module 9 session 9.2 visual 1 module 9 designing control and reporting systems (time, cost,...
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Module 9 Session 9.2 Visual 1
Module 9
Designing Control and Reporting Systems(Time, Cost, Resources and Scope (Performance and Quality))
Session 9.2 Managing Changes in Scope (Change Control) and Changes in Design (Configuration Management)
Module 9 Session 9.2 Visual 2
Scope
Scope = list of deliverables and components (products) the project will deliver
Project objectives determine its scope
Specifications = detailed and specific descriptions of deliverables and components in detail
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Scope Scope is presented in various documents:
Work Breakdown Structure (WBS) Statement of Work (SOW) Bid documents Working drawings Contracts and terms of reference
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Scope and WBS
The WBS is a key tool for defining scope All project deliverables and components
(products) must be on the WBS
Components not on the WBS are outside the scope of project
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Scope Change is Inevitable
Environmental and technical factors make change inevitable
Client requests lead to change (Client unable to fully define scope before implementation)
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Two Types of Changes
Changes in Scope = additions or subtractions to deliverables (Change Control)
Changes in design of deliverables = Changes in specifications (Configuration Management)
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Configuration Management
Configuration = Parts of product and how they fit together
Configuration = “The arrangement of the parts or elements of something.” (American Heritage Dictionary)
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Overlapping Systems
Change Configuration
Control Management
System System
Changes in scopeof project
Changes in specificationsof product
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Comparison of Two Systems
Changes in scopeof project
Changes in specificationsof product
BOTH
No change in scope
No change in specs
Addinga new
component
Changinga
type of motor
Doublingan
end item(2 cranes
instead of 1)
Change Control Configuration Management
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PMI PMBOK® Guide 4.3.2.2, Page 45 (Sometimes) “configuration management is a
subset of the change control system and is used to ensure that the description (specifications) of the project product is correct and complete.”
Rest of session considers both together
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Change Control and Configuration Management
Consider impact of proposed changes on project rectangle
Document change requests and approvals Integrate approved changes into revised
baseline plan Communicate changes to project personnel Act upon changes in a coordinated manner
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Change Control and Configuration Management (continued)
Needed to keep project in control Key responsibility of project manager Requires documentation and management of
baseline plan Requires systematic process for changing the
baseline plan
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Changes may be big or small changes Changes may involve legal contracts or
informal agreements Large projects should have a formal
(documented) process Process must be systematic
Change Control and Configuration Management (continued)
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Criteria for Effective Change Control Process
Well-written baseline plan Clear specifications and well-defined
deliverables WBS, Quality standards Budget, CPM plan
Work authorization process
Change control system: A way to make, document, consider, and act on changes in scope
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Criteria for Effective Change Control Process (continued)
Describe process in writing and make available to team
Define authority and responsibility Who has authority? What can be approved? Whole team must understand and accept
Review change requests against written criteria
Examine alternatives
Document the whole process and trace the effects of the change
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•1. Form to Propose ChangeDate__________
WBS Element ______________#
Work Package ______________#
Activity ___________________#
Proposed by____________Dept.____
Proposed Change: ________________________________________________________________
Impact on Other Parts of Project:___________________________________________________
Effect on: Time Cost Performance Resources
Reason for Change:______________________________________________________________
Benefit of Change:_______________________________________________________________
______________________________________________________________________________
Sign Off: Accounting:_______________________________ Date:___________ Management :____________________________ Date:___________ Personnel :_______________________________ Date:___________ Operations:_____________________________ Date:___________
Approved by:______________________________ (Project Manager), Date:__________
Sample Change Request Form
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Change Control Process: Steps 1 and 2
1. Propose the change
2. Review proposed change Why is change proposed? What effect will change have on project
“rectangle”? What interactions might result? What alternatives are possible?
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Change Control Process: Steps 3, 4, and 5
3. Approve or reject change
4. Formalize change in baseline plan
5. Communicate change to all involved Issue change order Publicize change order
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Change Control Board
May be formal or informal Typical participants
Project manager Members of project team (technical experts) Functional managers Top management The client
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Change Integration
All approved changes must be integrated into the baseline plan
Issue a new document number for revised baseline plan
Use revised baseline plan for future planning
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Summary
Scope Management is critical! Documented process is a must!
Baseline plan Work approval process Change management system
All approved changes in scope must be documented, integrated into baseline plan, and communicated