Key Takeaways
- Integrated Change Control (ICC) is the process of reviewing all change requests, approving changes, managing changes to deliverables, and communicating decisions
- The Change Control Board (CCB) is a governance body responsible for reviewing, evaluating, and approving or rejecting change requests
- Every change request must undergo impact analysis to assess effects on scope, schedule, cost, quality, and risks before a decision is made
- All stakeholders, regardless of position, must follow the change control process - even sponsor or customer requests require formal submission
- Approved changes may result in updates to project baselines, subsidiary plans, and various project documents
Managing Project Changes
Change is inevitable in projects. The challenge is managing change effectively so that it enhances rather than derails project success. Integrated Change Control provides the framework for evaluating and implementing changes systematically.
Change Control Overview
Integrated Change Control (ICC) is the process of reviewing all change requests, approving changes, and managing changes to deliverables with documentation. It involves communicating the decisions that have been made and ensuring changes are implemented properly.
Why Change Control Matters
Without proper change control:
- Scope creep occurs unchecked
- Baselines lose meaning
- Resources are diverted without analysis
- Risks are introduced unknowingly
- Stakeholder expectations become misaligned
With effective change control:
- Changes are evaluated systematically
- Impacts are understood before decisions
- Stakeholders are informed of changes
- Project baselines remain accurate
- Historical records support future projects
What Is a Change Request?
A Change Request is a formal proposal to modify any document, deliverable, or baseline. Change requests can arise from many sources:
| Source | Examples |
|---|---|
| Stakeholders | New features, modified requirements |
| Project Team | Technical improvements, process changes |
| Quality Processes | Defect corrections, quality improvements |
| Risk Response | Actions to address identified risks |
| External Factors | Regulatory changes, market conditions |
Types of Changes
| Type | Description | Examples |
|---|---|---|
| Corrective Action | Aligns future performance with plan | Adjusting resource allocation |
| Preventive Action | Reduces probability of negative outcomes | Adding quality reviews |
| Defect Repair | Fixes product defects | Bug fixes, rework |
| Updates | Changes to documents, plans, baselines | Schedule revision, scope addition |
The Change Request Process
Standard Change Request Flow
- Submission: Stakeholder submits formal change request
- Logging: Change is documented in change log
- Impact Analysis: Effects on project constraints analyzed
- Review: CCB or designated authority reviews request
- Decision: Change is approved, rejected, or deferred
- Implementation: Approved changes are executed
- Verification: Changes are validated in Control Quality
- Documentation: All records are updated
Change Request Documentation
| Element | Description |
|---|---|
| Request ID | Unique identifier for tracking |
| Description | What change is being requested |
| Justification | Why the change is needed |
| Submitter | Who is requesting the change |
| Date Submitted | When request was made |
| Priority | Urgency level |
| Impact Analysis | Effects on scope, schedule, cost, quality, risk |
| Status | Pending, Approved, Rejected, Deferred |
The Change Control Board (CCB)
The Change Control Board (CCB) is a governance body within the organization responsible for reviewing, evaluating, approving, and overseeing changes.
CCB Composition
Typical CCB members include:
| Role | Responsibility |
|---|---|
| Project Manager | Facilitates meetings, ensures documentation |
| Project Sponsor | Final decision on high-impact changes |
| Technical Experts | Evaluate technical feasibility and implications |
| Business Analysts | Assess business impact and alignment |
| Quality Assurance | Ensure changes meet quality standards |
| End-User Representatives | Provide user experience perspective |
CCB Responsibilities
- Establish guidelines for preparing change requests
- Assess and analyze change requests
- Make decisions based on defined criteria
- Communicate decisions to stakeholders
- Monitor implementation of approved changes
When CCB Review Is Required
Not all changes require CCB review. The threshold for CCB involvement is typically defined in the Change Management Plan:
| Change Impact | Authority |
|---|---|
| Minor cosmetic changes | Project Manager |
| Schedule impact < threshold | Project Manager |
| Budget impact within reserve | Project Manager |
| Scope changes to baseline | Change Control Board |
| Major schedule/cost impacts | Change Control Board |
| Strategic or contractual changes | CCB + Sponsor |
Impact Analysis
Before any change decision, thorough impact analysis must be performed.
Areas of Impact Assessment
| Area | Questions to Consider |
|---|---|
| Scope | How does this affect deliverables? Work breakdown? |
| Schedule | What is the time impact? Critical path effect? |
| Cost | What are the cost implications? Budget impact? |
| Quality | Will quality requirements be affected? |
| Resources | What additional resources are needed? |
| Risk | What new risks does this introduce? |
| Contracts | Are vendor agreements affected? |
| Stakeholders | How are stakeholder expectations impacted? |
Impact Analysis Best Practices
- Don't assume: Always perform formal analysis
- Consider ripple effects: Changes often cascade
- Include the team: Get input from those doing the work
- Document thoroughly: Create an audit trail
- Quantify when possible: Use numbers, not just "high/medium/low"
Change Control Process Rules
Everyone Follows the Process
A critical principle: Everyone must follow the change control process, regardless of their position.
If the sponsor or customer demands a change:
- You may need to implement it
- BUT you still must:
- Submit a formal change request
- Log the change
- Analyze the impacts
- Document the decision
- Update affected artifacts
Consistency Is Key
The change control process must be:
- Documented: In the Change Management Plan
- Communicated: All stakeholders understand it
- Followed: Applied consistently to all changes
- Enforced: Violations addressed promptly
Outcomes of Approved Changes
When a change is approved, multiple project artifacts may be updated:
| Artifact Category | Updates May Include |
|---|---|
| Baselines | Scope, Schedule, Cost baselines |
| Subsidiary Plans | Quality, Risk, Communications plans |
| Project Documents | Risk register, Stakeholder register, Issue log |
| Deliverables | Product components, Documentation |
Post-Approval Activities
- Direct and Manage Project Work: Implement approved changes
- Control Quality: Verify changes were implemented correctly
- Update project records: Ensure all documentation reflects changes
- Communicate: Inform affected stakeholders
Change Control in Agile
Agile approaches handle change differently:
| Aspect | Predictive | Agile |
|---|---|---|
| View of Change | Deviation to control | Opportunity to optimize |
| Change Timing | Formal process, less frequent | Continuous, each iteration |
| Authority | CCB approval | Product Owner prioritization |
| Documentation | Formal change requests | Backlog reprioritization |
Even in Agile, baseline changes (release scope, budget) may still require formal approval.
Key Takeaways
- Integrated Change Control provides systematic change management
- The Change Control Board (CCB) reviews and decides on changes
- Impact analysis must precede all change decisions
- All stakeholders must follow the change process
- Approved changes update baselines, plans, and documents
The project sponsor requests a major scope change. What should the project manager do first?
What is the primary purpose of a Change Control Board (CCB)?
Which of the following is NOT typically included in change request impact analysis?