Project Change
Management
10-Dec-08
What is Project
Change Management?
Project change management encompasses all of the processes
necessary to determine where you are at compared to where you
planned to be and the activities required to get back on track if those
are not aligned
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Why is Project Change
Management Important?
• Projects seldom run exactly according to plan. Project deliverables
must be maintained by carefully and continuously managing
changes, either by rejecting changes or by approving changes so
those approved changes are incorporated into a revised baseline
• Enables the project team to identify potential problems in a timely
manner and take corrective action, when necessary, to control the
execution of the project
• Ensures the project team and stakeholders have an accurate
understanding of what has been completed in the project to-date
and what will be delivered in total
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Actual vs Planned
Determining where you are vs. where you planned to be:
Requires project details be documented and approved
• Documented scope, cost, time, quality, people, other (eg. Charter)
• Documented details of product / service functionality (eg. Requirements
Document)
 Requires processes and tools to assess performance to
determine whether any corrective or preventative actions are
indicated, and then recommending those actions as necessary
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Scope and requirements verification throughout the project
Budget tracking and forecasting
Task duration tracking
Overall project timeline tracking & verification
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Getting Back on Track
How can we get on track again?
– Identify that a change needs to occur or has occurred
– Document the complete impact of requested changes
– Follow approved processes for documenting and approving requested
changes
– Maintain the integrity of baselines by releasing only approved changes for
incorporation into project products or services, and maintaining their related
configuration and planning documentation
– Control and update the scope, cost, budget, schedule and quality
requirements based upon approved changes, by coordinating changes
across the entire project
– Influence the factors that circumvent integrated change control so that only
approved changes are implemented
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Definitions
Project Change Management - a general term describing the procedures
used to ensure that changes are introduced in a controlled and
coordinated manner.
Change Request – Requests to expand or reduce the project scope,
modify policies, processes, plans or procedures, modify costs or budgets,
or revise schedules.
Change Order – Used in some companies to identify approved change
requests (change request when the request is made and change order
once it has been approved)
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The PMBOK
• “Project Management Body of Knowledge”
– sum of knowledge within the profession of project
management
– used to document and standardize generally accepted
project management information and practices
• produced by the Project Management Institute
• revised and reprinted every 4 years – fourth edition is
expected to be released shortly
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PM Knowledge Areas
& Process Groups
PM Process
Groups /
Knowledge Area
Processes
Initiating Process
Group
Planning Process Group
Executing Process
Group
Monitoring & Controlling
Process Group
Closing
Process
Group
Project
Management
Integration
Develop Project Charter
Develop Prelim Project
Scope Statement
Develop Project Management
Plan
Direct and Manage
Project Execution
Monitor and Control Project
Work
Integrated Change Control
Close Project
Project Scope
Management
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
Project Time
Management
Activity Definition & Sequencing
Resource Estimating
Duration Estimating
Schedule Development
Schedule Control
Project Cost
Management
Cost Estimating
Cost Budgeting
Cost Control
Project Quality
Management
Quality Planning
Perform Quality Assurance
Perform Quality Control
Project HR
Management
Human Resources Planning
Acquire Project Team
Develop Project Team
Manage Project Team
Project
Communications
Management
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
Project Risk
Management
Risk Management Planning
Risk Identification
Qualitative / Quantitative Risk
Analysis
Risk Response Planning
Project
Procurement
Management
Plan Purchases and Acquisitions
Plan Contracting
Risk Monitoring and Control
Request Seller Responses
Select Sellers
Contract Administration
Contract
Closure
Process Inputs,
Tools & Techniques & Outputs
Process / Inputs
Tools & Techniques
Outputs
Scope Verification
Process of obtaining stakeholder’s formal
acceptance of the completed project scope &
deliverables
•
Project scope statement
•
WBS dictionary
•
Project scope mgmt plan
•
Deliverables
•
Inspection
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Accepted deliverables
Requested changes
Recommended corrective actions
Scope Control
Concerned with influencing the factors that create
project scope changes & controlling the impact of
those changes
•
Project scope statement
•
WBS dictionary
•
Project scope mgmt plan
•
Performance reports
•
Approved change requests
•
Work performance information
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Change control system
Variance analysis
Re-planning
Configuration mgmt system
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Project scope statement updates
WBS & WBS dictionary updates
Scope baseline updates
Requested changes
Recommended corrective action
Organizational process assets updates
Project mgmt plan updates
Schedule Control
Concerned with determining current status of
schedule, influencing factors that create changes,
determining if it has been changed, managing
actual changes
•
Schedule mgmt plan
•
Schedule baseline
•
Performance reports
•
Approved change requests
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Progress reporting
Schedule change control system
Performance measurement
Project management software
Variance analysis
Schedule comparison bar charts
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Schedule model data updates
Schedule baseline updates
Performance measures
Requested changes
Recommended corrective actions
Organization process assets updates
Activity list updates
Activity attributes updates
Project mgmt plan updates
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Process Inputs,
Tools & Techniques & Outputs
Process / Inputs
Tools & Techniques
Outputs
Cost Control
Concerned with determining current status of
costs, influencing factors that create changes,
determining if it has been changed, managing
actual changes
•
Cost baseline
•
Project funding requirements
•
Performance reports
•
Work performance information
•
Approved change requests
•
Project Mgmt Plan
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Cost control system
Performance measurement analysis
Forecasting
Project performance reviews
Project management software
Variance mgmt
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Cost estimate updates
Cost baseline updates
Performance measurements
Forecasted completion
Requested changes
Recommended corrective actions
Organizational process assets updates
Project mgmt plan updates
Perform Quality Control
Involved monitoring specific project results to
determine whether they comply with quality
standards & identifying ways to eliminate causes
of unsatisfactory results
•
Quality Mgmt Plan
•
Quality Metrics
•
Quality Checklists
•
Organizational process assets
•
Work performance information
•
Approved change requests
•
Deliverables
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Cause and effect diagram
Control charts
Flowcharting
Histogram
Pareto charts
Run charts
Scatter diagram
Statistical sampling
Inspections
Defect repair review
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Quality control measurements
Validated defect repair
Quality baseline updates
Recommended corrective actions
Recommended preventative actions
Requested changes
Recommended defect repair
Organizational process assets updates
Validated deliverables
Project mgmt plan updates
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In conclusion . . .
. . . follow process and progress will follow.
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Questions?
Contact us at
deliver.it@ucalgary.ca or 210-8792
Visit our web-site at
www.ucalgary.ca/deliver.it
Thank you
for coming!
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The end.
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