Defining the Change Control System

by JOSEPH_PHILLIPS on MARCH 26, 2013

The change control system is a collection of processes that allow change requests to
be analyzed, approved, declined, and then managed. Get ready Im going to walk you
through the whole darn thing now!

A change request enters the change control system. The change request is written, not
verbal. The change request form follows a predetermined route as to how itll be analyzed,
either by the project manager, a change control board, or both. In this instance Im mapping
the change through a change control board. Your organization may have a slightly different
approach.
Technically there are four change control systems that entertain change requests:

Scope Change Control System. This is the most common, as most project changes
affect the project scope first and foremost.
Cost Change Control System. When a scope change request is entertained then a
corresponding concern is the cost of the scope change. The cost change control system can
be affected without changing the project scope when you consider how the cost of
materials may change. Lets say that you have a project to install oak floors and the cost of
the oak has increased by 30 percent. The cost change control system would manage the
change in cost to the oak floors.
Schedule Change Control System. Changes to the project schedule are also to be
managed. Scope changes can affect the project schedule as more deliverables may equate
to more time needed to create them. Schedule changes can happen without affecting the
project scope. Consider a delay by a vendor to ship the materials you need for your project.
Contract Change Control System. Contracts typically have provisions for allowing
changes or additional items to be entered into the contracted work, but not always.
Changes to the project scope may directly affect the contracted work so the contract
change control system is enacted.
Each change request then passes through integrated change control. Integrated change control
examines the impact of each change request on the other eight project management
knowledge areas, regardless of which change control system from which it originates.
Integrated change control asks the following questions:

Scope What affect does this change have on the project scope?
Time What affect does this change have on the project schedule?
Cost What will the cost of the change be for the project?
Quality How does this proposed change affect the quality of the project?
Human resources Will additional human resources be required as result of this change
request?
Risk Will additional risks be created as a result of this change request?
Stakeholder management what stakeholder will be affected by this change?
Procurement Will this change affect existing contracts or require new contracts to be
created?
When the change control board approves or declines the change request the change requestor
is informed of the project decision. All decisions on change requests are documented for future
reference.
If an approved change request affects the project scope then configuration
management is enforced. Configuration management is the documentation and
management of the features and functions of the projects product. Consider a change
request that changes the oak floors to maple. Configuration management is needed, because
the features and functions of the floors have been changed.
Update the project documents. In the previous example the floors were changed to maple so
the project scope statement would be updated to reflect the change, as would the work
breakdown structure, and the WBS dictionary. Additionally, the activity list, the quality control
activities, procurement documents, the project network diagram, and maybe even the project
staffing would need to be modified. A change request can have intense ripples through the
project management processes.

Every change that enters the project must pass through this change control process. If not
lookout! Theres a good chance that problems are lurking just below the surface in that project.
Examples include unchecked risks, cost overruns, missed deadlines, and frustrations from the
project team, the project customers, and management. Trouble abounds.