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How to undertake Change Management

July 15 2009

Project Tips: How to undertake Change Management

Change Management is the process by which changes to the project’s scope, deliverables, timescales or resources are formally defined, evaluated and approved prior to implementation. A core aspect of the Project Manager’s role is to manage change within the project successfully. This is achieved by understanding the business and system drivers requiring the change, documenting the benefits and costs of adopting the change and formulating a structured plan for implementing the change. To formally request a change it is often necessary to complete a Change Request Form.

Change Request Forms should include:

  • Summarised project information (such as name, delivery date)
  • A description of the proposed change to the project
  • A list of the business / system drivers requiring the change
  • A list of the benefits and costs of implementing the change
  • An overview of the impact of implementing the requested change
  • A formal approval section for authorisation of the change.

Following completion and approval of the Change Form, the change is implemented and the effect on the project is assessed to determine whether or not it resulted in the desired outcome.

Template Tips: Creating a project “Financial Plan

The following diagram depicts the activities undertaken during the Project Planning phase:

A key document created during this phase is the Financial Plan. A Financial Plan is created to identify the quantity of money required for each stage in the project. The total cost of labour, equipment and materials is quantified and an expense schedule is defined which provides the Project Manager with an understanding of the forecast spending vs. the actual spending throughout the project. A typical Financial Plan should:

  • List the types of costs to be incurred on the project such as labour, equipment, materials and administration costs
  • Identify the cost per unit for each cost type
  • Identify when each of the costs will be incurred by completing a Cost Schedule
  • Identify the cost per activity by completing a Cost Usage table.