Perform Integrated change Control

This article contains most of the important information you need to know about Perform Integrated change control process in order to answer questions related to this topic in the PMP Exam, I recommend you review this type of articles 1 week before your exam date, all information mentioned are based on PMBOK Guide 6th edition and PMP Exam Prep 9th edition for Rita Maclhy’s, ITTO refers to Inputs, Tools & Techniques and outputs.

This process is a part of Monitor and Control Process group and Integration Management Knowledge Area, expect to see around 20 exam questions about this topic, the followings are the ITTO’s

Inputs:

  1. Project Management Plan ( Change & Configuration management plans, Performance baselines )
  2. Project Documents ( Basis of estimates , risk report and requirement tractability matrix )
  3. Change Requests
  4. Work Performance Reports
  5. Organizational Process Assets
  6. Enterprise Environmental Factors

Tools & Techniques:

  1. Expert Judgment
  2. Change Control tools
  3. Data Analysis ( Alternative analysis , cost benefit analysis )
  4. Decision making ( Voting , multicritria decision analysis )
  5. Meetings

 

Outputs:

  1. Approved Change Requests
  2. Project Management Plan Updates
  3. Project Document Updates ( Change Log )

 

  • This process where the Change Log is created.
  • Change requests here are the major input of the process, all are evaluated and accepted or rejected in the perform integrated change control process.
  • Key focus in this process is to look at the impact of each change on all project constraints.
  • Approved change requests results from this process are implemented in the Direct and manage project work.
  • Note that during planning phase there is no need for any change request.
  • In order to fully evaluate the impact of change, it’s necessary to have a realistic project management plan to measure against and complete project & Product scope.
  • Changes can have negative impact on the project , changes made late in the project can cost up to 100 times more than if they were made early.
  • Professional Project manager should work to prevent the root causes of changes whenever possible.
  • Usually changes arise due to :
  1. Missed Requirements.
  2. Views of Stakeholders.
  3. Poor Design of a WBS
  4. Inadequate Risk assessment.
  • When the number of changes become excessive reevaluate the business case of the project and consider terminating the project while your review.
  • Mainly there is two types of changes :
  1. Key Change ,Those that effect the project management plan, baselines, policies and procedures, charter, contract or statement of work , in this case the change should go to the change control board ( CCB) in order to decide.
  2. Minor Change, Changes that doesn’t affect any project key element, Project manager may approve the change without referring to CCB.
  • Change Control Board, CCB: Responsible for reviewing and analyzing change requests in accordance with the change management plan for the project, they approve, postpone or reject the change, the result of the board decisions are documented in the Change Log , It is created in the Change management plan.
  • On high level basis, the project manager should follow these steps :
  1. Evaluate the Impact to all aspects of the project.
  2. Identify Options, cutting other activities or compressing schedule.
  3. Get change request approved internally.
  4. Get customer buy in (If needed).
  • Finally here is what to do in a detailed level :
  1. Prevent the root cause of the change.
  2. Identify Change; Project manager should be proactive in this process.
  3. Look at the impact of the change within knowledge area , If it a schedule change , how this will affect the project schedule.
  4. Perform Integrated change control :
  5. Assess the change, First of all you as a project manager should check if this change will benefit the project? note that any change that already have a reserve created for it would be counted in the project management plan as part of risk management efforts and should be handled as part of direct and manage project work.
  6. Look for options, increase opportunities, compress schedule, adjust quality or cut the scope …. Etc
  7. Change is approved or rejected by the CCB.
  8. Update the status of the change in the change log.
  9. Adjust the project management plan , project documents and baselines as needed .
  10. Manage stakeholders expectations by communicating the change to stakeholders affected by the change .
  11. Manage the project to the revised project management plan.


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