change man plan

8/3/2019 Change Man Plan

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Your Organization Name

Your Project NameChange Management Plan

Prepared by: Your NameVersion: Your Version

Document #: Your Reference #Date: Release Date


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Project NameChange Management Plan

Document # Page i Version 1.0

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This document is released for the sole use of authorized clients and theirdelegates and may not be copied or reproduced for resale.

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Document # Page ii Version 1.0

Approval Signatures

Project Sponsor: Name Signature: _____________________Project Manager: Name Signature: _____________________Client Representative: Name Signature: _____________________Quality Assurance: Name Signature: _____________________Author: Name Signature: _____________________


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Document # Page iii Version 1.0

Revision History

Version # Release Notes Issue Date1.0 Initial Draft


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Document # Page iv Version 1.0

Table of Contents

1. INTRODUCTION ........................................................................................... 1

1.1. Purpose ........................................................................................................ 11.2. Audience ...................................................................................................... 1

2. CHANGE MANAGEMENT OVERVIEW ........................................................ 22.1. Change Management Approach ................................................................... 22.2. Change Management Cycle ......................................................................... 22.3. Sources of Change ....................................................................................... 32.4. Roles and Responsibilities ........................................................................... 3

3. CHANGE MANAGEMENT PROCEDURES .................................................. 43.1. Raise Change Request ................................................................................ 43.2. Asses Change Request ................................................................................ 43.3. Approve/Reject Change Request ................................................................. 4

3.4. Implement Change ....................................................................................... 43.5. Close Change Request ................................................................................ 5

4. SCOPE CHANGE MANAGEMENT .............................................................. 64.1. Scope Change Categories ........................................................................... 64.2. Scope Change Management Cycle .............................................................. 64.3. Scope Definition ........................................................................................... 74.4. Scope Stability .............................................................................................. 74.5. Scope Change Recognition .......................................................................... 74.6. Scope Change Control Procedures .............................................................. 74.7. Scope Verification ......................................................................................... 7

APPENDIX A CHANGE REQUEST .................................................................. 8

APPENDIX B CHANGE CONTROL LOG ......................................................... 9


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1. INTRODUCTION

1.1. Purpose

The purpose of this Change Management Plan is to set out the methods

and procedures to handle all changes affecting this projects:

Resources, costs, and timing as set out in the Project Plan Deliverable, product and process Quality

1.2. Audience

This Change Management Plan is intended for the Project Board, keystakeholders, and the core project team.

Author Instructions

Text in italics, such as this paragraph, contains instructions andinformation that is intended to give you guidance on what to insert ascontent. It is not meant to be part of the content itself. Delete theitalicized lines before submitting the deliverable as final. Non-italicizedtext may be used verbatim at your discretion.

The deliverable author is to complete each section with the requiredinformation, as instructed in the italicized text.


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2. CHANGE MANAGEMENT OVERVIEWThe following sub-sections contain boilerplate text. Use it as is, or modify it to suityour project situation.

2.1. Change Management ApproachThis Change Management Plan employs an industry standard cyclicalapproach to:

Ensure standardized methods, processes and procedures are usedfor all project changes

Facilitate efficient and prompt handling of all changes

Maintain a proper balance between the benefits of change and thedetrimental impact of change on the Project Plan.

2.2. Change Management Cycle

The Change Management Cycle is comprised of the following events:

Raise and record Change Request (CR)

Assess impact and value of change Present assessment results and obtain approval

Implement change and re-baseline plan Close CR

The following diagram represents the flow of change management events.


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2.3. Sources of Change

All project changes must enter the Change Management cycle in theformat of a Change Request. Legitimate changes to the product/projectmay stem from:

Responses to problems internal to the project Externally imposed requirements Change in business requirements or strategy

Proactive changes to improve performance or benefit

2.4. Roles and Responsibilities

The following list outlines the key responsibilities of personnel involved inthe Change Management process:

Project Manager - assigned full responsibility for facilitating orexecuting the change management process to officially providenew requirements, scope, schedule and resources

Project Sponsor responsible for reviewing, authorizing andfunding changes

Project Coordinator assists with estimating and schedulingchange against existing baseline

Configuration Manager/Change Manager accept, log and trackCRs

Change Advisory Board comprised of Sponsor, Technical andUser representatives, responsible for accepting or rejecting CRimplementation


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3. CHANGE MANAGEMENT PROCEDURESThe following sub-sections contain boilerplate text. Use it as is, or modify it to suityour project situation.

3.1. Raise Change RequestThe change initiator communicates the details of the change to any projectauthority, such as the Project Manager, Project Sponsor, or any othermember of the Change Advisory Board or Project Board. This constitutesthe initial informal change communication. At this point, the projectauthority may direct the initiator to prepare a Change Request, or that dutymay be delegated to the Project Manager or Change Manager (if oneexists for the project).

Once the details of the change have been recorded on a Change Requestform, it is submitted to the Configuration Manager or Change Manager to

log into the Change Log.

3.2. Asses Change Request

The Change Request is escalated to the project core team for evaluation.A high level assessment is first performed by the Project Manager todetermine if the CR is of sufficient magnitude to require independentfunding for detailed assessment. If so, the Project Manager requestsadditional funding to carry out the extra assessment tasks.

The CR is assessed for its impact on the project plan (resources, costsand schedule) by the Project Manager and Project Coordinator. Aseparate timeline is built for later incorporation into the master plan, if andwhen the CR is approved. The Project Manager completes a briefBusiness Case with the assistance of the Project Board members(technical and user representatives).

3.3. Approve/Reject Change Request

The results of the CR assessment are presented to the Change AdvisoryBoard and/or the Project Board. Based on the value judgement passedon the CR, it is accepted or rejected. If accepted, sign-off represents anew agreement on the updated Project Plan. The new timeline, Scope,

costs and schedule are baselined.

3.4. Implement Change

The new work required by the change is undertaken and completedaccording to the new Project Plan. Success criteria or testing for thechange are applied to the CR work. Completion is assessed at theappropriate milestone.


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3.5. Close Change Request

Following successful implementation and testing of the CR work, theConfiguration Manager makes a closing entry in the Change ManagementLog.


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4. SCOPE CHANGE MANAGEMENT

4.1. Scope Change Categories

Changes in Scope fall under two broad categories:

Product Scope Change Project Scope Change

Changes in Product Scope are drawn from the sources identified insection 2.3 and follow the specified Change Request path through ChangeManagement. Such changes also affect Project Scope, but are typicallyvalue-added and usually result in an increasein scope.

Changes in Project Scope are drawn from problems, issues, or executivedecisions involving key project dimensions, specifically time, cost, and/or

quality. Such changes usually result in a decreasein Scope toaccommodate changes in the projects duration, budget, or qualitydemands.

4.2. Scope Change Management Cycle

Document how your organization implements changes in Scope throughthe Change Management Cycle. The following text is an example of howthe Change Management Cycle is applied in a straightforward project.

The Change Management Cycle is applied as follows:

Changes in Product Scope, typically through Change Requests foradditional functionality or performance, are handled through thedocumented Change Management Cycle.

Changes in Project Scope are handled similarly by the ChangeManagement Cycle but include an additional Risk Assessmentstep.

Project Scope changes can effectively be handled in the same way asProduct Scope changes, but organizations which recognize there will befrequent and ongoing Scope changes (often when there are shiftingrequirements or other sources of project risk) should document a specificprocess for Scope evolution.

You may choose to document the Scope evolution process in a separateScope Management Plan, depending on how formalized the process is.The Project Management Institute (PMI) recommends a plan with thecomponents described in the next sub-sections.


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4.3. Scope Definition

Provide a reference to the Scope document and/or provide a summary ofthe key points.

4.4. Scope Stability

Provide a brief narrative assessment of the stability of the project scope,including how likely it is to change, how frequently and by how much.

4.5. Scope Change Recognition

Describe how new conditions and situations which require scope changeswill be formally identified and communicated to the Project Board. Alsodocument how the Scope Changes will be categorized, such asMajor/Critical, Minor/Non-Critical, etc.

4.6. Scope Change Control Procedures

Provide a brief descriptive narrative or point form summary of howchanges in project scope will be handled. This includes how the changemanagement is integrated into the overall change control system; that is,how it is identified, categorized, analyzed, communicated to thestakeholders, accepted, and implemented. It also requires proceduresspecifying how the project deliverables, including the Scope Definition, willbe updated.

4.7. Scope Verification

Document how the scope changes will be formally accepted by projectstakeholders. Usually it involves a formal review, discussion, and sign-off

by the Project Board.


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APPENDIX A CHANGE REQUEST

Change Request Form

CHANGE IDENTIFICATION SECTION Name or Project/Program

Change Control # Date:

Short Title: Affected System(s):

Requested by: Supporting Materials Attached (yes/no)

Type of request (P, A, D, T): P=Plan/Sched Chg, A=Architecture Chg, D=Design Chg, T=Tech Chg

Description of Change Request:

Reason for Change:

EVALUATION SECTION

Identify requirements, & products/deliverables changes:

Identify plan changes:

Estimate of effort (hrs) :

Total Hours:

Description of risks:Risks associated with making and not making changes to system, project, and business:

Recommendation:

Evaluated by: Date:

DECISION APPROVAL SECTION

Cancel __ Postpone __Reconsider on:

____________

Integrate into Project __

Decision Approval Signatures:

Sponsor: Technical/User Rep: Project Mgr:


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APPENDIX B CHANGE CONTROL LOG

CHANGE MANAGEMENT LOGYOUR PROJECT NAME

No Issuedate Requestor Title ofrequest Impact and Deliverables affected Resp.Person ComplDate Status

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