Change Management Plan Example

Change Management Plan Example

Creating a Change Management Plan is a mandatory step in project management practices. It is the responsibility of the project manager to define the Change Management process.

In this article, we present an example Change Management Plan. You can use this material for your academic or professional needs. However, in a real environment, if you are managing a real project, you will probably need to change your document. Use this article for reference and support only.

Real Example of Change Management Plan

A change in the project is any deviation from the planned, specified, and accepted processes and requirements for the specific project, defined in its scope. Reference: “Sample Change Request Form: Real example for project managers” by Samantha Rhine, 2020, https://www.businesspad.org/sample-change-request-form-real-example/ The change may be the result of a request from the client or senior management in the Organization at a particular stage of project implementation, possibly affecting project constraints. The changes may be a consequence of new or dropped requirements, the need for corrective action as a result of finding deviations, eliminating errors. Reference: “Project Change Management Plan, a real example and template” by Liam James, 2020, https://pm.mba/posts/project-change-management-plan/

The desire to make changes in the process of development of the project “Innovative washing machine” by the contracting authority is entered in the approved form for a request for change, which is part of the project documentation.

The change request form may be submitted by hand or electronically to the Office of the Organization. Each change request is given an incoming number and the date and time of submission are recorded so that there is clear traceability of the request path. The content of the change request must contain contact details and feedback from the sender. Reference: “Change Management Plan”, (BVOP.org) https://bvop.org/learn/documentations-management/#section1.1.9

Give the highest priority for processing the Form for a request for a change in the project, received in the office, compared to the other requests for change for the same project or other parallel projects.

The right to submit a Form for a request for change on the part of the assignor has a Project Manager on behalf of the client or the person who replaces him in his absence, and his authorization is to submit a request for any degree of change, which may be small, large, critical or trivial. This is the right of the Client. Reference: “Change management and quality” by Davis Timothy, Wider Europe ISSN 2563-1527, 2020, https://w-europe.org/change-management-and-quality/

Each form of a change request is addressed to the attention of the Project Manager.

Depending on the extent of the requested change, the approach to the processing of the request by the project manager is tailored to the reasons for the requested change, the importance of the information related to it, the events that will be affected, and the consequences of what should be changed the project. Reference: “Procurement Management Plan Example (in project management practices)”, https://stc-montreal.org/procurement-management-plan-in-project-management-practices/

The criticality in the project development stage is determined by the degree of impact of the change on the project constraints. The limitations of the project are everything that limits the capabilities of the project team. Limitations may be the scope of the project itself, the deadlines set, the pre-set budget, the quality requirements, the resources provided for the implementation of the project, and possible risks that will affect its implementation.

To get a clear idea of ​​whether the requested change will have a negative or beneficial effect on the project, the project manager should allow the team to be involved in the assessment of its impact on all project constraints. Reference: “Change Management Plan – Real Sample Document, Example”, https://www.policymatters.net/change-management-plan-real-sample-document-example/, 2019 Vol. 2 PolicyMatters ISSN: 1941-8280

The change of the project goes through a process of approval. Depending on the scope of the project, deadlines, budget, resources, and other determining factors, the approval is relevant to different operational levels in the Organization and roles in the project. The approval process will take some time, during which the teams will not commit to work until the change is approved. The customer must be notified and be patient to wait for the approval.

Approval of the change request

Once the approval of the requested change is a fact, the request for the change will be analyzed by the teams. Based on the analyzes, new planning of all resources, time, budget, and everything necessary will be made, different from the originally planned. Reference: “Change Control and Configuration Management in Project Management practices”, 2019, https://www.islandjournal.net/change-control-and-configuration-management-in-project-management-practices/

Only then will the client be offered the new parameters for the required additional time and resources. Confirmation of the proposal to make the requested change in the form of a response from the client will be expected.
It will be necessary to re-evaluate the values ​​of the volume of work performed, the input raw materials, and the additional time required to perform all activities performed to carry out the requested change. After calculating the costs, the client will be asked to sign an Annex to make a change to the project. Procurement management and practices may also need strict contracts. Read more: “Project lifecycle – a real-life example from a project management course”, https://www.nebraskasocialstudies.org/project-lifecycle-a-real-life-example-from-a-project-management-course/

If confirmation of the change is received, in practice the time schedules will be revised, new work plans will be approved, adjustments will be made in the teams and the processes will be adapted according to the approved request for change of the project.

2 thoughts on “Change Management Plan Example”

  1. Here is my proposal for a change management plan

    All changes to the project must be described, entered, and approved through the provided form for “Change request”. It is submitted to the client at the start of the project.

    Preliminary communication between the client and the project manager is possible regarding the possibility for realization of a given request, but until it is entered in the established order, the project manager / the contractor company / is not responsible for the implementation of the change.

    The “Request for Change” form

    The following persons have access to the processing of the “Request for Change” form:

    On the client’s side – the project applicant and/or his team. This is the person responsible for summarizing all project applications. Requests for change from third parties are not accepted without the explicit written consent of the applicant.
    On the part of the contractor – project manager of the project. This is the person who collects and consolidates the information needed to implement the project changes.
    Steps for submitting, analyzing, and approving a change request:

    1. The project applicant fills in the part of the form, separated as “To be filled in by a client”. This section includes a response to the following fields:
    Applicant – three names;

    Description of the change – a detailed description of what the change is;

    Priority – the client can choose priority from 1 to 3, respectively 1 indicates an urgent change, and 2 and 3 are activities that can be further re-prioritized by the project manager of the project;

    Level of criticality – here the client should indicate how critical a change is for the implementation of the project /e.g. a change related to the adopted new legislation may be critical. Again, the customer should indicate a number between 1 and 3, with 1 indicating a change of a mandatory nature and 2 and 3 a change that is subject to further coordination.
    Realized benefits of the change – the client justifies what the request for the change requires and the priority is given.
    Possible risks in case of non-fulfillment – here the level of criticality is justified and whether the possible non-fulfillment of the requested change hides a risk for the project.

    2. After completing his part of the form, the project applicant sends by e-mail the change form to the project manager.

    3. Within up to 5 working days, the project manager must review the received request, fill in the remaining part of the form and return feedback to the client. Required information for each of the remaining fields:
    The project manager enters the name of the project, the date on which the change request was received, and the incoming number of the form.

    Estimated costs and resources

    After communication with the responsible team that would implement the change, the project manager describes the estimated cost of implementing the request, as well as the necessary resources – materials, the time required for implementation.
    Impact of the change on the project – here the project manager describes the relationship / if any / of the change with the rest of the project scope. For example deviation from the accepted implementation schedule; dropping part of the approved scope due to the requested change; necessary additional activities in another stage of the project, due to the change – /e.g. the addition of another laundry program brings with it a mandatory change in the development of the mobile application /.

    4. After the form is supplemented with relevant information by the project manager, it is sent back to the client for coordination of the specified new conditions / additional cost, time, modifications /.

    5. In the “Opinion” field, the project applicant should sign one of the three options provided. If the change and conditions are approved, the form is submitted for approval and signature by the Project Director.

    6. If the request is approved by the Project Director, the change becomes part of the approved scope of the project and moves for implementation.

    7. If the request is denied or postponed, the project manager should notify the client, providing the necessary justification.

  2. Anything that is outside the already defined scope of the project is considered a change.
    Any change in the project will be able to be submitted by the project manager of the client when the change request is from the client. When the change request is from our organization, it will be possible only at the request of the Business owner.

    Each change request will be reviewed by us to determine how critical and important it is to the project. Requests for changes can be divided into the following categories:

    Critical change
    Normal change
    Minor change

    Any change request will go through an assessment of its criticality by the Business owner and Project manager and will consider whether it is critical to the project, what will be its impact on the project, and what will be the benefits of this change.

    A critical change is one that, if not implemented, could jeopardize the overall implementation of the project. It will be assessed whether the requested change will significantly increase the cost of the project, whether it will delay the implementation of the project, whether it will create inconvenience and dissatisfaction on the part of customers or other parties outside our organization – suppliers, contractors, and others. It will be assessed what the benefits of the requested change will be – whether it will lead to higher profits or more customer satisfaction.

    Once the change request has been assessed, the change request will be reported to the Steering Committee for approval. Only after approval by this body will it be possible to plan in time depending on other urgent and critical developments. It will need to be analyzed by a business analyst to assess what systems or processes will be affected. The cost, resources, and time required for this change will be assessed.

    It will then be brought to the notice of the sender of the change request. Once there is a positive response from the sender, the requested change will be planned in time, if necessary, schedules and other planned works will be moved and an annex to the requested change will be signed.

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