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How do you use a change request form to coordinate project changes?

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Project change and control tools and techniques are essential for project coordination, as they help you manage the inevitable changes that occur during the project lifecycle. In this article, you will learn how to use a change request form to document, evaluate, and approve project changes, and how to apply other tools and techniques to control the impact of change on your project.

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Laz Sanchez

International Rural Broadband Expansion

1 What is a change request form?

A change request form is a document that captures the details of a proposed change to the project scope, schedule, budget, quality, or any other aspect that affects the project objectives. It typically includes information such as the change description, the reason for the change, the expected benefits and risks, the impact analysis, the cost and time estimates, and the approval status. A change request form helps you communicate the change to the project stakeholders, and provides a basis for decision making and tracking.

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Laz Sanchez

International Rural Broadband Expansion
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Requester Information: Name, job title, department, contact details. Change Description: Description of the change requested. Justification: Reason for the change request. Impact Analysis: Potential impacts of the change on the org., systems, processes. Benefits: Expected benefits of the change. Timeline: Proposed timeline for the change. Stakeholders: Who will be affected by the change. Risks: Identification of potential risks associated with the change. Rollback Procedures: (example) If any issues that cannot be mitigated in the time described, we will immediately initiate the Rollback Procedures. Reschedule the change for another time and date. Approval: Signature(s) of the person(s) responsible for approving the change request.

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Laz Sanchez

International Rural Broadband Expansion
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A change request is a formal proposal to alter or modify an existing process, system, or product. Change requests are typically submitted when there is a need for a change due to new requirements, unforeseen problems, or changes in the business environment. The change request process typically includes identifying the need for a change, analyzing the impact of the proposed change, preparing a change request form, obtaining approval from stakeholders, implementing the change, and verifying the results. The change request process helps to minimize the risk of unintended consequences and ensures that changes are aligned with organizational goals and objectives, and are reviewed, approved, and implemented in a controlled and structured manner.

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Laz Sanchez

International Rural Broadband Expansion
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Our DevOps and I&O teams need the decision support that Artificial Intelligence (AI) can offer them. For example, how can you monitor your IT Service Management (ITSM) processes, applications, and infrastructure for signals that can proactively predict and prevent major incidents? Outages can be costly, and 80% of major incidents each, are change-related. Changes that have a high chance of failing, require how to mitigate change failure risks. AI models can reduce major incidents by 50%. Apply corrective fixes that are driven by incident topic clustering can improve First-Call-Resolution (FCR) rates by 20% and reduce Mean-Time-To-Resolution (MTTR) rates by more than 50%. You need Change Management. With or without AI.

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2 How to use a change request form?

To use a change request form effectively, you must adhere to a clear and consistent process for managing project changes. This includes identifying the change, analyzing the impact, submitting the form to the appropriate authority, reviewing and approving the change, and implementing and monitoring the change. Whenever a deviation from the project plan or a new requirement is noticed, it should be documented using a change request form. Before submitting the form, the impact of the change on the project scope, schedule, budget, quality, and risks should be assessed. The authority responsible for approving the change should evaluate the criteria and thresholds established in the project management plan, and consult with relevant project team members and stakeholders. If the change is approved, the form should be updated with the approval date and signature. If the change is rejected, the form should be updated with the reason and feedback. After approval, the project management plan, baselines, and documents should be updated to reflect the change, and the tasks and resources needed to implement the change should be assigned. Finally, the progress and performance of the change should be monitored, and any issues or deviations should be reported to the project authority.

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3 What are other project change and control tools and techniques?

Besides the change request form, there are other tools and techniques that can help you control and coordinate project changes. For instance, a change log records all the changes that have been requested, approved, or rejected during the project, and helps you track the status and history of each change. Additionally, a change control system defines how project changes are identified, analyzed, submitted, reviewed, approved, implemented, and monitored. Configuration management ensures that the project deliverables and documents are identified, controlled, verified, and updated throughout the project. Lastly, performance measurement compares the actual project results with the planned project baselines, and identifies any variances or deviations. All of these tools and techniques help you maintain the integrity and quality of the project outputs, and measure the impact of the changes on the project scope, schedule, budget, quality, and risks.

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Laz Sanchez

International Rural Broadband Expansion
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I always thought our system was pretty good, 20 years ago. Telecom and data circuits are critical to a Healthcare system. However, A robust change management system can simplify the planning, technical implementation, and the engagement aspects of change. There are many change management tools available today, that can help manage change effectively. For instance, Wrike provides planning and collaboration features, while The Change Compass offers data visualization capabilities. JIRA is ideal for IT-oriented management, while Giva is a standalone ITIL tool. These tools structure the change management process, enhance communication and collaboration, and facilitate the implementation and monitoring of changes. Accountability and planning.

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4 Why are project change and control tools and techniques important?

Project change and control tools and techniques are essential for managing the complexity and uncertainty of projects, as well as maintaining alignment and coherence of objectives, scope, schedule, budget, quality, and risks. These tools and techniques also help to enhance communication and collaboration among the project team and stakeholders, improve decision making and accountability of the project authority, and increase the efficiency and effectiveness of the project execution. Ultimately, they ensure the satisfaction and acceptance of the project deliverables and outcomes, and deliver the expected value and benefits to the project stakeholders.

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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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Laz Sanchez

International Rural Broadband Expansion
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In conclusion, effective planning is crucial for the success of any mission or project. While having the right tools and techniques can undoubtedly help in achieving the desired outcomes, nothing beats a well-planned mission. Adequate planning helps to define the objectives, identify potential risks and challenges, allocate resources, and develop a roadmap for achieving the desired results. It also helps to ensure that everyone involved in the mission is on the same page, with a shared understanding of what needs to be done, and when. Invest time and effort in planning, teams can minimize the likelihood of errors, delays, and unexpected obstacles, and increase their chances of success. Successful teams plan for contingencies.

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How do you use a change request form to coordinate project changes?

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1 What is a change request form?

2 How to use a change request form?

3 What are other project change and control tools and techniques?

4 Why are project change and control tools and techniques important?

5 Here’s what else to consider

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