Change control is a systematic process employed to manage and evaluate requests for alterations to approved project, program, or portfolio baselines. It ensures that proposed changes are thoroughly assessed and either approved, rejected, or deferred based on their potential impact on project success. (APM Body of Knowledge 7th edition)
Key Facts
- Definition: Change control is a process used to manage change requests for projects and big initiatives. It involves creating a change log to track project change requests.
- Change Management Plan: Change control is part of a change management plan, which coordinates budget, schedule, communication, and resources for managing change within a team or company.
- Change Control vs. Change Management: Change control is a specific process within the broader change management plan. Change control focuses on managing change requests, while change management encompasses coordinating various aspects of change.
- Benefits of Change Control Process: Implementing a change control process can lead to increased productivity, effective communication, better teamwork and collaboration, and improved project outcomes.
- Five Steps of a Change Control Process: The change control process typically involves five key steps: change request initiation, change request assessment, change request analysis, change request implementation, and change request closure.
Change Management Plan
Change control forms an integral part of a comprehensive change management plan. This plan outlines the roles and responsibilities for managing change within an organization, encompassing aspects such as budget, schedule, communication, and resource allocation. (Asana, APM Body of Knowledge 7th edition)
Change Control vs. Change Management
It is crucial to differentiate between change control and change management. Change control is a specific process that focuses on managing change requests, while change management encompasses the broader strategy and coordination of change within an organization. (Asana)
Benefits of a Change Control Process
Implementing a change control process offers numerous advantages, including:
- Enhanced productivity by eliminating confusion and streamlining project execution.
- Improved communication through clear documentation of change requests and their impact.
- Fostered teamwork and collaboration by ensuring that all stakeholders are informed and engaged in change decisions.
- Optimized project outcomes by preventing unnecessary or disruptive changes. (Asana)
Five Steps of a Change Control Process
The change control process typically consists of five key steps:
- Change Request InitiationA change request is submitted, outlining the proposed change and its rationale.
- Change Request AssessmentThe request is evaluated for its basic information and potential impact.
- Change Request AnalysisA thorough analysis is conducted to determine the feasibility and consequences of the proposed change. A decision is made to approve, reject, or defer the request.
- Change Request ImplementationIf approved, the change is implemented and communicated to the project team.
- Change Request ClosureOnce implemented, the change is documented and closed out, ensuring that all records and documentation are properly stored. (Asana)
Conclusion
Change control processes are essential for managing change in a controlled and effective manner. By implementing a robust change control process, organizations can minimize disruptions, improve communication, and enhance project outcomes.
Sources
- Asana: What is a Change Control Process?
- APM: What is Change Control?
- Harvard University Risk Management & Audit Services: Change Control
FAQs
What is change control?
Change control is a process used to manage and evaluate requests for alterations to approved project, program, or portfolio baselines.
What is the purpose of change control?
Change control ensures that proposed changes are thoroughly assessed and either approved, rejected, or deferred based on their potential impact on project success.
What are the benefits of implementing a change control process?
Benefits include enhanced productivity, improved communication, fostered teamwork and collaboration, and optimized project outcomes.
What are the key steps involved in a change control process?
The five key steps are: change request initiation, change request assessment, change request analysis, change request implementation, and change request closure.
Who is responsible for managing change control?
Typically, a change control board or a designated project manager is responsible for managing change control.
What types of changes require change control?
Any change that could impact the project’s scope, timeline, budget, quality, or deliverables requires change control.
How can change control help prevent project disruptions?
By evaluating the potential impact of changes before they are implemented, change control helps minimize disruptions and ensures that changes are made in a controlled and orderly manner.
What tools can be used to support change control?
Various tools, such as change request forms, change logs, and project management software, can be used to facilitate and streamline the change control process.