# Presentation: 488282

## Module 9 –Change Management

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- 	Project Management
- 	Government Specific Course I

- Module 9 –Change Management

## Topic 1 -
Introduction/Objectives

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- 	Project Management
- 	Government Specific Course I

- Topic 1 -
- Introduction/Objectives

## Change Management

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- The task of managing change.
- Systematic approach that includes adapting to and controlling change.
- Involves establishing a baseline and employing a change control process.

- 	Project Management
- 	Government Specific Course I

- DEFINITION:

## Change Management (cont.)

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- Involves establishing baseline and managing changes to that baseline.
- Value is well understood and appreciated.
- Provides proven, if sometimes expensive, method for handling changes in requirements, expectations, and scope.
- Project manager manages change through dedicated process.

- 	Project Management
- 	Government Specific Course I

## Change Management (cont.)

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- Changes can occur due to a change in scope.
- Project management does not begin and end with defining and planning of a project.
- Managing scope keeps project on track and  provides input into managing changes.

## Learning Objectives

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- 	Project Management
- 	Government Specific Course I

- Describe and apply the change management process that uses an established baseline for decision-making and change control.

- At the end of this module, you will be able to:

## Topic  2 - 
Managing Scope

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- 	Project Management
- 	Government Specific Course I

- Topic  2 -
- Managing Scope

## Managing Scope

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- There is nothing wrong with scope changes.
- Typically, stakeholders cannot identify every requirement of the final product.
- Changes in business lead to changes in requirements.
- Giving stakeholders opportunity to make changes during project helps ensure that final solution is valuable and useable.

- 	Project Management
- 	Government Specific Course I

## Managing Scope (cont.)

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- Manage scope by being proactive.
- Change management process must be in place to manage scope/changes effectively.
- Do your part to identify a change, determine its impact, and provide information to stakeholder.
- Stakeholder determines whether change should occur based impact, cost, and time.

- 	Project Management
- 	Government Specific Course I

## Managing Scope (cont.)

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- Managing scope is a function that monitors:
- Goals and objectives of the project
- Design definition and development
- Implementation and product delivery

- 	Project Management
- 	Government Specific Course I

## Managing Scope (cont.)

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- You are asked to talk to person or department who has not been part of project up to this point.
- Stakeholder mentions in passing, “I wish this product did.....” or “This product will have to.....”
- Directive is issued that has an impact on project.

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- Here are “signs” a change may be requested:

- Remember, a requested change is only an “attempt” until change process is completed.** **

## Managing Scope (cont.)

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- Take a deep breath.  In most cases, the stakeholder has a legitimate reason for requesting the change.
- Think about the change. If you object to it, can you support your objection?
- Ask questions instead of making statements.
- Step back.  Regroup.  Respond with approach that includes clear description, alternatives, and schedule and cost impact.

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- 	Government Specific Course I

- When a stakeholder requests a change:

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- Topic 3 –
- Base-lining as Part of Change Management

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- 	Government Specific Course I

## Levels of Change

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- Upper level requires intensive management - lowest level requires least amount of management.
- Levels related to importance or impact of the change:
- Important change  Upper level
- Less important change  Lower level
- Important changes affect key performance parameters or the project schedule.

- 	Project Management
- 	Government Specific Course I

- Your duty is to actively manage change.  To aid you, changes can be classified into levels:

## Levels of Change (cont.)

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- Enterprise Level
- Contract Level
- Non-Contract Level
- Not Controlled Level

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- No standard classification system exists for these levels.  Sample levels include:** **

- One size does not fit all.  Use whatever system of levels and names suits your needs.

## Determine the Baseline

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- Usually an approved time phased plan, it will allow you to conduct impact assessments.
- It is hard to evaluate what has changed if you do not know where you were when you started.
- Knowing where you started and documenting it establishes the baseline.

- 	Project Management
- 	Government Specific Course I

- Once you know a change will happen on your project, you determine and establish a baseline.

## Determine the Baseline (cont.)

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- Reference for planned vs. actual comparison and as basis for earned value analysis.
- Includes scope, schedule, or cost baselines.
- Changing baseline normally means changing scope.
- Controlling project baseline essential to success.

- 	Project Management
- 	Government Specific Course I

- Baseline includes original project data such as start and end dates, duration, assignments and cost estimates.

## Goals of Change Control

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- Recognize and predict change
- Control consequences of those changes
- Prevent unauthorized or unintended deviations from approved baselines

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- In other words, manage changes like other project risks by establishing a control process.

## Change Control Process

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- This is what the change control process looks like:

**Baseline**

**Identify the **
**Change**

**Ask, “What is **
**the impact?”**

**Decision**

**Implement**

**Update **
**Baseline**

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- 	Government Specific Course I

## Change Control Process (cont.)

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_**Baseline**_ – Project requirements have been analyzed and documented.  Baseline has been established for scope, cost, and schedule.
- Next, there is a change requested.
_**Identify the Change**_ – Determine what the stakeholder/customer wants through discussion and documenting of information.** **

## Change Control Process (cont.)

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- 	Project Management
- 	Government Specific Course I

_**What is the impact?**_ – Determine how change affects the project.  Never say “yes” or “no” immediately.  Say, “I will let you know the impact, and you (the stakeholder) can make a decision.”
_**Decision**_ – Who makes the decision?  Not you.
- The decision is made by the stakeholders._** **_

## Change Control Process (cont.)

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- 	Project Management
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_**Implement**_ - It is up to YOU to decide when implementations are made.  This is your responsibility!
_**Update Baseline**_ – Update concurrently with the implementing of the decision.  Because many people depend on the baseline, disseminate information about changes quickly.

## Change Management

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- Can be in writing, in your head, performed by yourself or with a huge group of people.
- This discipline is necessary and essential for effective project management.
- As a practical matter, you should group changes together.  Accumulate changes and then consider them all at once.

- 	Project Management
- 	Government Specific Course I

## Change Management (cont.)

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- Consider generating forms and documenting process.
- No shortcuts!  Common to hear “Just make the change” from stakeholders and team members.
- Best response:  “Here are the changes you requested.  Some of these changes impact each other.  You cannot have all of these changes implemented so please prioritize and pick the top two changes.”

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- Changes might be a weekly, monthly, or quarterly event.

## Change Management Example

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- You are tasked to build a heavier-than-air flying machine capable of flying for one hour with a payload of 200lbs.
- President Roosevelt, the principal stakeholder, wants to take a ride on the new airplane, but he weighs 250lbs, more than the plane can hold.
- You are the project manager.  What do you do next?

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## Question

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- Using the change management process, let’s answer some questions.
- What is the baseline for your heavier-than-air flying machine project?

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## Question

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- What is the change you need to identify?

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## Question

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- What is the impact of the change you have identified?

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## Question

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- After considering the impact, who makes the decision to proceed with the changes or not?

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## Question

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- After the decision to move forward has been made, what do you do next?

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## Question

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- What is the new baseline for your project?

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## As the project manager, what do you do?  
Pull out your documentation developed using the change management process. 
Defend the situation. That is the best you can do. 

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- As the project manager, what do you do?
- Pull out your documentation developed using the change management process.
- Defend the situation. That is the best you can do.

- 	Project Management
- 	Government Specific Course I

- The President took his ride in the modified plane and halfway through the ride, the plane crashed due to the excess weight!

- What Happened?

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- Topic 4 –
- Change Control

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- 	Government Specific Course I

## Change Control

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- Objective of change control is better mitigation and management, not just prevention.
- Disciplined process to identify, document, make decisions about, and control changes to the baseline.
- Involves developing, coordinating, approving and documenting changes that involve performance, schedule, and cost baselines.

- 	Project Management
- 	Government Specific Course I

- Change is directly related to the risks and uncertainties associated with baseline control.

## Change Control (cont.)

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- Document, track and communicate changes
- Reconcile current budgets to prior budgets in terms of changes to ensure effective control
- Control retroactive changes that can affect reported costs, earned value or budgets

- 	Project Management
- 	Government Specific Course I

- The objectives of change control can include:

## Change Control (cont.)

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- Contractual changes/modifications
- Application of undistributed budget
- Re-planning
- Formal re-programming

- 	Project Management
- 	Government Specific Course I

- Change may occur as a result of:

## Question

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- Should all changes be subject to the change control process?  Why or why not?

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## Change Control in Detail

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- 	Project Management
- 	Government Specific Course I

## Change Control Board (CCB)

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- DEFINITION: Multi-disciplinary group of representatives designated by appropriate management levels to ensure the proper definition, coordination, evaluation and disposition of all changes to projects.
- Purpose: Approves, defers, or rejects requirement change requests.  Members include:

| Project Manager
Project Sponsor
Project Team Members | Customer Representative
Configuration Manager
Chair Person |
| --- | --- |

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- 	Government Specific Course I

## Re-Baseline

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- Rather, re-baseline after:
- Numerous changes
- Significant project impact(s)

- 	Project Management
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- Establish new baseline after a change occurs.  You do not need to re-baseline with every requirement change.

## Metrics for Stability

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- Number of changes requested.
- Number of changes approved.
- Average cost per change.
- Number of changes implemented.
- Number of changes verified.
- Number of types of changes.
- Percent of requirements that have changed since initial baseline.

- 	Project Management
- 	Government Specific Course I

## Question

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- How do you decide upon the appropriate level of change control for your project?

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## Level of Change Control

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## Scope Mgmt./Change Mgmt.

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- Include the processes required to ensure that the project is a success.
- Are primarily concerned with defining and controlling what is and is not included in the project.
- Include the use of several techniques, not the least of which is change control.

- 	Project Management
- 	Government Specific Course I

- Both scope management and change management:

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- Topic 5 –
- Review

- 	Project Management
- 	Government Specific Course I

## Learning Objectives

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- 	Project Management
- 	Government Specific Course I

- Describe and apply the change management process that uses an established baseline for decision-making and change control.

- Recall the learning objective for this module:

## Key Points

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- Managing scope is a function that monitors:
- Goals and objectives of the project
- Design definition and development
- Implementation and product delivery

- 	Project Management
- 	Government Specific Course I

## Key Points (cont.)

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- Manage scope by being proactive.
- Change management process must be in place to manage scope/changes effectively.
- Do your part to identify a change, determine its impact, and provide information to stakeholder.
- Stakeholder determines whether change should occur based impact, cost, and time.

- 	Project Management
- 	Government Specific Course I

## Key Points (cont.)

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- Reference for planned vs. actual comparison and as basis for earned value analysis.
- Includes controlled elements for each project labeled as scope, schedule, or cost baselines.
- Changing baseline normally means changing scope.
- Controlling project baseline is absolutely essential to project success.

- 	Project Management
- 	Government Specific Course I

- Baseline includes original project data such as start and end dates, duration, assignments and cost estimates.

## Key Points (cont.)

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- This is what the change control process looks like:

**Baseline**

**Identify the **
**Change**

**Ask, “What is **
**the impact?”**

**Decision**

**Implement**

**Update **
**Baseline**

- 	Project Management
- 	Government Specific Course I

## Key Points (cont.)

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- Document, track and communicate changes
- Reconcile current budgets to prior budgets in terms of changes to ensure effective control
- Control retroactive changes that can affect reported costs, earned value or budgets

- 	Project Management
- 	Government Specific Course I

- The objectives of change control can include:

## Key Points (cont.)

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- Contractual changes/modifications
- Application of undistributed budget
- Re-planning
- Formal re-programming

- 	Project Management
- 	Government Specific Course I

- Change may occur as a result of:

## Key Points (cont.)

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- Number of changes requested.
- Number of changes approved.
- Average cost per change.
- Number of changes implemented.
- Number of changes verified.
- Number of types of changes.
- Percent of requirements that have changed since initial baseline.

- Metrics for stability include:

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- 	Government Specific Course I