Managing Change Requests: A Critical Process in Project Management

Change is inevitable in any project. As projects progress, changes often become necessary to project scope, schedule, resources, or other aspects. Implementing changes without a formal process can lead to miscommunications, uncontrolled scope creep, budget overruns, and missed deadlines. That's why a change request process is a critical component of project management. This article will explore what change requests are, the benefits of a structured change request process, what an effective change request form contains, and best practices for managing change requests to keep your projects on track.

Why Change Happens in Projects

Changes happen in projects for many reasons:

• The client realizes they need something additional or different than what was originally agreed upon in the project scope.

• Issues or risks pop up that require alterations to the project plan.

• There are changes to project constraints like budget, deadlines, or resource availability.

• Errors or omissions in the original project scope need to be addressed.

• External factors, like new technologies or changing market conditions, dictate changes.

• The project team identifies better ways of doing things as work progresses.

The likelihood of changes increases with longer and more complex projects. Change is an inevitable and normal part of the project lifecycle. The key is having an effective process to manage proposed changes.

The Benefits of a Change Request Process

Without a formal change request process, changes can happen in an ad-hoc manner. The project manager may receive change requests via email, phone calls, or conversations in passing. This lack of structure makes it hard to track changes and assess their impact on the project. Uncontrolled changes often lead to:

• Scope creep where requests keep getting added without consideration for schedule and budget.

• Poor communication where not everyone is aware of changes being made.

• Hidden costs when the full impact of changes is not properly evaluated.

• Missed deadlines because changes affect the critical path.

• Rework when changes are made without updating plans, requirements, or deliverables.

• Loss of project alignment if changes take things in a different direction.

A disciplined change request process prevents these problems by funneling all change proposals through a single, controlled channel. Key benefits include:

• Maintaining scope discipline by only approving changes that are deemed necessary.

• Assessing the full impact of proposed changes on cost, schedule, resources, risk, and quality before approval.

• Ensuring proper documentation of requested changes for tracking purposes.

• Updating all project plans and documentation to reflect approved changes.

• Communicating changes to all stakeholders in a timely manner.

• Providing accountability for requested changes.

• Managing scope creep by ensuring only beneficial changes are implemented.

The change request process balances flexibility with control. It allows beneficial changes to be made while protecting project objectives. Let's look at how to develop an effective change management process.

Creating a Change Request Process

Here are some tips for creating a streamlined change request process for your project:

Use a Standard Change Request Form

A standardized change request template is used to capture all change proposals in a consistent manner. This form should include:

• A unique ID number to track the request.

• Name of requester.

• Date request was submitted.

• Project name.

• Description of the proposed change.

• Rationale for the change.

• Impacts of implementing the change on scope, budget, schedule, resources, and risks.

• Cost/benefit analysis.

• Recommendation on whether the change should be approved.

• Sign-offs by approvers.

A standardized form makes it easy to evaluate change requests and ensure proper analysis is performed.

Define Roles and Responsibilities

Clearly define who can submit change requests, who reviews/approves them, and who communicates decisions and updates project documents. Typical roles include:

• Requesters: Any stakeholder on the project team can submit a change request.

• Evaluators: Project managers and leads evaluate change requests and make recommendations.

• Approvers: Sponsors or senior managers approve/reject change requests based on recommendations.

• Implementers: Team members who action the changes.

• Communicators: Project manager communicates change request decisions.

Establish a Change Control Board (CCB)

A CCB is a group that evaluates and approves change requests on behalf of the sponsors. Having a CCB speeds up decision making so small changes don't have to wait for sponsor approval. Define CCB composition and the types of changes they can approve vs escalating.

Integrate With Project Management Tools

Use project management software like Jira or Trello to submit and track change requests. This gives you a central place to document and report on changes. Approval workflows can be automated within the tools.

Monitor and Report on Changes

Analyze change request metrics like number submitted, approved, rejected, types of changes, and impact on project baseline. Look for trends that may warrant process adjustments. Report on change requests to sponsors and stakeholders.

Following a disciplined change control process is crucial for managing changes effectively. Next let's look at key elements to include in change request forms.

What to Include in a Change Request Form

The change request form acts as the official project change document that captures critical details about proposed changes. Here are some important elements to include:

Change Request Number

Assign a unique ID number to each request to make it easy to track and reference. Numbers should be sequential or follow a defined numbering scheme.

Name of Requester

Record who submitted the request whether it's a team member, client, or other stakeholder.

Request Date

Note the date the change request was submitted.

Project Name

Reference the specific project for which the change is requested.

Change Description

Provide a detailed description of the proposed change. Explain what is changing, where it applies, and how it will be implemented.

Rationale for Change

Document the business or technical reasons for making the change. This provides justification.

Scope Impact

Describe how the change will alter the approved project scope and/or requirements.

Schedule Impact

Analyze how the change will affect major milestones and delivery dates in the project schedule.

Cost Impact

Estimate any effects on budgeted costs due to new or additional work required.

Resource Impact

Note if the change requires more time from assigned resources or additional team members.

Risk Impact

Identify any new risks or how existing risks are impacted by the proposed change.

Change Options

List any alternate options or contingencies if the change cannot be implemented as described.

Recommendation

The evaluator makes a recommendation to approve or reject the change request.

Approvals

Tracks sign-off by all approvers as per company policies.

Including the right level of detail in change forms enables informed decisions on proposed changes. Let's look at some best practices for managing change requests.

Best Practices for Managing Change Requests

Here are some tips for effectively managing change requests within your project:

• Provide change request guidance - Give team members guidelines on when and how to submit change requests. Explain the change process and importance of following it.

• Act promptly on requests - Change requests should be evaluated and decided on in a timely manner to keep projects moving forward.

• Evaluate carefully - Thoroughly analyze the impact and benefits before approving changes. Seek clarification if needed.

• Check dependencies - Evaluate how requested changes may affect other project components, activities, and resources before final approval.

• Communicate decisions - Notify all stakeholders when a change is approved or rejected as soon as possible.

• Update project documents - Revise project scope statements, plans, schedules, budgets, and requirements to reflect approved changes.

• Hold a meeting - For substantial changes, hold a meeting to discuss implementation details with the team.

• Provide change management training - Give team members training on change management principles and processes.

• Stick to the process - Make sure even small changes go through the change request process. Don't allow deviations.

• Track change metrics - Monitor and report on change request volume, types, impacts, and outcomes to improve processes.

• Refine as needed - If some part of the change request process isn't working smoothly, make adjustments.

Following structured change management procedures is one of the hallmarks of excellent project management. It leads to greater stakeholder satisfaction, lower risk, and better outcomes. Build time into your project plans for properly managing changes through a disciplined change control process. With the right level of planning and flexibility, your projects can successfully navigate change.

Summary - Key Points About Change Requests

Here are some key takeaways on the importance of change request management:

• Changes are a normal occurrence in projects from initiation to closure.

• Lack of change control leads to misalignment, rework, delays, and budget overruns.

• A structured change request process maintains scope discipline and surfaces impacts.

• Change forms capture all details needed to evaluate proposed changes.

• Change Control Boards help approve routine changes faster.

• Project management tools facilitate change tracking and reporting.

• Careful analysis minimizes unintended consequences of changes.

• Timely communication of change decisions prevents surprises.

• Approved changes must be incorporated into project documents.

• Following a consistent change process improves project outcomes.