9 Things in the PMBOK

Project Change Management

10-Dec-08

What is Project Change Management?

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Project change management encompasses all of the processes necessary to determine where you are at compared to where you planned to be and the activities required to get back on track if those are not aligned

Why is Project Change Management Important?

• Projects seldom run exactly according to plan.  Project deliverables must be maintained by carefully and continuously managing changes, either by rejecting changes or by approving changes so those approved changes are incorporated into a revised baseline

• Enables the project team to identify potential problems in a timely manner and take corrective action, when necessary, to control the execution of the project

• Ensures the project team and stakeholders have an accurate understanding of what has been completed in the project to-date and what will be delivered in total

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Actual vs Planned

Determining where you are vs. where you planned to be:Requires project details be documented and approved

• Documented scope, cost, time, quality, people, other (eg. Charter)

• Documented details of product / service functionality (eg. Requirements Document)

Requires processes and tools to assess performance to determine whether any corrective or preventative actions are indicated, and then recommending those actions as necessary

• Scope and requirements verification throughout the project

• Budget tracking and forecasting

• Task duration tracking

• Overall project timeline tracking & verification

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Getting Back on Track

How can we get on track again?– Identify that a change needs to occur or has occurred

– Document the complete impact of requested changes

– Follow approved processes for documenting and approving requested changes

– Maintain the integrity of baselines by releasing only approved changes for incorporation into project products or services, and maintaining their related configuration and planning documentation

– Control and update the scope, cost, budget, schedule and quality requirements based upon approved changes, by coordinating changes across the entire project

– Influence the factors that circumvent integrated change control so that only approved changes are implemented

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Definitions

Project Change Management - a general term describing the procedures used to ensure that changes are introduced in a controlled and coordinated manner.

Change Request – Requests to expand or reduce the project scope, modify policies, processes, plans or procedures, modify costs or budgets, or revise schedules.

Change Order – Used in some companies to identify approved change requests (change request when the request is made and change order once it has been approved)

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The PMBOK

• “Project Management Body of Knowledge”– sum of knowledge within the profession of project

management

– used to document and standardize generally accepted project management information and practices

• produced by the Project Management Institute• revised and reprinted every 4 years – fourth edition is

expected to be released shortly

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PM Knowledge Areas & Process Groups

PM Process Groups / Knowledge Area Processes

Initiating Process Group

Planning Process Group Executing Process Group

Monitoring & Controlling Process Group

Closing Process Group

Project Management Integration

Develop Project Charter Develop Prelim Project Scope Statement

Develop Project Management Plan

Direct and Manage Project Execution

Monitor and Control Project WorkIntegrated Change Control

Close Project

Project Scope Management

Scope PlanningScope DefinitionCreate WBS

Scope VerificationScope Control

Project Time Management

Activity Definition & SequencingResource EstimatingDuration EstimatingSchedule Development

Schedule Control

Project Cost Management

Cost EstimatingCost Budgeting

Cost Control

Project Quality Management

Quality Planning Perform Quality Assurance Perform Quality Control

Project HR Management

Human Resources Planning Acquire Project TeamDevelop Project Team

Manage Project Team

Project Communications Management

Communications Planning Information Distribution Performance ReportingManage Stakeholders

Project Risk Management

Risk Management PlanningRisk IdentificationQualitative / Quantitative Risk AnalysisRisk Response Planning

Risk Monitoring and Control

Project Procurement Management

Plan Purchases and AcquisitionsPlan Contracting

Request Seller ResponsesSelect Sellers

Contract Administration Contract Closure

Process Inputs, Tools & Techniques & Outputs

Process / Inputs Tools & Techniques Outputs

Scope VerificationProcess of obtaining stakeholder’s formal acceptance of the completed project scope & deliverables•Project scope statement•WBS dictionary•Project scope mgmt plan•Deliverables

•Inspection •Accepted deliverables•Requested changes•Recommended corrective actions

Scope ControlConcerned with influencing the factors that create project scope changes & controlling the impact of those changes•Project scope statement•WBS dictionary•Project scope mgmt plan•Performance reports•Approved change requests•Work performance information

•Change control system•Variance analysis•Re-planning•Configuration mgmt system

•Project scope statement updates•WBS & WBS dictionary updates•Scope baseline updates•Requested changes•Recommended corrective action•Organizational process assets updates•Project mgmt plan updates

Schedule ControlConcerned with determining current status of schedule, influencing factors that create changes, determining if it has been changed, managing actual changes•Schedule mgmt plan•Schedule baseline•Performance reports•Approved change requests

•Progress reporting•Schedule change control system•Performance measurement•Project management software•Variance analysis•Schedule comparison bar charts

•Schedule model data updates•Schedule baseline updates•Performance measures•Requested changes•Recommended corrective actions•Organization process assets updates•Activity list updates•Activity attributes updates•Project mgmt plan updates

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Process Inputs, Tools & Techniques & Outputs

Process / Inputs Tools & Techniques Outputs

Cost ControlConcerned with determining current status of costs, influencing factors that create changes, determining if it has been changed, managing actual changes•Cost baseline•Project funding requirements•Performance reports•Work performance information•Approved change requests•Project Mgmt Plan

•Cost control system•Performance measurement analysis•Forecasting•Project performance reviews•Project management software•Variance mgmt

•Cost estimate updates•Cost baseline updates•Performance measurements•Forecasted completion•Requested changes•Recommended corrective actions•Organizational process assets updates•Project mgmt plan updates

Perform Quality ControlInvolved monitoring specific project results to determine whether they comply with quality standards & identifying ways to eliminate causes of unsatisfactory results•Quality Mgmt Plan•Quality Metrics•Quality Checklists•Organizational process assets•Work performance information•Approved change requests•Deliverables

•Cause and effect diagram•Control charts•Flowcharting•Histogram•Pareto charts•Run charts•Scatter diagram•Statistical sampling•Inspections•Defect repair review

•Quality control measurements•Validated defect repair•Quality baseline updates•Recommended corrective actions•Recommended preventative actions•Requested changes•Recommended defect repair•Organizational process assets updates•Validated deliverables•Project mgmt plan updates

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In conclusion . . .

. . . follow process and progress will follow.

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Questions?

Thank you

for coming!

Contact us [email protected] or 210-8792

Visit our web-site atwww.ucalgary.ca/deliver.it

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The end.