PMP Preparation - Change Management in Predictive, Agile and Hybrid approaches
Perform Integrated change control: Why do we need it?
Key Focus: Look at the impact of each change on all the project constraints. Any change in one project constraint- can bring changes to other project areas or other constraints- so that needs to be evaluated thoroughly before proposing any change request to CCB or taking decision on that change.
Through integrated change control: We are ensuring that as changes are accepted- all project artifacts which are getting impacted should be
updated & make sure that now your project team is aligned & working with these new artifacts.
When do we need a formal change request or when do we go through an Integrated change control process?
When the charter or project management plan has been approved- then only you need a formal change request.
When do you not need it?
When your project might be planned, project charter and baselines are still getting developed. Then you do not need a formal change request.
Now - Let's look at the approach to manage change depending upon the type of project it is:
Predictive Projects: In Predictive or plan drive projects, changes can have negative effects as they may disrupt the project or they may be expensive.
CCB: CCB includes project mgr, sponsor, experts, customers, functional manager. In predictive / plan driven projects set up, projects have CCB.
In Organization where CCB is formally established , CCB is responsible for taking decision on change which can be accepted, deferred or rejected after
proper evaluation of the change. CCB decisions on change are recorded in the change log.
Step by Step Process for Change control:
1. Prevent the root cause of change: Yes, this step might sound weird. But the first step which Project manager should work towards is preventing unnecessary change
in a project. In a plan driven environment, it is considered that the project manager has not taken necessary steps in the beginning which has led to changes in later stages of the project.
2.Identify & document the Change: Whenever any change request is received, First get clarity on change requested, reason of the change, aim of change
& document that change request received in a change log. Change request form should contain details- Change request name, date of request,
change request ID, Priority, owner details, status, status date, Target date.
Who can request for change? Any stakeholder can request for a change in project including project manager, sponsor, team, management, customer or any other stakeholder.
2. Evaluate its impact: Once CR is documented, Project manager evaluates the impact of change. Impact of change needs to be thoroughly analyzed.
3. Assess various options: There can be different alternatives to implement a change request from technical & project management point of view. We need to find the best
implementation option that will impact the project least.
4. Present it to CCB for further decision making: Project manager with his analysis reports submit change request to CCB for their decision making.
5. Take customer buy- ins: In some projects, it is also important to take customer consent before execution of change.
6. Document CCB decisions in Change control System: Decision of CCB should be documented in Change log with its proper reasoning for future record purpose. Even if change is rejected or deferred- the reason for not accepting change should be documented.
7. Update project artifacts & inform stakeholders: If any change could affect other project artifacts , documents then all of them should be updated. If Change in scope leads to change in WBS, WBS dictionary, scope statement- all such documents & artifacts should be updated to reflect the impact of change. Also, stakeholders should be kept informed about the decision taken on CR to manage their expectations.
8. Implement change if accepted:
9. Ensuring accepted changes are implemented & manage project as per revised project management plan:
Agile & Hybrid Project: Managing changes here in Agile or change driven projects is assumed to be an ongoing part of the process. But it doesn't mean the Product owner will implement any change any time. Here, also changes need to be carefully planned & managed.
In Agile projects, the Product owner is responsible for managing day to day changes which are coming in the project. However, in agile projects also if any project is crossing the threshold limit of budget, timeline given to the product owner, then the product owner needs to escalate this to the sponsor or steering committee.
Book Reference:
PMBOK 7, PMBOK 6 and Rita Mulachy