Changes are always possible when managing a project. These changes can be minor or large, but regardless of their scale and impact, the project manager must handle them efficiently.
This blog will focus on the change control process, its benefits, use cases, and how it differs from change management.
We will also discuss the steps of the change control process and a few examples.
What is the Change Control Process?
When a company undertakes a new project or organizational change, it creates a change management plan outlining the entire strategy and procedures. Change control is a process within a change management plan that manages change requests for significant projects and initiatives.
Generally, stakeholders submit these change requests, which might range from changes minor to major adjustments. However, not all change requests are accepted. The authority to approve or deny a change request resides solely with key stakeholders.
What is the difference between Change Control and Change Management?
It’s common to confuse change control with change management. In fact, the change control process is basically a part of a change management plan.
Here we give you a breakdown of their differences:
Benefits of Change Control Process in Software Project Management
The change control process offers many benefits in Software Project Management. Some of its benefits are given below:
1. Increased Productivity
Change control processes help increase productivity. The change control process will help eliminate confusion on project deliverables. The team will focus on executing the plan rather than worrying about gathering information about the changes.
2. Effective Communication
If the changes are documented properly, it will help minimize the communication issues. A clear timeline of project goals and changes fosters better communication within the team.
3. Effective Teamwork and Collaboration
When all team members are informed of project changes, their mutual collaboration will pave the way for the successful completion of the project. Better communication further enhances teamwork and cooperation among multiple teams working on a project.
4. Stakeholders Engagement
As a company, trust in the eyes of clients is the top priority of smart team leaders and project managers. A change control process plays a major role in improving collaboration with stakeholders.
5. Cost Management
Effective control of the changes in the project prevents any unregulated or unauthorized expenditure of money. In this way, the project manager can manage the overall cost and keep the project on budget.
6. Project Integrity
In the change control process, the changes are thoroughly evaluated and assessed before making a formal implementation. This prevents any unnecessary adjustments and helps maintain project integrity by preserving the original objectives.
7. Risk Mitigation
Any project can face unforeseen circumstances in its due course. However, when there is proper documentation of changes, a project manager can save the project from any potential risks.
8. Resource Allocation
Time, budget, and workforce are essential when managing a project. When new changes are made to the project, it requires a reevaluation and redistribution of resources. A good change control process may help in better resource allocation.
What are the Steps of the Change Control Process?
Here are the five steps of the change control process:
1. Initiation of Change Request
In the first phase of the change control process, a client, stakeholder, project lead, or even a team member proposes a change in the project. There can be many reasons why a request for changes is made. Examples include resource shortages, budget adjustments, timeline issues, technical challenges, or other regulatory or market changes.
2. Formal Assessment of Change Request
This step evaluates the requested changes on the basis of risks and benefits. There is no formal decision made yet. The Project Management Expert analyzes the difficulty of implementing the change, the budget needed, and the impact of the suggested change on the overall project.
3. Decision on Change Requests
The decision of whether the changes will be accepted or denied is made in this step. The manager keeps all the stakeholders on board while deciding on the requested changes. Once the changes are accepted, they will be then communicated to the team.
4. Implementation Phase
Upon approval of changes, it is communicated to the team. The team implements the change and waits for the stakeholders to review. Meanwhile, the project manager adjusts the schedule of changes with the overall timelines of the project.
5. Change Request Closure
If the requester is satisfied with the implemented change, it is time for the closure of the request. If not, the project manager reevaluates the project and the steps of the change control process might be repeated.
What are the Best Change Control Tools and Software?
It is not so easy for businesses to coordinate organizational changes without a dedicated process in place. Change management software is a digital tool that will help you automate all the steps of the change control process to maintain standard workflow. Here are some of the best
- ServiceNow
- ManageEngine
- SysAid
- Wrike
- Jira Service Management
- BMC Remedy Change Management
- Issuetrak
- SolarWinds Service Desk
- Serviceaide ChangeGear
- Spiceworks
When to use the Change Control Process?
Now that we know about the change control process, it is important to discuss when to use the change control process.
There are many types of changes a project manager can come across during the project life cycle.
- Scope Creep: When the tasks and requirements go beyond the original project scope.
- Product Changes: when the product features or design needs to change after its release.
- Budget Adjustments: When project funding is increased or decreases.
- Timeline Modifications: When the project deadline is shortened or extended.
- Resource Constraints: When team members are unavailable or new resources are needed.
- Compliance and Regulatory Changes: When there are new laws, standards, or guidelines in the industry.
- Quality Issues: When quality standards and deliverables are adjusted.
- Client/Stakeholder Feedback: When stakeholders request changes after reviewing project milestones or deliverables.
- New Technology or Tools: When new technology and tools alter the project method.
- Market Changes: When market and trends demand changes in the project.
What are Examples of Change Control Processes?
Let’s understand more about the change control process through a few examples:
1. Web Designing
The change control process may involve adjustments to a web page in the web designing process. These changes are first submitted, analyzed for impact, and, if approved they will be implemented.
2. Application Development
Imagine you are developing an application, but one of the stakeholders wants some changes in the features. The stakeholders will submit a feature change request and the project development team will analyze the change. If the change is approved, the team will implement it as part of the project plan.
Conclusion
A well-executed change control process is essential for maintaining project timelines, collaboration, and budget. By effectively managing change requests and involving key stakeholders, project managers can safeguard project integrity, mitigate risks, and ensure successful project completion. Incorporating change control software further enhances these efforts by automating workflows, boosting performance, and allowing project managers to focus on strategic decisions that lead to project success.
