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How can you use technology to improve change control?

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Change control is a vital process in quality management that ensures any changes to a project or product are properly planned, approved, implemented, and evaluated. However, change control can also be challenging, time-consuming, and error-prone, especially when dealing with complex or large-scale projects. Technology can help you improve change control by automating, integrating, and enhancing some of the key aspects of the process. Here are some ways you can use technology to improve change control.

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1 Define change criteria

One of the first steps in change control is to define the criteria for identifying, evaluating, and approving changes. Technology can help you establish clear and consistent change criteria by using tools such as templates, checklists, forms, and workflows. These tools can help you standardize the change request process, ensure all the relevant information is captured and documented, and streamline the approval process. For example, you can use a template to create a change request form that includes the change description, rationale, impact, priority, and cost. You can then use a workflow tool to assign tasks, roles, and deadlines for reviewing and approving the change request.

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Rhonda DePriest MBA

Fractional Executive Leader ? Senior Consultant | Six Sigma Certified ? Multisite Management ? High Value Transformation | NCHUB Certified | WOSB Certified
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Leveraging technology can significantly enhance change control processes. You could implement a change management software that allows for streamlined communication, documentation, and tracking of changes which can access real-time updates and can reduce the risk of human error.

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2 Track and monitor changes

Another important step in change control is to track and monitor the changes that are implemented and their effects on the project or product. Technology can help you track and monitor changes by using tools such as databases, dashboards, and reports. These tools can help you store and organize the change data, visualize and analyze the change status and performance, and communicate and share the change results. For example, you can use a database to store the change history, details, and documents. You can then use a dashboard to display the key indicators and metrics of the change progress and outcomes. You can also use a report tool to generate and distribute summaries and feedback of the change impact and lessons learned.

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Althaf Rahman

QA Specialist | QHSE | Operational Risk Management | Aviation Into Plane Operations | Certified Lead Auditor 9001 & 45001 IRCA | Fuel Depot Operations. Driving Compliance, Safety and Efficiency in Oil & Gas Operations.
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Agree. Also use version control systems for code and configuration changes. This ensures that you can track changes, revert to previous versions if necessary, and maintain an audit trail of who made changes and when.

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Titti Jacobson

Experienced Quality Engineer at Volvo Group
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FMEA (Failure Mode Analysis) is a good tool to investigate measurement and variation within the 6-sigma methodology. FMEA is a way of looking at the effect of variation.

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3 Collaborate and communicate

A third essential step in change control is to collaborate and communicate with the stakeholders involved in the change process. Technology can help you collaborate and communicate by using tools such as platforms, apps, and channels. These tools can help you create and maintain a common workspace, exchange and update information, and engage and consult with the stakeholders. For example, you can use a platform to create a change control board that includes the project team, sponsors, customers, and suppliers. You can then use an app to send and receive notifications, messages, and comments about the change status and issues. You can also use a channel to host and participate in meetings, webinars, and surveys about the change feedback and evaluation.

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4 Learn and improve

A final crucial step in change control is to learn and improve from the change experience and outcomes. Technology can help you learn and improve by using tools such as systems, models, and algorithms. These tools can help you collect and process the change data, identify and resolve the change problems, and optimize and enhance the change process. For example, you can use a system to capture and store the change feedback and lessons learned. You can then use a model to analyze and diagnose the root causes and effects of the change issues. You can also use an algorithm to recommend and implement the best practices and solutions for the change improvement.

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Ugochukwu E.

Chartered Engineer l STEM Ambassador l Systems Engineering Professional l Charity Board Trustee
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Before learn and improve, a clear validation that change criteria has been achieved needs to be presented for acceptance by the appropriate authority. Compliance will be determined in the comparison to the obtained to the expected outcome.

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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 can you use technology to improve change control?

1

2

3

4

5

1 Define change criteria

2 Track and monitor changes

3 Collaborate and communicate

4 Learn and improve

5 Here’s what else to consider

Quality Management

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How can you use technology to improve change control?

1

2

3

4

5

1 Define change criteria

2 Track and monitor changes

3 Collaborate and communicate

4 Learn and improve

5 Here’s what else to consider

Quality Management

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