SayPro Determine the integrated change control procedures.

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SayPro Determine the integrated change control procedures.

Perform Integrated Change ControlProject almost never run exactly according to the plan and changes, accordingly, changes are a normal part of project management. Integrated change control is performed constantly throughout the entire project life cycle to effectively manage the change process. The integrated change control process includes reviewing all change requests as well as approving and managing changes to any of the following: deliverables, organizational processes, project documents and the project management plan.The following activities are part of integrated change control:• Identifying that· A change is needed or· A change has occurred• “Influencing factor” that lead to informal, uncoordinated changes (i.e. preventing people from circumventing the required process). Informal changes often lead to a phenomenon known as “scope creep”• Reviewing, analyzing and approving requested changes promptly (usually done by a CCB, i.e., change control board .However, small changes may be designated to another party so that the CCB can pay proper attention to larger, more significant changes).• Managing approved changes• Maintaining the integrity of established baselines (i.e. You must adjust current baseline to reflect approved changes)• Reviewing and either approving or denying all recommended preventive and corrective actions.• Coordinating the effect of changes across the entire project (e.g., A change in the schedule may affect cost, quality, risk and staffing requirements).• Documenting the likely impact of requested changes (CCB).Configuration management and change control work together to accomplish three primary objectives:• Establish a consistent method for requesting changes to established baselines. The system must assess the potential value of all requested changes.• Improve the project by evaluating the likely impact of all requested changes (i.e., approve good changes and reject bad ones).• Provide effective communication mechanisms so that stakeholders are aware of all changes.Other key information about changes control:• Change control operates within the configuration management system. A major goal of change control is to control emerging scope against the baseline.• Changes may be requested at any time by any stakeholder.• Verbal change requested should always be recorded in written form.• Many changes systems use a CCB (change control board) for approving or disapproving change requests.• However, project managers may be authorized to approve certain change requests (e.g., if the likely impact is below established cost or schedule thresholds).• In some cases, changes may be approved by the customer (as per contractual provisions)• On large projects, multi-tiered CCBs, with different responsibilities, may exist (e.g., technical review versus cost or different CCBs for each project within a program)• Change systems often include provisions to handle emergency changes without prior reviews. In such cases, the change is usually documentary as soon as practical.• Every change request must be either accepted or rejected with documentary to support the decision.

Perform Integrated Change Control
Inputs Tools Outputs
1. Project management plan2. Work performance information3. Change requests4. Enterprise environment5. Organizational process assets 1. Expert judgment2. Change control meeting 1. Change request status updates2. Project management plan updates3. Project document updates

Five Key Inputs for Perform Change Control:

  1. Project Management Plan: Provides the current, approved plan that may be affected by any approved changes.

  2. Work Performance Information: Provides the actual status of project activities and as such, may indicate where problems exist that requires changes.

  3. Change Request: This is the only instance in the site in which change request are an input. In the rest of this site, change requests are outputs to 2 of 20 planning processes, 5 of 8 executing processes and all 10 monitoring and control processes.

  4. Enterprise Environment Factors: Specific environmental factors that may influence integrated change control include:

Project management information systems (scheduling tools, configuration management system and information collection and distribution systems

  1. Organization Process Assets: The specific organizational process assets that may affect nitrated change include:

• Change control procedures• Procedures for approving and issuing change authorizations• Process measurement database (collect data on status of processes and products)• Project files (scope, schedule, cost, calendars, network diagrams, risk registers, risk response plans)• Control management knowledge baseTwo Key Tools Perform Integrated Change Control:

  1. Expert Judgment: In this case, it is important to get right subject matter experts on the CCB.
  2. Change Control Meeting: Meeting by the CCB to review change requests and either approve or reject each request.

Three Key Outputs for Perform Integrated Change Control

  1. Change Request Status updates:

• Approved change requests are implemented though Direct and Manage Execution and updates are made to project documents• Disapproved change requests are documented as such in the change request log.

  1. Project Management Plan Updates: Subsidiary management plans and baselines are updated, as needed.
  2. Project Document Updates: The change request log and any documents that are subject to the formal change control process are updated, as needed.

Other Information about Integrated Change Control:Change control operates as a subset of the configuration management system. Configuration management provides the following functions:

  1. The first major step (performed early in the project life cycle) identifies the functional and physical characteristics of the product. This step result in the establishment of three key baselines ( scope, time and cost)
  2. The next major step controls changes to those baselines and keeps careful records of the status of each change.
  3. The final step audits the final results to verify conformance to requirements (including any approved changes)

Flow DiagramThe diagram below shows the basic steps within the Change Control Procedure from the perspective of project management.Flow Diagram Descriptions

Step # Responsibility Detail
1. Change Request Identification Any project stakeholder · Recognize the need for a change and describe it on the Project Change Request form.
2. Change Request Assessment VT Project ManagerProject Team · Immediately defer or reject change request if it is not a valid one.o Deferred Change Requests will reenter this assessment step at a later time,o Rejected Change Requests are definitively stopped at this stage of the procedure.· For those Change Requests that are not deferred or rejected determine appropriate resources required to analyze the change request.· Perform a quick assessment of the potential impact, including an estimate of the costs and time scale for performing a detailed impact analysis.· Update the Change Request form.
3. Change Request Analysis VT Project Manager · Distribute the Change Request for analysis to appropriate project team members.
Assigned resources · Analyze impact of change, including effort estimate and financial impact, within agreed time frame.· Accept for detailed analysis, defer or reject.o Deferred Change Requests will reenter this analysis step at a later time,o Rejected Change Requests are definitively stopped at this stage of the procedure.
VT Project Manager · Collect, consolidate and document the analysis to show the total impact.· Update the Change Request form to document the decision.
4. Change Request Approval VT Project Manager · Steering Committee membership is planned for in the early planning stages of the project so it is already in place when needed. Membership is determined by a combination of project risk level and impact level of the change.1. What is project risk and complexity level?o Low risk projects may only require approval for changes from the project manager and/or sponsor.o Medium and High risk projects may, depending on impact level below, require approval for changes from a Steering Committee.2. What is the impact level of the change on the project?· Determine if the Change Request will have a “High” impact level.o If “Yes”, submit the Change Request to the Steering Committee for Approval.o If “No”, report changes to the Steering Committee.· Determine if the Change Request will result in a contract change.o If “Yes”, sign and submit Change Request for contracts approvalo If “No”, approve for implementation, defer, or reject.– Deferred Change Requests will reenter this approval step at a later time,– Rejected Change Requests are definitively stopped at this stage of the procedure.· Update Change Request form to document the decision.
ITA Contracts Manager · Review contracts impact of Change Request.o If “Approved”, update the Change Request form.o If “Not Approved”, then Defer or Reject the Change Request.
Steering Committee · Review impact of Change Request.o If “Approved”, VT Project Manger updates Change Request form.o If “Not Approved”, then Defer or Reject the Change Request.
5. Change Request Implementation VT Project Manager · Update project management plans and procedures.· Communicate changes to the team.· Monitor progress according to updated project management plans.· Record completion of Change Request.· Close Change Request.

Change LogA Change Log is a list containing some of the information about all of the Change Requests.

Content Description
Project Number The unique project number
PCR ID The unique identifier of the Project Change Request
Short description A brief summary of the proposed change
Raised by The name of the person who introduced the change
Priority The analyzed priority of the change (High, medium, or low).
Date raised The date the Change Request was introduced
Owner The name of the individual responsible for dealing with the Change Request
Target date The target date for addressing the Change Request
Status · Open· Approved for analysis· Approved for implementation· Implemented· Deferred· Rejected· Closed
Status date The date the status was last updated

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