Free +44 782 881 4323
In any project, not all changes are created equal. Some changes, like weather delays or unexpected illnesses, happen unexpectedly, while others are requested by stakeholders. Regardless of the type of change, it must be managed, analyzed, and either accepted or rejected. If accepted, the change must be addressed through a set of change control procedures to ensure the project stays on track and within budget.
Change control is the process used to manage these variables. Change is inevitable, and having a mechanism in place to control that process is essential. But what exactly is change control in project management, and what steps are necessary to implement it effectively?
Change control is a methodology used to manage change requests that impact a project’s baseline. It captures changes from the point they are identified through every step of the project cycle, including evaluating, approving, rejecting, or deferring the request. The goal of this process is to ensure that unnecessary changes are not made, avoiding disruptions that waste valuable time and resources. Approved changes are documented, forming part of the larger change management plan.
Change control management encompasses all activities required to establish a change control framework within a project. This includes appointing a change control board, managing documentation, and establishing a process for evaluating changes. Key elements include:
A change control SOP outlines the actions that team members must take when submitting, evaluating, and approving change requests. This varies by organization based on the rigor of the change control process, risk tolerance, and organizational structure.
A change control board consists of representatives from the project team who meet regularly to approve or disapprove change requests. Approved requests can become change orders.
A change request is a formal petition for a change in the project, detailing what changes are needed and why. Change requests can come from internal or external stakeholders and are the trigger for the change management process.
Once a change request is approved by the change control board, a change order is signed by the board and stakeholders. This agreement modifies the original contract conditions.
A change control log documents all changes made to a project plan or contracts, ensuring thorough tracking and transparency.
A change control plan is a document typically used by project management offices (PMOs) to establish SOPs for change control. It ensures that the same evaluation process is consistently followed for all change requests.
Change control is the first step in the broader change management process. It involves receiving and evaluating change requests from project stakeholders based on potential risks, benefits, and project impact. Once a change is approved or rejected, the change management process continues with the execution of the change implementation plan.
Integrated change control, as defined by the Project Management Body of Knowledge (PMBOK), ensures that implemented changes are documented properly. This involves adjusting the project plan, budget, schedule, or other project management forms as needed and communicating these changes to the team and stakeholders.
Change control software helps organizations plan, schedule, and track changes. Tools like ProjectManager offer features such as unlimited cloud-based file storage, Gantt charts, kanban boards, task lists, and real-time dashboards to facilitate effective change control.
Understanding the five stages of change control ensures that your project and organization can reap the benefits and avoid the pitfalls of poor change control:
Let’s consider a simple example: changing the paint color of a house from white to light green.
Effective change control ensures that changes are worth the effort and do not negatively impact the project’s schedule and costs. It enhances teamwork, improves efficiency, and informs better planning for future projects. Managing change effectively is crucial to completing projects on time and within budget.
Change control is an essential aspect of project management, helping teams manage and implement changes efficiently and effectively. By understanding and following the change control process, organizations can ensure that changes are beneficial and do not disrupt the project’s progress. Utilizing tools like ProjectManager can further streamline this process, providing the necessary features to manage changes seamlessly.
Whether you are new to the field or looking to enhance your existing skills, Arete PM Consulting’s business analysis training is your pathway to professional growth and success.
