HOW THE CHANGE HOW THE CHANGE CONTROL PROCESS CONTROL PROCESS AFFECTS PROJECT AFFECTS PROJECT

QUALITYQUALITY

Presented by Mark Troncone MBA, PMP®, CSM®

AgendaAgenda

Project Facts What is Change Control What is a Change Control System Why is Change Control Necessary When is Change Control Created When is Change Control Communicated Change Control & the Project Baseline The Change Control Process The Change Control Form The Change Control Log Change Control Acceptance / Rejection Change Control Affects on Quality

About MeAbout Me• PMP® Certified – Project Management Institute

• CRM Certified SCRUM Master® – SCRUM Alliance

• Certified IT Business Analyst – State of Connecticut

• Active career transition mentor

• MBA - Management, BS – Marketing, AS - Accounting

• Work experience:• TransAct Technologies (Presently)

• Starwood Hotels

• Affinion Group

• Hewitt Associates

• Wachovia Bank

• Bayer Pharmaceuticals

• Reader’s Digest

• James River Corporation

Project FactsProject Facts

66% of software projects are not expected to finish on time or on budget

Completed projects deliver only 52% of the proposed functionality wanted by the end user

60% of project delivered functionality is never utilized by the end user

56% of project defects originate in the Requirements Phase of the project

Proper Change Control Planning can Affect the Above

What is Change ControlWhat is Change Control

Identifying, documenting, approving or rejecting and controlling changes to the project baselines

A Change Request can occur anywhere in a project but mainly occurs in the Monitoring and Controlling phase (Check / Do) in the following areas:

Direct and Manage Project Execution - as an output

Monitor and Control Project Work - as an output

Perform Integrated Change Control - as an output (Change Requests Status updates)

Close Project or Phase - (As Change Requests are agreed to become Enhancements after the project Go Live period and Project Closure)

What is a Change Control SystemWhat is a Change Control System

A collection of formal documented procedures that define how a project deliverables and documentation will be controlled, changed, and approved.

A formal process for establishing Change Control must be created by the Project Manager before he/she meets with the Stakeholders and Project Team – this includes evaluating the change request – Change Control Process

A document that is to be used to track Change Control Requests must be developed and presented to the Stakeholders and Project Team – Change Control Log

A document used by the Project Team to create a Change Control Request must be developed and presented to the Stakeholders and Project Team – Change Control Form

Why is Change Control NecessaryWhy is Change Control Necessary

Change Requests are used to expand or reduce the project scope, modify policies, processes, plans, or procedures, modify costs or budgets, or revise schedules.

Change Requests are a formal document that must be completed by the requestor and reviewed by the Project Manager (for smaller projects 3-9 months) or a Change Control Board (for larger projects >9 months).

It is necessary that a formal document be completed and reviewed in order to keep control of Change Requests.

By doing so, you as a Project Manager, can control costs and time factors which can lead to scope creep and unnecessary cost/time overages on a project.

By using Change Control – you control PROJECT QUALITY

When is Change Control CreatedWhen is Change Control Created

A Change Control process must be created in order to be implemented and enforced by the Project Manager and is located in the Project Charter document.

During the creation of the Project Charter document, a section of this document must be dedicated by the Project Manager to publish how the project will identify, evaluate, address, communicate and process Change Control requests.

Change Controls can originate from:

Issues discovered in development or system testing

Issues discovered during UAT testing

Enhancement requests to known requirements

New Enhancement requests not addressed in requirements

When is Change Control CommunicatedWhen is Change Control Communicated

The overall Change Control process must be communicated effectively to the Project Team and the Stakeholders in order to be successful on any project. The communication process occurs:

During the Initialization Phase of a project, when reviewing the Project Charter document by the Project Manager to the Project Team members and Stakeholders

Stressing the importance of the: Change Control Process (written in the Project Charter)

Maintaining and using the Change Control Log

Creating requests using the Change Control Form

Noting that Change Control procedures become effective after a Project Plan is baselined. Before a Project Plan is baselined changes can occur without needing a formal Change Control Form created.

Change Control & the Project BaselineChange Control & the Project Baseline

Once a Project Plan is base-lined, it may only be changed when a Change Request is generated and approved through the “Perform Integrated Change Control Process.

It is extremely important to communicate this when reviewing the Project Charter with the Project Team and Stakeholders

Emphasis should be put on limiting the probability of:

Time variances affecting Scope Creep

Cost overages affecting Budget

Changing requirements affecting cost and time

Adding functionality that is not important or may not be used

The goal of Change Control is a commitment to Project Quality

The Change Control ProcessThe Change Control Process

Created by the Project Manager

Communicated during the Project Charter review

Agreed to by the Project Team and Stakeholders

Can be a formal process that is evaluated by a Change Control Board/Team on larger projects or the Project Manager alone for smaller projects

Change Control Board comprised of 3-5 members

Function to review Change Control Requests

Present to Stakeholders with Recommendations

Upon Stakeholder approval or disapproval take action

Same Process for Project Manager alone

The Change Control FormThe Change Control FormHeader info

and company Logo goes

here

Signatures must be:

1)Lead Developer or IT Lead2)Project Manager3)Stakeholder(s)

Notice time and cost estimate

Unique Change Control Number

Should Include

Business Case or Reason

The Change Control FormThe Change Control FormThis form is used capture a Change Request and at a minimum must contain:

Date of request Unique Change Control Number => x-ref to CC Log Name of resource requesting the change Name of resource assigned to change Time and cost effort estimate System effected Present situation Recommended change Estimated delivery date Signatures

Project Manager Lead IT or Lead Developer Stakeholder(s)

The Change Control Log

Unique Change Control Number

matches Changes Control Request

Effects on Scope, Budget

and Time

Priority Level

Company, Project, and

Product information

Change Authorization

Levels

Priority Choices

Project Mgr, Customer, information

ApprovalInformation

Company Logo

The Change Control LogThe Change Control Log

A document used to store and monitor all Change Control Requests and will display:

Change Control Authorization Levels A Unique Change Control Number (Used as an X-reference)

Request by Request Date Change Description Priority Level (Options listed within the document)

Effects on Scope / Budget / Project Schedule Decision (Update / Enhancement / Rejected)

Approval (Y /N / TBD)

Approved By Date Approved Added to Project date or Enhancement date

The Change Control LogThe Change Control Log

The Change Control Log:

Updated by the Project Manager

Noted – who has authorization to Accept / Reject / Defer

Monitored by the Project Manager and the Project Team

Scheduled review meetings to determine Acceptance or Rejection or move to an Enhancement after Project is officially “Closed”

X-Referenced back to the Change Control Form

Used at Project Close to:

o Review remaining /deferred Issues and Enhancements in order to list in Project Closure document and to address “After Project Go Live and Closure is concluded.

o Enhancements prioritized and scheduled (possible cost to customer)

Change Control Acceptance/RejectionChange Control Acceptance/Rejection

Change Control Meetings Scheduled to evaluate the estimations (Cost / Time / Effort /

Delivery Date) in the Change Control form

The Project Change Control Board or Project Manager can accept a requested change if in the opinion of the CC Board or Project Manager the requested change Does Not affect Cost/Time of the project, however…..

If the change requested after evaluation Does affect Cost/Time of a project the Project Change Control Board or Project Manager MUST present the findings to the Stakeholder(s).

The authorized Stakeholders will be responsible to make the decision if the change is accepted / Rejected / or will be deferred after the project is completed as an Enhancement.

Change Control Affects on Quality Change Control Affects on Quality

A formal Change Control Process ensures:

Issues and Enhancements are controlled

The Stakeholders are involved in the final decision process

Time / Cost effects on project schedule are evaluated and communicated

Project Budget is controlled effectively

Lowers probability of “Scope Creep” and schedule “crashing”

Requirements do not change arbitrarily after the Project Plan is Baselined

Only requirements that affect relative end-user functionality are implemented

A Quality Project is delivered

Ensuring Change Control is ObservedEnsuring Change Control is Observed

To ensure the Change Control Process is Observed:

Emphasize process and forms during Project Charter Review

Review Change Control Forms submitted

Hold scheduled Change Control Review meetings

Communicate to all Project Team members new requests, updates on current requests including any requests Accepted, Rejected, or Deferred

Communicate to all Project Team members if a Change Control Request is Accepted, how it will affect the Project Plan and when it will be scheduled

Review Issues/Enhancements deferred until after Project Go Live and Project Closure that are scheduled to complete

QUESTIONS?

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