
Carefully curated video recommendations for you:
- What is Project Scope? | Video
- The Basics of Scope Management: How to Manage Scope | Video
- How to Prevent Scope Creep | Video
- What is Change Control? | Video
Recommended Articles to Help with Scope Management and Change Control
- Establish Project Scope: How to Master Your Toughest PM Challenge
- Scope Management Plan: Everything You Need to Know
- Project Change Control: What You Need to Know to Make it Effective
What Kit does a Project Manager Need?
I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own.
Check out the Kit a Project Manager needs
Note that the links are affiliated.
Learn Still More
For more great Project Management videos, please subscribe to the OnlinePMCourses YouTube channel.
If you want basic Management Courses – free training hosted on YouTube, with 2 new management lessons a week, check out our sister channel, Management Courses.
For more of our Project Management videos in themed collections, join our Free Academy of Project Management.
For more of our videos in themed collections, join our Free Academy of Project Management.
