Change Management

Let’s face it: change is the only constant in any project. Whether it’s a new idea from a team member, a client request, or a sudden shift in market conditions, adjustments are bound to happen. But how do you handle these shifts without derailing your project? That’s where a change management process comes into play.

Change Requests

A change request is a formal proposal for altering something within the project scope.

These requests can originate from anyone involved—team members, clients, or stakeholders. The essence of a change request is to propose adjustments that might be necessary due to evolving project needs or unforeseen issues. It’s a proactive step to address potential gaps or improvements in the project.

Change Orders

Change orders are formal documents issued by authorized parties to officially approve and document changes.

Unlike change requests, which can come from any stakeholder, change orders are authorized through a structured approval process. They ensure that all modifications are formally recorded and agreed upon before any implementation, maintaining a clear and controlled approach to changes.

Change Requests vs. Change Orders

Change Requests might involve adding new features, adjusting timelines, or altering deliverables. The purpose of a change request is to identify the need for change and initiate a review process. Because they can come from various sources, it’s important to assess and prioritize these requests carefully to understand their impact on the project.

On the other hand, Change Orders are the formal approvals that follow a change request. They come from authorized parties—typically the project manager, project sponsor, or a designated change control board. A change order is an official document that authorizes and outlines the agreed-upon changes. Unlike change requests, which are proposals, change orders are actionable directives. They reflect the agreed modifications, including adjustments to scope, budget, and schedule. Only those with the authority to approve changes can issue a change order, ensuring that modifications are controlled and documented officially.

While a change request is a call for change, a change order is the green light to implement those changes. Understanding this distinction helps manage project modifications effectively and ensures that all changes are tracked, approved, and communicated properly.

Change Control Board

The Change Control Board (CCB) plays a pivotal role in managing project changes.

Typically composed of senior project stakeholders, the CCB reviews, evaluates, and approves change requests.

Their primary function is to assess the necessity, feasibility, and impact of proposed changes. The CCB’s decisions are critical in keeping the project aligned with its goals and ensuring that changes are implemented effectively.

Change Requests Management

The process for handling change requests involves several key steps:

1. Change requests are submitted and logged into a change management system.
2. An initial review determines whether the request is valid and whether it aligns with project objectives.
3. The request is evaluated to understand its impact on the project’s scope, schedule, and budget.
4. The request is then presented to the Change Control Board for thorough evaluation.
5. The CCB decides whether to approve, reject, or defer the change based on its potential impact and alignment with project goals.

Change Orders Management

Change orders follow a structured flow once a change request is approved:

1. A change order is drafted to formally document the approved change, including details on scope, schedule, and budget adjustments.
2. The change order is reviewed and approved by authorized parties to ensure its accuracy and completeness.
3. The approved change order is communicated to all relevant stakeholders to ensure alignment and understanding.
4. The change is implemented as per the details outlined in the change order, with continuous monitoring to manage its impact.

Benefits of Effective Change Management

Implementing a robust change management process provides several advantages:

• Reduced Resistance

Transparent communication and early involvement of stakeholders can mitigate resistance to changes.

• Impact Assessment

A thorough evaluation of changes helps in understanding their potential effects on the project, allowing for better planning and execution.

• Maximized ROI

Effective change management ensures that modifications contribute positively to project outcomes, enhancing overall return on investment.

• Improved Morale

Engaging team members in the change process fosters a sense of inclusion and boosts morale.

In practice, change management can significantly impact project success.

Effective change control helps in minimizing scope creep, ensuring that changes are necessary and beneficial.

According to industry experts, a structured change control process not only helps in managing adjustments efficiently but also contributes to better project outcomes by maintaining alignment with the project’s goals.

Best, Olha