Change Management Process For [Project Name]

Transcription

1 Management Prcess Fr [Prject Name]

2 i 1 Intrductin The is fllwed during the Executin phase f the Prject Management Life Cycle, nce the prject has been frmally defined and planned. 1.1 What is a Management Prcess? A Management Prcess is a methd by which changes t the prject (e.g. t the scpe, deliverables, timescales r resurces) are frmally defined, evaluated and apprved prir t implementatin. The prcess entails cmpleting a variety f cntrl prcedures t ensure that, if implemented, the change will cause minimal impact t the bjectives f the prject. A Management Prcess is used t ensure that every change identified is frmally: Cmmunicated Dcumented Reviewed Apprved Implemented 1.2 When t use a Management Prcess Any change t the prject during the Executin phase will need t be frmally managed as part f the Management Prcess. Withut a frmal Management Prcess in place, the bjective f delivering a slutin within time, cst and quality may be cmprmised. The Management Prcess is terminated nly when the Executin phase f the prject is cmpleted (i.e. just prir t Prject Clsure). 1.3 Instructins Nt all sectins in this dcument will apply due t the uniqueness f each prject.if a particular sectin is nt applicable; enter NA (Nt Applicable) t indicate that yu have at least cnsidered this sectin. Under Cntact Infrmatin, the Spnsr, Authrized By, and Cntact can be the same r different individuals. All tables and bxes are expandable. Add rws when it is necessary t include additinal infrmatin. Definitins f prject management and technlgy terms are presented in the On-line Prject Management Glssary ( i

3 ii 1.4 Cntact Infrmatin Date Submitted: Click here t enter a date. Prepared By: Click here t enter text. Spnsr: Click here t enter text. Spnsring Entity: Click here t enter text. Authrized By**: Click here t enter text. Cntact: Click here t enter text. Cntact Phne N.: Click here t enter text. Cntact Click here t enter text. PAS number: Click here t enter text. 1.5 Dcument Histry Versin Issue Date s [1.0] [Date] [Sectin, Page(s) and Text Revised] 1.6 Submit Questins and Acceptance dcuments t: [email protected] ii

4 iii Table f Cntents 1 INTRODUCTION...I 1.1 WHAT IS A CHANGE MANAGEMENT PROCESS?... I 1.2 WHEN TO USE A CHANGE MANAGEMENT PROCESS... I 1.3 INSTRUCTIONS... I 1.4 CONTACT INFORMATION... II 1.5 DOCUMENT HISTORY... II 1.6 SUBMIT QUESTIONS AND ACCEPTANCE DOCUMENTS TO:... II 2 CHANGE MANAGEMENT PROCESS OVERVIEW IDENTIFY AND SUBMIT CHANGE REQUEST REVIEW CHANGE REQUEST APPROVE CHANGE REQUEST IMPLEMENT AND CLOSE CHANGE REQUEST CHANGE MANAGEMENT ROLES... 4 THE FOLLOWING WILL PLAY A ROLE IN THE REQUEST, REVIEW, TRACKING AND APPROVAL OF A CHANGE REQUEST: CHANGE REQUESTER PROJECT MANAGER CHANGE CONTROL BOARD CHANGE PROJECT TEAM/PROJECT MANAGER CHANGE MANAGEMENT DOCUMENTS CHANGE REQUEST FORM CHANGE LOG... 5 iii

5 1 2 Management Prcess 2.1 Overview The Management Prcess is undertaken t ensure that each change intrduced t the prject envirnment is apprpriately defined, evaluated and apprved prir t implementatin. Management will be intrduced t this prject thrugh the implementatin f five key prcesses: The submissin and receipt f change requests The review and lgging f change requests The determinatin f the feasibility f change requests The apprval f change requests The implementatin and clsure f change requests. The fllwing diagram describes the rles, prcesses and prcedures t be undertaken t initiate, implement and review the effects f changes within the prject. 1

6 2 2.1 Originatr 2.2 Identify and Submit The need fr a is Identified Frm Submitted 2.3 Review Review Frm Prject Manager N Is a the Feasible? Submit Dcumentatin t CCB Yes Track status f in the Lg Cntrl Bard (CCB) /Prject Spnsr 2.4 Apprve Review Dcumentatin Apprve? N Yes Prject Team/Prject Manager 2.5 Implement and Clse is Scheduled and Perfrmed Reviewed fr Cmpletin and Clsed er is ntified that the has been cmpleted 2

7 3 2.2 Identify and Submit This prcess prvides the ability fr any member f the prject team t submit a request fr a change t the prject. The er: Identifies a requirement fr change t any aspect f the prject (e.g. scpe, deliverables, timescales and rganizatin) Cmpletes a Frm (CRF) and distributes the frm t the Prject Manager. The CRF summarizes the change: Descriptin Reasns Benefits Csts Impacts Any supprting dcumentatin Apprvals 2.3 Review The Prject Manager reviews the CRF and determines whether r nt additinal infrmatin is required fr the Cntrl Bard t assess the full impact f the change t the prject time, scpe and cst. The decisin will be based n factrs, such as: Number f change ptins presented Feasibility and benefits f the change Cmplexity and/r difficulty f the change ptins requested Scale f the change slutins prpsed. The Prject Manager will recrd the CRF details in the Lg t track the status f the change request. 2.4 Apprve The Prject Manager will frward the Frm and any supprting dcumentatin t the Cntrl Bard (CCB) fr review and final apprval. The CCB will determine the feasibility f this change by examining factrs, such as: Risk t the prject in implementing the change Risk t the prject in NOT implementing the change Impact n the prject in implementing the change (time, resurces, finance, quality). After a frmal review, the CCB may: Reject the change mre infrmatin related t the change Apprve the change as requested Apprve the change subject t specified cnditins. 3

8 4 2.5 Implement and Clse If the change is apprved, the fllwing will ccur: An implementatin date f the change will be identified A test f the change will be scheduled and perfrmed The change will be implemented The implementatin f the change will be reviewed and deemed successful r crrective actins taken The success f the change implementatin will be cmmunicated t all parties The change request will be clsed n the Lg 3 Management Rles The fllwing will play a rle in the request, review, tracking and apprval f a change request: 3.1 er The er initially recgnizes a need fr change t the prject and frmally cmmunicates this requirement t the Prject Manager. The er is respnsible fr: Identifying the requirement t make a change t the prject Dcumenting the requirement by cmpleting a CRF Submitting the CRF t the Prject Manager fr review. 3.2 Prject Manager The Prject Manager receives, lgs, mnitrs and cntrls the prgress f all changes within a prject. The Prject Manager is respnsible fr: Receiving all CRFs and lgging them in the Lg Categrizing and priritizing all CRFs Reviewing all CRFs t determine whether additinal infrmatin is required Frwarding the CRF t the Cntrl Bard fr apprval Escalating all CRF issues and risks t the Cntrl Bard Reprting and cmmunicating all decisins made by the Cntrl Bard Clse the and update the Lg when cmpleted \ 3.3 Cntrl Bard The Cntrl Bard (CCB) is the Steering Cmmittee r ther authrized bdy wh is the principle authrity fr all CRFs frwarded by the Prject Manager. The Cntrl Bard Grup is respnsible fr: Reviewing all CRFs frwarded by the Prject Manager Cnsidering all supprting dcumentatin Apprving / rejecting each CRF based n its relevant merits Reslving change cnflict (where 2 r mre changes verlap) Identifying the implementatin timetable (fr apprved changes) 4

9 5 3.4 Prject Team/Prject Manager The Prject Team and Prject Manager schedules and implements all changes. This grup is respnsible fr: Scheduling all changes (within the parameters prvided by the Cntrl Bard) Testing all changes, prir t implementatin Implementing all changes within the prject Reviewing the success f a change, fllwing implementatin 4 Management Dcuments The fllwing dcumentatin is used t mnitr and/r cntrl changes t the prject: 4.1 Frm The Frm is used t identify and describe a prpsed change t the prject. 4.2 Lg The Lg is the lg where all requests fr changes are registered and tracked thrugh t reslutin. 5