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Change Management Process 03 22 2012

This document outlines a change management process used by RCE Overseas Limited. The process involves 5 key steps: 1) identifying and submitting change requests, 2) reviewing change requests, 3) approving change requests, 4) implementing approved changes, and 5) closing change requests. Key roles include the change requester, project manager, change control board, and project team. The process is documented using a change request form and change log.

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121 views11 pages

Change Management Process 03 22 2012

This document outlines a change management process used by RCE Overseas Limited. The process involves 5 key steps: 1) identifying and submitting change requests, 2) reviewing change requests, 3) approving change requests, 4) implementing approved changes, and 5) closing change requests. Key roles include the change requester, project manager, change control board, and project team. The process is documented using a change request form and change log.

Uploaded by

Gah
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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iii

Change Management
Procedure
RCE OVERSEAS LIMITED
Port Harcourt, Rivers State

www.rceoverseas.com

VERSION 0.0.0

DOC REF: RCEO/HSE/0004

DOCUMENT INFORMATION

VERSION NO. 0.0.0 Initial issue for review


REVISION
REASON
EFFECTIVE
3rd September 2021
DATE

Etim Friday,
PREPARED BY SIGNATURE
HSE Supervisor

REVIEWED BY Amaechi, Project Manager SIGNATURE

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Table of Contents
1 Introduction......................................................................3
1.1 What is a Change Management Process?.......................3
1.2 When to use a Change Management Process................3

2 Change Management Process........................................1


2.1 Overview............................................................................1
2.2 Identify and Submit Change Request...............................3
2.3 Review Change Request...................................................3
2.4 Approve Change Request.................................................4
2.5 Implement and Close Change Request............................5

3 Change Management Roles............................................5


3.1 Change Requester............................................................5
3.2 Project Manager................................................................5
3.4 Project Team/Project Manager.........................................6

4 Change Management Documents..................................7


4.1 Change Request Form......................................................7
4.2 Change Log.......................................................................7

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1 Introduction

The Project Change Management Process is followed during the


Execution phase of the Project Management Life Cycle once the
project has been formally defined and planned.

1.1 What is a Change Management Process?

A Change Management Process is a method by which changes to


the project (e.g., to the scope, deliverables, timescales, or resources)
are formally defined, evaluated, and approved before implementation.
The process entails completing various control procedures to ensure
that, if implemented, the change will cause minimal impact on the
project’s objectives.

A Change Management Process is used to ensure that every change


identified is formal:

• Communicated
• Documented
• Reviewed
• Approved
• Implemented

1.2 When to use a Change Management Process

Any change to the project during the Execution phase will need to be
formally managed as part of the Change Management Process. With a
formal Change Management Process in place, the objective of delivering
a solution within 'time, cost and quality' may be protected.
The Change Management Process is terminated only when theiii
Execution phase of the project is completed (i.e., just before Project
Closure).
1

2 Change Management Process

2.1 Overview

The Change Management Process is undertaken to ensure that each


change introduced to the company operations or environment is
appropriately defined, evaluated, and approved before implementation.

Change Management will be introduced to this project through the


implementation of five key processes:

• The submission and receipt of change requests


• The review and logging of change requests
• The determination of the feasibility of change requests
• The approval of change requests
• The implementation and closure of change requests.

The following diagram describes the roles, processes and procedures


to be undertaken to initiate, implement and review the effects of
changes within the project.
2
3

2.2 Identify and Submit Change Request


This process provides the ability for any member of the project team
to submit a request for a change to the project. The Change
Requester:

• Identifies a requirement for change to any aspect of the


project (e.g., scope, deliverables, timescales, and
organization)
• Completes a Change Request Form (CRF) and distributes
the form to the Project Manager. The CRF summarizes the
change:

o Description
o Reasons
o Benefits
o Costs
o Impacts
o Any supporting documentation
o Approvals

2.3 Review Change Request


The Project Manager reviews the CRF and determines whether or not
additional information is required for the Change Control Board to
assess the full impact of the change to the project time, scope and
cost. The decision will be based on factors, such as:

• Number of change options presented.


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• Feasibility and benefits of the change


• Complexity and/or difficulty of the change options requested.
• Scale of the change solutions proposed.

The Project Manager will record the CRF details in the Change Log to
track the status of the change request.

2.4 Approve Change Request

The Project Manager will forward the Change Request From and any
supporting documentation to the Change Control Board (CCB) for
review and final approval. The CCB will determine the feasibility of
this change by examining factors, such as:

• Risk to the project in implementing the change


• Risk to the project in NOT implementing the change
• Impact on the project in implementing the change (time,
resources, finance, quality). After a formal review, the CCB may:
• Reject the change
• Request more information related to the change
• Approve the change as requested
• Approve the change subject to specified conditions.
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2.5 Implement and Close Change Request


If the change is approved, the following will occur:

• An implementation date of the change will be identified


• A test of the change will be scheduled and performed
• The change will be implemented
• The implementation of the change will be reviewed and
deemed successful or corrective actions taken
• The success of the change implementation will be communicated
to all parties
• The change request will be closed on the Change Log

3 Change Management Roles

The following will play a role in the request, review, tracking and
approval of a change request:

3.1 Change Requester

The Change Requester initially recognizes a need for change to the


project and formally communicates this requirement to the Project
Manager. The Change Requester is responsible for:

• Identifying the requirement to make a change to the project


• Documenting the requirement by completing a CRF
• Submitting the CRF to the Project Manager for review.

3.2 Project Manager

The Project Manager receives, logs, monitors and controls the


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progress of all changes within a project. The Project Manager is


responsible for:

• Receiving all CRFs and logging them in the Change Log


• Categorizing and prioritizing all CRFs
• Reviewing all CRFs to determine whether additional information is
required
• Forwarding the CRF to the Change Control Board for approval
• Escalating all CRF issues and risks to the Change Control Board
• Reporting and communicating all decisions made by the Change
Control Board
• Close the Change Request and update the Change Log when
completed.

3.3 Change Control Board


The Change Control Board (CCB) is the Steering Committee or other
authorized body who is the principal authority for all CRFs forwarded
by the Project Manager. The Change Control Board Group is
responsible for:

• Reviewing all CRFs forwarded by the Project Manager


• Considering all supporting documentation
• Approving I rejecting each CRF based on its relevant merits
• Resolving change conflict (where 2 or more changes overlap)
• Identifying the implementation timetable (for approved changes)

3.4 Project Team/Project Manager

The Project Team and Project Manager schedules and implements


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all changes. This group is responsible for:

• Scheduling all changes (within the parameters provided by the


Change Control Board)
• Testing all changes, prior to implementation
• Implementing all changes within the project
• Reviewing the success of a change, following implementation

4 Change Management Documents

The following documentation is used to monitor and/or control changes


to the project:

4.1 Change Request Form


The 'Change Request Form' identifies and describes a proposed
change to the project.

4.2 Change Log


The 'Change Log' is where all requests for changes are registered
and tracked through to resolution.

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