Lets walk through this in some more detail Put simply, they are:. First of all, any general issue could be dealt with 'face-to-face' if appropriate - logging it as a 'formal' project issue would be done if that were the best and only option.
As an example, a 'general' issue change control could include:. The last two items in the above list are issues "the risk HAS occurred", and "we hadn't thought of this new risk - now what is to happen? This therefore needs change control. It might be a request to add or subtract to the original agreement. If you were having a house built, two examples might be you requesting an extra bathroom, or asking for a dividing wall to be removed.
This covers errors or omissions either in work already carried out, or planned for the future. An example similar to above, would be if the builder of your new house advises that they can't include your patio area within the price. As such, any extra costs either in re-work to fix the off-specification, or reducing the price to you , should be met by the builder under PRINCE2 change control.
Suppose that possibly in order to meet your timescale If the change is an Off Specification, the project manager would try to fix the problem using any available Tolerance although optionally it may be prudent to seek advice from the Project Board The Project Board are usually senior people, and they may consider that having to authorize or not , all changes, that they should not be involved.
In such a case, they may delegate their responsibilities to a "Change Authority". The Configuration Management Strategy document will describe how your project's change control system will be implemented.
Another option to be discussed during the Initiation Stage, and included in the Project Plan , is to include a Change Budget in addition to the Project Budget. This has the added advantage of ensuring that changes do not "eat" into cost Tolerance.
Again, this is documented under your change control system. If such a budget is not made available, then any changes beyond budget or Project Tolerance would require the Board to seek agreement from Corporate or Programme Management - since it was they that set Project Tolerance.
This will greatly enhance decision-making. Each issue should be considered in the light of any impact to the Business Case, Risks, Cost, Time - and should be carefully weighed against any such benefit, advantage or saving. Remember also, that if a product is to be changed, its Product Description should be checked to see if that too, needs changing. All issues when raised under your PRINCE2 change control system, and should be entered into the Issue Log and categorized All issues should be given a priority rating ie.
Must Have, Nice to have, etc. Any issues that are simple misunderstandings should be dealt with directly and the Issue Log updated to reflect this. Remember that the impact may be positive or negative the Business Case might be improved as a result of the issue! You then promise to follow up on this change request, letting the requester know. Change Log Template. The change log is a document that is used by the project team to log and track change requests throughout the life of the project.
Free change request template for immediate download. No logins required. This change request form is editable. A Change Control Approach is used as a guideline to identify how, and by whom, the. The procedure to follow for dealing with issues. The templates are a good start but need to be tailored to suit any organisational policies and standards. It may describe general procedures such as submitting a change request for review by the Change Control Board, how.
For example, although it is not specified. A configuration item is the name given to an entity or item that is managed by Configuration Management. You could also say that a Configuration Item is anything that you want to track during the project. A Release is a complete and consistent set of products that are managed, tested and deployed as a single entity to be handed over to users.
PRINCE2 uses the term issue to cover any relevant event that has happened that was not planned and that requires some management action for example, a question or a Change Request. Issues can be raised at any time during the project and by anyone. The Issue and Change Management approach will be decided in the first stage, during the Initiating a Project process.
This approach can be reviewed at the end of each stage in the Managing a Stage Boundary process. The Change Control Approach document contains the strategy of how issues and changes will be handled in the project. One of the first questions the Project Manager should ask is: What are the existing standards for Issue and Change Control in the company? If there is a Programme environment in place, there will usually be a Change Control Approach template available.
The Change Control Approach should answer the following questions:. Like the other 3 strategy documents, the Change Control Approach document is created in the Initiating a Project process by the Project Manager and will be approved by Project Board. However, it may be difficult to explain these four prioritize levels to a requester, and most of the time they want to say that their request for change is very important.
So here are some simple questions to ask that should help you get the correct information from the requester.
The Change Authority is a person or group who consider requests for change and off-specifications. It is the responsibility of the Project Board, so they can do it themselves, which is more common where few changes are expected, or they can assign this to other persons.
If a lot of changes are expected, then this will take up too much time from the Project Board and it is better to give the authority to another person or group of persons. This all depends on the size and value of the project, the change budget, the amount that the Change Authority can spend on each change and other such factors. So this could be the secretary of the Executive, one of the Project Board, a financial person or any other competent person. The Change Authority will have a change budget, which is a sum of money that the customer and supplier agree to use to fund the cost of Requests for Change.
It is advisable to have a change budget for each project. The Project Board can limit the cost of a single change or the amount to be spent in any one stage. The Change Control process is a very important tool for the Project Manager. Let me give you an example. This is our change request process and here is our Change Request form. I can explain this to you or help you to fill this in.
Configuration Management is a collection of all the activities that maintain and control changes for each product throughout the lifecycle of the project and after the project is completed. It is about looking after the Project Products. Baselined products are also used to compare the current situation with the previous objectives.
Control also deals with the storing and distribution of copies, access control, archiving and other such activities for both management and specialist products.
Tip: Think about a recent project that you have worked on and how you controlled access to documents and prevented other users from making changes to agreed documents. This is something that you may never have done or seen in a project, but it is good to know that this activity exists and can be used if required.
If you have a well-formed Configuration Management system to track approvals, feel free to remove this section. Download icon Download the Template. We use cookies and similar technologies on our website.
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