Change Management Guidelines. Internal Projects

Transcription

1 Change Management Guidelines Internal Projects

2 Proprietary Information This document is the property of King Fahad University of Petroleum and Minerals KFUPM-ICTC Department, Kingdom of Saudi Arabia and is assigned the classification rating of Internal. Distribution may only be performed by KFUPM-ICTC Department authorized persons to recipients that have a valid need-to-know. The content of this document is proprietary information and may not be distributed, disclosed, published or copied without first obtaining KFUPM-ICTC Department s written permission.

3 Table of Contents 1. INTRODUCTION 4 2. CHANGE MANAGEMENT METHODOLOGY CHANGE MANAGEMENT APPROACH: CHANGE MANAGEMENT PRINCIPLES: CHANGE REQUEST ANALYSIS: CHANGE REQUEST APPROVAL: CHANGE IMPLEMENTATION: 6 3. ROLES AND RESPONSIBILITIES DIRECTOR ICTC PROJECT MANAGER PROJECT SPONSOR CHANGE REQUESTER (PROJECT TEAM/STAKEHOLDERS) 7 4. CHANGE MANAGEMENT PROCESS WORK FLOW PROCESS ACTIVITIES 0

4 1. Introduction The Change Management Plan created for the project in order to set expectations on how the approach to changes will be managed, what defines a change, the purpose and role of the different actors in change management process. All stakeholders will be expected to submit or request changes to the project in accordance with this Change Management Plan and all requests and submissions will follow the process detailed herein.

5 2. Change Management Methodology 2.1 Change Management Approach: The Change Management approach will ensure that all proposed changes are defined, reviewed, and approved so they can be properly implemented and communicated to all stakeholders. This approach will also ensure that only changes within the preview of this project are approved and implemented. The change management process is the ultimate responsibility of Project Manager. The project management plan, the project scope documents (such as Scope of Work (SoW) etc.), and other deliverables are maintained by carefully and continuously managing changes, either by rejecting changes or by approving changes, thereby, assuring that only approved changes are incorporated into the revised baselines. 2.2 Change Management Principles: Following change management principles will be applied to review, accept and implement any change: Changes may be requested by any stakeholder involved with the project Changes may be initiated verbally or in-writing, however, they should always be recorded in written form Change requests are analyzed to ensure that changes are within preview of scope of project and beneficial to the project Every documented change request needs to be approved or rejected by the concerned authority mentioned in the process (below). Determine how the change will be implemented. Approved change requests can require new or revised cost estimates, activity sequences, schedule dates, resource requirements, and analysis of risk response alternatives. The Project Manager must ensure that any approved changes are communicated to the project stakeholders. Additionally, as changes are approved, the project manager must ensure that the changes are captured in the project documentation where necessary. These document updates must then be communicated to the project team and stakeholders as well. 2.3 Change Request Analysis: Request Title: Mention a suitable title of the change request. Request Date: Mention the date on which the change request was received from stakeholder Change Request Description: Mention the detailed description of requested change Change Justification: Provide the following justifications for the change: o Business Objectives o Business Benefits Request Impact: Choose one or more of the following areas on which the change request has an impact: o Scope Changes: changes which are necessary and impact the project s scope which may be the result of unforeseen requirements which were not initially planned for. These changes may also impact budget and schedule. These changes may require revision to WBS, project scope statement, and other project documentation as necessary. o Schedule Changes: changes which will impact the approved project schedule. These changes may require fast tracking, crashing, or re-base lining the schedule depending on the significance of the impact.

6 o Cost Changes: changes which will impact the approved project cost. These changes may require requesting additional funding, releasing funding which would no longer be required or adding to project or management reserves. May require changes to the cost baseline. o Quality Changes: Changes which are necessary and impact quality of artifact or overall solution. Changes may also impact time, cost or scope. Impact Description: Provide detailed description of the impact in the light of the selected Request Impact fields. Cost Impact: Mention overall cost impact of the requested change only, if any approval of cost is required. Projected Risk: List any associated risks of implementing the requested change. Any Special Criteria What should be given special consideration when making the change. 2.5 Change Request Approval: Approval of concerned authority as per the change management process (below). 2.6 Change Implementation: The project documents that may be updated include, but are not limited to: i. Project management plan or any subsidiary plans ii. Baselines that are subject to the change management process: Changes to baselines should only show the changes from the current time forward. Past performance may not be changed. This protects the integrity of baselines and the historical data of past performance. iii. Any other relevant project documents

7 3. Roles and Responsibilities The following are the roles and responsibilities for all change management efforts related to the IS Project: 3.1 Director ICTC Review the change Approve, or Discard the proposed change 3.2 Project Manager Receive and log all change requests from project stakeholders Conduct preliminary risk, cost, schedule, scope analysis of change Seek clarification from change requestors on any open issues or concerns Provide any clarification to Project Sponsor or Director ICTC in the process of approval. Make documentation revisions/edits as necessary for all approved changes Communicate to all stake holders 3.3 Project Sponsor Review the change requested by Project Manager (PM) Make sure that PM has communicated the changes as result of approved change to all stake holders 3.4 Change Requester (Project Team/Stakeholders) Submit all change requests to PM Provide all applicable information and detail required by PM Be prepared to address questions regarding any submitted change requests Provide feedback as necessary on impact of proposed changes

8 4. Change Management Process 4.1 Work Flow 6.0 Processes applicable throughout Project 6.4 Change Management (Internal Projects) Start PM Notification Change Request Conceived, Analyzed and fill the form Template / Guidelines Update Project Plan (if applicable) End No Yes Project Sponsor Notification No Accept Notification Yes Notification Director ITC No Approve Yes Legend Incoming Connector Outgoing Connector Process with Details Manual Processes Activity Document Decision Notofication Manual Decision Template / Guidelines Start / End External Process External System

9 4.2 Process Activities Conceive Change, Analyze and fill the change request form Responsibility: Project Manager Inputs Change Request Form/Template Change details Activities Analyze the impact of change Calculate amount of efforts required Filled-in Change Request Form Outputs notification to Project Initiator Accept Responsibility: Project Sponsor Inputs Change Request Activities Evaluate and decide Outputs Decision on change request: o If approved, go to Step No o If rejected, go to Step No notification to Director ICTC Approve Responsibility: Director ICTC Inputs Change Request Activities Evaluate and decide Outputs Decision on change request o If approve, go to Step No o If reject, go to Step No notifications to PM and Project itiator Update Project Plan (if applicable) Responsibility: PM Inputs Approved Change Request Activities Update Project Plan Outputs Updated Project Plan and other Documents