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Project
Management
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Change Form
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Sample
Document
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When a project manager decides
that the project is failing in some way, or the Sponsor identifies that
the underlying business need has changed, it will be necessary to make a
change to the project plan as defined in the PID.
The change should be documented in the Change Form and agreed with the
Sponsor and Stakeholders at a Steering Committee meeting. |
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When should a "change" be formally managed?
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The rule of thumb is "when
it impacts more than one person or business unit".
However, if a person takes on a change voluntarily but in doing so
increases the time and/or cost of a task, the increased time will affect
other people - so the change should be controlled and not just slipped
through on the quiet. |
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The Process
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Explain the change process to the
project team, manager, sponsor and steering committee: |
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to let them know how it impacts them |
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to make sure they understand why it is important and
the control it gives them |
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to make sure they know when they should use it |
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When a change is identified make an
entry in the log and complete a form. Completing the form makes sure that
the significance and impact of the change has been considered and prompts
analysis of the change and any necessary consultation actions. |
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Hold a meeting with the sponsor to
obtain their authority for the change and for any increase or reduction in
time and cost.Changes that impact other people or business units are
alterations to the original terms under which the project was
commissioned. The sponsor may have to refer to the steering committee as
well. |
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Hold a meeting with any suppliers
impacted to agree any changes in the contracts. |
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Change Form Contents
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The change form describes the
following: |
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a description of the nature of the change |
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priority of the change |
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the reason for the change |
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the implications for not making the change, including
the related costs |
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preferred resolution |
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who is impacted and how |
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contractual implications |
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