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How do you review and improve the change control process in waterfall?

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Change control is a vital aspect of waterfall project management, as it ensures that any changes to the scope, schedule, budget, or quality of the project are properly assessed, approved, and implemented. However, change control can also be a source of conflict, confusion, and delay if it is not well-defined, communicated, and monitored. In this article, you will learn how to review and improve the change control process in waterfall, using a four-step approach that covers the planning, execution, evaluation, and improvement stages.

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1 Plan the change control process

Before beginning a project, it’s important to plan how change requests will be handled, who will be involved, and what criteria and tools will be used. This should be documented in the project management plan, which should include the roles and responsibilities of the change control board (CCB), the project manager, stakeholders, and team members. It should also include the types and sources of change requests, how they will be submitted, logged, and tracked. Additionally, the procedures and standards for reviewing, analyzing, prioritizing, and approving or rejecting change requests should be outlined. Furthermore, the methods and formats for communicating change decisions and updating project baselines and documents should be specified. Finally, metrics and indicators for measuring the impact and performance of change control should be included.

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Amol Jadhav

Technical Project Manager @ Persistent Systems | Program and Project Management Specialist
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To define clear and realistic requirements in waterfall projects, you talk with the client and stakeholders to understand their needs. Then, you write down these requirements in detail.

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Justin Crisostomo

Helping people, teams, and organizations to be better today than they were yesterday.
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An explicit step here also needs to be setting expectations with the human beings involved in the project. Simply documenting a process and sending emails is not sufficient to achieve buy-in and adherence to that process. Have opportunities for all stakeholders to provide input and feedback. In this way you increase the support of the process during execution.

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2 Execute the change control process

During the project execution, it is important to follow the change control process you have planned and ensure everyone is aware of and adheres to it. This includes monitoring and controlling the project scope, schedule, budget, and quality, as well as receiving and recording any change requests from internal or external sources. Additionally, regular CCB meetings should be conducted to evaluate and decide on the change requests using agreed criteria and tools. The rationale and outcome of each change decision should be documented and communicated to relevant parties, then implemented and verified that they are correctly executed. Lastly, any change-related risks, issues, or lessons learned should be recorded and reported, with escalation if necessary.

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3 Evaluate the change control process

At the end of each project phase or milestone, it is important to evaluate how well the change control process is working and what benefits or challenges it is bringing to the project. To do this, you should collect and analyze data regarding the number, type, source, and status of change requests, as well as the effectiveness and efficiency of CCB meetings. Additionally, you should assess the satisfaction and feedback of stakeholders, team members, and customers regarding the change control process and its outcomes. Lastly, it is essential to consider the alignment and consistency of the change control process with project objectives, strategy, and standards.

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Corina A.

Software Engineer | Technical Project Manager | ENFP-A | Certified Scrum Master | Agile Professional | Entrepreneur & Leader | Passionate Lifelong Learner
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Reviewing and improving the change control process in Waterfall is no walk in the park. It's like trying to teach an old dog new tricks - you must be patient but persistent. First, you'll want to dig into the current process like a detective on a case - gather data, talk to stakeholders, and see where things are falling apart. Then, you can roll up your sleeves and start making changes that won't set the whole project ablaze. Keep everyone in the loop, and don't let anyone bark up the wrong tree. And remember, the key to a successful change control process is to stay vigilant, monitor progress, and adjust as needed.

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4 Improve the change control process

Based on the evaluation results, you should identify and implement any improvements or adjustments to the change control process, to make it more responsive, transparent, and value-adding. This could include reviewing and updating the change control plan and communicating any changes to the project team and stakeholders. Additionally, streamlining and simplifying the change request submission, review, and approval procedures can be beneficial, as well as using appropriate tools and templates to support them. Enhancing communication and collaboration among the CCB members, the project manager, the stakeholders, and the team members is also important when considering a change control process. Incorporating the lessons learned and best practices into your project management methodology can be shared with other project managers and teams.

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Justin Crisostomo

Helping people, teams, and organizations to be better today than they were yesterday.
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When implementing improvements it is important to focus on a set that is large enough to make a difference, but not so large that the impact of each improvement becomes impossible to discern. Having too large a set of changes runs the risk of conflicting impacts canceling each other out. In this way, frequent smaller sets of improvements are more desirable than larger improvement sets spaced further apart.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you review and improve the change control process in waterfall?

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1 Plan the change control process

2 Execute the change control process

3 Evaluate the change control process

4 Improve the change control process

5 Here’s what else to consider

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