The following material is a real change managing change plan in project management practices. After the problem management plan, there is published a real example of a change request form.

This work was created by a true student in a project management certification program. Maximum realism was the goal of this study.

Permission to use the scope change management plan and the change request format:

The change management plan and the change request format were published without copyright infringement. You may use the materials in this publication freely without the need for any permission to use them in real project management work.

Change Management Plan

Submission of a change request should only be made by email sent to the Project Manager with a copy to the Project Director and the Function Manager, with the email address “Change Request [today]” and reviewed within 2 days of submission. There is a special form for the Change Request form which must be filled in correctly and promptly. The file name must be “Change Request [today’s date]”

The change is proposed with a standardized form “Request for change”. The change request is an official document that can be submitted by the representatives of the contracting authority. The representatives are defined in the initial contract.

Submission of the Request for Change takes place on Tuesday and takes place in written and digital format. The date of receipt of the digital format is considered the date of import. The beginning of the week provides an opportunity to react quickly, but not on the first risky day of the week.
The meetings are organized on Thursday – from Tuesday to Thursday the recipient of the Request for Change has the opportunity to organize a working meeting to discuss and decide on the change request.

Change requests may be submitted every second Tuesday or for a longer period than the last Request. A period of 2 weeks should be sufficient to complete the clarifications of a previous Request.

Requests are considered by the chief project manager because he has the whole process scheme. He can decide to whom to send the request for an opinion or to convene a meeting if it affects several teams working on the project. Reference: https://www.businesspad.org/the-work-of-the-project-manager/

At the meetings for discussion of a new change request, all fields of the banking form are discussed. After the meeting on the Request, the opinion of the working group on indicators of the Request such as criticality, impact, feasibility was noted.

The ideal case is if the working group has nothing to add to the Request and to deal with the implementation (the situation for immediate approval), but when there is a discrepancy between the contracting authority and the working group, the differences should be discussed at Thursday’s meeting. For the meeting on Thursday to be productive, the contractor’s working group must be ready with an opinion by noon on Wednesday at the latest. Thursday’s meeting ends with “approval of the change”, the so-called agreed change after consensus on differences has been reached. The change request, signed by both parties can be considered an Annex to the contract because it contains all the details – task, deadline, price.

The following scale is introduced to negotiate changes

Priority

  1. Highest priority – this category includes requests for changes to the main characteristics of the assigned product. Impose changes in already existing sub-projects. They require extra time, people, and skills on their own and external resources.
  2. High priority – this category includes changes that are important and require changes in existing projects, but can only be implemented with their resources of time, people, and skills.
  3. Important priority – this category includes amendments for which an additional sub-project with the commitment of an external resource must be described.
  4. Less important priority – this category includes amendments for which an additional sub-project must be developed but can be implemented with its own resources
  5. Simple priority – this category includes changes that will be implemented in the course of the project, with the commitment of additional resources
  6. Insignificant – this category includes changes of the type “clarifications”, which will be implemented in the course of the project, without requiring additional resources of time, people, and skills.

This criticality scale is also the basis for determining the participants in the workshop to prepare a response to the Request for Change. The higher the level of priority (1 is the highest category and 6 is the lowest), the higher the level of managers.

Participants in the first internal meeting according to priority:

1. Highest priority
Participants are the director and the program manager
2. High priority
Participants are the program manager and team leaders
3. An important priority
Participants are the leaders of all project teams
4. Less important priority
Participants are the leaders of the teams affected by the change
5. Simple priority
The participant is the leader of the affected team
6. Insignificant
Only I, the project manager, who participates in all other meetings, is the main coordinator and mediator.

Participants in the additional internal meeting according to priority:

1. Highest priority
Participants are the project sponsor, the director, and the program manager
2. High priority
Participants are the director and the program manager of the assignor and the contractor
3. An important priority
Participants are the leaders of all teams from the project of the contracting authority and the contractor
4. Less important priority
Participants are the leaders of the teams of the assignor and the contractor affected by the change
5. Simple priority
The participant is the head of the affected team of the contracting authority and the contractor
6. Insignificant
Project manager of the contracting authority and project manager of the contractor

Change Request rejection

The Change Request request will be rejected if the requirements above are not met!

Change Request requests can be submitted only by the following persons: Client, Project Sponsor, Project Client Manager (if one is specified).

The Change Request request is reviewed by the Project Manager and the Project Director at a specially designed meeting. This meeting discusses the request for change and the extent/priority of the request itself. It discusses and determines what the fee will be for the execution of the request and how making that request would affect the project and whether it would replace it from the original deadline.

The following two situations may occur:

No change in the original deadline – In this case, the Change Request request is executed by the Project Manager and the development team and the corresponding change is reported.

Initial Project Offset Delay – In this case, the project deadline is recalculated and a meeting with the Client and the Project Sponsor is made to discuss the potential offset and seek their approval/validation. Upon confirmation by the Client and the Project Sponsor, the Project Manager and the Development Team executes the assigned change.

Еmergency Change Requests

Up to 3 emergency Change Request forms will be allowed each month. Submission of an urgent Change Request form again occurs by e-mail sent to the Project Manager with a copy to the Project Director and the Function Manager, with the email subject “Urgent Change Request [today]” and will be reviewed the same day if it is sent by 13: 00 hours (01:00 PM). If it is dispatched after 13:00 (01:00 PM) it will be fulfilled the next day until noon. These will be reviewed by the Project Manager and the Project Director.

The Change Request Form

Project name
Requested by Date
Requested No Name of the Request
Priority Criticality
Change Description
Reason
Impact of the change
Proposed Action
Status In review Approved Rejected
Reasons for the opinion
Approval Date
Approved by

Warnings for use

Although this is a real example of a hands-on course that is quite satisfying, use the materials at your own risk.

This website and article are not responsible for your management practices.

We recommend that these materials be used for educational purposes only.

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One Reply to “Change Management Plan – Real Sample Document, Example”

  1. Here is my example of a Change Management Plan.

    Introduction

    The purpose of this document is to ensure that all changes to the project are reviewed, evaluated, and approved as required, the changes are tracked to completion, involve the relevant parties in the discussion, negotiate changes and communicate them to all affected parties. All stakeholders must be notified of the approval of any change in the scope of the project

    PARTICIPANTS IN THE PROCESS

    Project Manager – Manages and evaluates changes.

    Related obligations:

    Receives and registers change requests
    performs a timely and adequate assessment of the changes in terms of their impact on the results and limitations of the project
    Gives guidelines for action and priorities for change
    Tracks and guides timely decisions for change
    Includes changes in the relevant project documents
    Announces changes to the project team

    Project sponsor – Evaluates the changes and makes decisions about them

    Related liabilities

    Evaluates the possibilities and recommended actions for these changes and approves or rejects changes
    Ensure that adequate resources and funding are available to support the implementation of the change management plan, ensuring that approved changes are implemented

    An applicant for the change – Can be any interested party.
    Submits a request to change the project, following the submission process.

    Project change process

    Planning and evaluation

    Once a change request is submitted, it will be analyzed by technical teams, marketing teams, or another appropriate team related to the change request. The teams initiate the process of performing a change request analysis by drawing up a plan for the expected time, materials, resources, resources, technologies, and everything else related to the additional work.

    After planning and evaluation, the applicant will receive the proposed parameters for additional time and resources and will accordingly send a response to the decision. Once the conditions are adopted, the new plan will come into force.

    Change request form

    Each project modification request must be submitted in writing using the modification request form attached as an annex to this document.

    Type Change-production plan, strategic direction, policy, process/procedure, product design, technical specification, organizational structure, stakeholders, supplier, contract/orders, regulatory requirements, or others.

    Description of the change – the expected nature of the change management project. What will be the main elements of the change plan

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