Change Management Procedure For Increase Bandwidth to University Buildings Project

Transcription

1 Change Management Procedure For Increase Bandwidth to University Buildings Project Version number 1.0 Draft as of 4/11/2011 Printed on 7/1/2011 Author William M. Jones Owner William M. Jones Change Management Procedure Page 1

2 Document information Document source This document is maintained as an online document. Contact the author for the latest version. Revision history Version Date Summary of changes Revision number marks 1.0 4/11/2011 First version No Change Management Procedure Page 2

3 Change Management Procedure 1 Objectives The objectives of this Change Management Procedure are: To manage each request for change, in order to keep the scope of the project under control with full traceability, To make sure each request for change is assessed by key project stakeholders, To make sure each assessed change request is accepted (or rejected or deferred) by the appropriate authority, To enable the orderly implementation of each accepted change, To allow the impact of all changes to be understood, documented and managed. 2 Summary of the Change Management Procedure A change request is a request to change some document or aspect of the project that has been placed under change control. Change Requests may affect one or several of the following: the work to be done or in progress (scope, solution definition, deliverable definition etc.), the project management plans or procedures, The Change Management Procedure is launched when a need for a change arises. The end result of the procedure is either the change is implemented, the change is deferred, or the change is rejected. 3 Related Forms Project Change Request (PCR) Form Change Log Change Management Procedure Page 3

4 4 Flow Diagram The diagram below shows the steps within the Change Management Procedure from the perspective of project management. 1. Change Request Identification 2. Change Request Assessment 3. Change Request Analysis 4. Change Request Approval 6. Reject or Defer Change Request 5. Change Request Implementation Change Management Procedure Page 4

5 5 Flow Diagram Descriptions Step # Responsibility Detail 1. Change Request Identification Any project stakeholder 2. Change Request Assessment 3. Change Request Analysis 4. Change Request Approval 5. Change Order Implementation Assigned resources Project Sponsor Recognize the need for a change and describe it on the Project Change Request form. Immediately defer or reject change request if it is not a valid one. Deferred Change Requests will re-enter this assessment step at a later time, Rejected Change Requests are definitively stopped at this stage of the procedure. For those Change Requests that are not deferred or rejected determine appropriate resources required to analyze the change request. Perform a quick assessment of the potential impact, including an estimate of the costs and time scale for performing a detailed impact analysis. Update the Change Request form. Distribute the Change Request for analysis to appropriate project team members. Analyze impact of change, including effort estimate and financial impact, within agreed time frame. Collect, consolidate and document the analysis to show the total impact. Defer, reject, or pass change request to next stage. Update the Change Request form to document the decision. Determine if the Change Request will have a High impact level. If Yes, submit the Change Request to the Sponsor for Approval. If No, approve Change Request and report changes to the Sponsor. Update Change Request form to document the decision. Review Change Request. If Approved, VCU Program Manger updates Change Request form. If Not Approved, then Defer or Reject the Change Request. Update project management plans and procedures. Communicate changes to the team. Monitor progress according to updated project management plans. Record completion of Change Request. Close Change Request. 6 Project Change Request Form A Project Change Request is a form that contains all the information required to support the decision making processes that are used to manage the unforeseen changes that inevitably arise during the course of all but the simplest of projects. Change Management Procedure Page 5

6 Project Change Request Content Content Change Request Identification PCR ID Short description Priority Date raised Status Raised by Comment The unique identifier of the Change Request assigned by. A brief summary of the proposed change. The priority of the change request (critical, high, medium, low). Critical - Change Request is very urgent requiring analysis within 2 days. High - Change Request is urgent requiring analysis within 5 days. Medium - Change Request requires analysis before next phase. Low - Change Request is not urgent but needs to be analyzed before next phase. The date on which the request was raised. Open Change Request Assessment Detailed description Time scale for analysis Small change? Assigned to Assigned on Change Request Analysis Impact analysis Scope Impact Description Schedule Impact Description Cost Impact Description Completion Criteria for Change Request Estimated effort Estimated cost Estimated start date Estimated end date Impact level Approved for Analysis Approved for Implementation Rejected Deferred Closed The name of the originator of the request. A detailed description of the proposed change. Time period for performing the analysis. Yes or no. A small change is defined as an elementary modification having little potential impact on the project team and none outside it The person to whom the analysis was assigned. The date the change was assigned for analysis. A specification of all project elements to be modified as a result of the change. A description of the scope of the change and any impacts to overall project scope. A description of the schedule for the change and any impacts to overall project schedule. A description of the costs for the change. A description of the completion criteria for the change. An estimate of the effort to implement the change. An estimate of the total cost of the change. An estimated start date for implementation of the change. The estimated finish date for implementation of the change. High - Major modification having a repercussion on the entire project: Impact on the initially planned main features of the solution, Change Management Procedure Page 6

7 Resources Change Request Approval Implementation decision Approved on Approved by Impact on the cost of the project, Impact on the project end date or a major milestone. Medium - Average modification having a limited repercussion on the project: Effort greater than 5 days, Additional time required greater than 5 days. Low - An elementary modification having little potential impact on the project team and none outside it. The number of resources required for the change. Approved for implementation Deferred Rejected. Change Request Implementation Date completed Date closed Closed by Comments The date the change request was approved for implementation. The name of the person who approved the change request. The date when implementation of the change was completed. The date when the change was closed. The name of the person who closed the change request. Any additional comments. Change Management Procedure Page 7

8 7 Change Log A Change Log is a list containing some of the information about all of the Change Requests. Change Log Content Content PCR ID Short description Raised by Priority Date raised Owner Target date Status Status date Comment The unique identifier of the Change Request. A brief summary of the proposed change. The name of the person who introduced the change. The priority of the change (High, medium, or low). The date the Change Request was introduced. The name of the individual responsible for dealing with the Change Request. The target date for addressing the Change Request Open Approved for analysis Approved for implementation Implemented Deferred Closed Rejected The date the status was last updated. Change Management Procedure Page 8