Project change management

Project change management is the process of identifying, documenting, assessing and approving changes to a project. It is an integral part of project management and includes the processes of assessing the impact of changes and managing the implementation of those changes. It includes the processes of decision-making, planning, communication, and execution of the changes. It involves monitoring and controlling the impact of the changes on the project and reporting the results to stakeholders. It also involves managing the risks associated with the changes.

Example of project change management

• A project manager is working on a project to develop a new website for a client. As part of the project, they need to make changes to the existing codebase. The project manager will need to use project change management to assess the impact of the changes, identify risks associated with the changes, and plan for their implementation. The project manager will need to communicate the changes to stakeholders, create a timeline for the changes, and track progress. They will also need to monitor the impact of the changes to ensure the project is successful.
• A project team is working on a project to launch a new product. As part of the project, they need to make changes to the existing architecture. The project team will need to use project change management to assess the impact of the changes, identify risks associated with the changes, and plan for their implementation. The project team will need to communicate the changes to stakeholders, create a timeline for the changes, and track progress. They will also need to monitor the impact of the changes to ensure the project is successful.
• A project manager is working on a project to develop a new software application. As part of the project, they need to make changes to the existing codebase. The project manager will need to use project change management to assess the impact of the changes, identify risks associated with the changes, and plan for their implementation. The project manager will need to communicate the changes to stakeholders, create a timeline for the changes, and track progress. They will also need to monitor the impact of the changes to ensure the project is successful.

Best practices of project change management

1. Establish a Change Control Board: The Change Control Board (CCB) is responsible for the review and approval of all changes to a project. This board should include representatives from all stakeholders, including the project manager, customer, and other key stakeholders.
2. Clarify the Change Request Process: A formal change request process should be established so that stakeholders can clearly understand how to submit and review change requests. This process should include a timeline for review and approval.
3. Develop a Change Management Plan: A Change Management Plan should be developed to define the scope of the change, the steps required for implementation, and the resources required to complete the change. This plan should also include a timeline for completion and any risks associated with the change.
4. Implement Change: Once a change is approved, it should be implemented according to the Change Management Plan. This includes communicating the change to stakeholders, updating project documentation, and making any necessary changes to the project schedule and budget.
5. Monitor and Report on Change: The project manager should monitor the implementation and impact of the change and report regularly on the progress and any issues that arise.

When to use project change management

Project change management should be used when any change is proposed to a project in order to ensure that the change is properly evaluated and managed. The following are some of the applications of project change management:

• To identify and document changes that must be made to a project in order to meet its objectives.
• To assess the impact of the proposed changes on the project, its stakeholders and its budget.
• To approve or reject the changes based on the assessment of the impact.
• To develop an implementation plan for the changes and monitor its progress.
• To manage the risks associated with the changes.
• To update stakeholders on the progress of the implementation and the risks associated with the changes.
• To ensure that the changes are properly implemented and that the objectives of the project are met.

Steps of project change management

Project change management is the process of identifying, documenting, assessing and approving changes to a project. The following steps are typically involved in the process:

• Identification of Change - Project change management begins with the identification of changes that may be necessary for the success of the project. This includes analyzing project requirements, assessing the impact of the changes, and determining the feasibility of implementing them.
• Planning - After the change is identified, a plan is developed to implement the change. This includes setting objectives, determining the resources needed, and developing an action plan.
• Communication - Once a plan is developed, it is important to communicate the plan to all stakeholders. This includes notifying stakeholders of the changes and their impacts, and providing information on how the changes will be implemented.
• Execution - During project change management, the changes are then implemented. This includes monitoring the progress of the changes, tracking the results, and ensuring that the changes are meeting the goals of the project.
• Evaluation - After the changes have been implemented, it is important to evaluate their effectiveness. This includes assessing the impact of the changes, determining the successes and failures, and making adjustments as necessary.

Advantages of project change management

Project change management can be beneficial for organizations by providing a structured approach to managing changes in a project. The advantages of project change management include:

• Improved efficiency and productivity - Project change management helps to identify and implement changes quickly and efficiently, reducing the time needed to complete a project.
• Reduced risks - Project change management helps to identify and assess the risks associated with the changes and to mitigate the risks before they become serious.
• Improved communication - Project change management facilitates the communication between stakeholders, allowing them to be informed about the changes and to provide their input.
• Increased visibility - Project change management provides visibility of the changes and allows stakeholders to track the progress of the project.
• Improved quality - Project change management ensures that the changes are implemented according to plan, resulting in a higher quality of the project.

Limitations of project change management

Project change management has several limitations that must be taken into account when planning and implementing a project. These include:

• Lack of clarity and consensus on the scope and objectives of the project - It is important to ensure that all stakeholders are clear on the scope and objectives of the project before changes are made. Without a clear understanding of the project objectives, it is difficult to determine the impact of proposed changes and to ensure that the changes are properly implemented.
• Poor communication - Changes to a project can be difficult to communicate to all stakeholders involved. Without effective communication, it can be difficult to ensure that all stakeholders are aware of the changes and understand the impact they may have on the project.
• Unforeseen costs and delays - Changes to the project can often result in unforeseen costs and delays. It is important to properly assess the impact of any proposed changes to ensure that they are within the project budget and timeline.
• Difficulty in managing risks - Changes to a project can introduce new risks that may not have been considered during the initial planning phase. It is important to assess and monitor the risks associated with any changes to ensure that the project is not put at risk.

Other approaches related to project change management

Project change management involves a number of processes and approaches to ensure successful implementation of changes. These include:

• Change Impact Analysis - involves assessing the possible effects of proposed changes to the project’s scope, budget, timeline, and resources. This helps to ensure that the changes are feasible and beneficial to the project.
• Change Control - involves setting up processes for controlling changes to the project. This includes establishing criteria for evaluating and approving changes, documenting changes, and monitoring the impact of changes on the project.
• Risk Management - involves identifying and managing the risks associated with changes to the project. This includes assessing the likelihood of risks occurring and developing strategies to mitigate those risks.
• Communication - involves informing stakeholders of the changes and their implications. This includes keeping stakeholders informed of the status of changes, gathering feedback on the changes, and communicating the changes to the team.

In summary, project change management involves a number of processes and approaches to help ensure successful implementation of changes to the project. These include change impact analysis, change control, risk management, and effective communication.

Project change management — recommended articles

Applications of project management — Aspects of project management — Integration of risk management — Project governance model — Configuration management plan — Project implementation phase — Programme planning — Monitoring and control — Plan and schedule

References

• Ibbs, C. W., Wong, C. K., & Kwak, Y. H. (2001). Project change management system. Journal of management in engineering, 17(3), 159-165.
• Hwang, B. G., & Low, L. K. (2012). Construction project change management in Singapore: Status, importance and impact. International journal of project management, 30(7), 817-826.
• Hornstein, H. A. (2015). The integration of project management and organizational change management is now a necessity. International journal of project management, 33(2), 291-298.