What is Project Change Management? Plan, Process, Examples

What is Project Change Management?

Project Change Management is defined as a “Structured approach to managing and controlling changes in a project’s scope, timeline, and budget”. ‍Change management in Project Management is a huge challenge for any project team because the constant stream of information, ideas, and people may require continuous changes for improvements, and those changes may lead to stress and tension among the team members. Change management plan require ongoing attention throughout the project management lifecycle. The project manager must identify, evaluate, and implement changes in a controlled manner to minimize the impact on the project’s objectives.

A change management plan should be made, as nothing should be left by chance.
In some cases, team members welcome project change when it may give better results or reach the desired project goal effectively.

Change Management VS Project Management

While there’s an overlap in the skills required for both project management and change management, they serve different purposes within an organization. However, when changes are made in projects, change management becomes an integral part of project management, which is called “Project Change Management” or “Change Management in Project Management.

Let us see the key differences between Change Management and Project Management.

Aspect	Change Management	Project Management
Definition	Focuses on managing the people side of change to achieve the required business outcome.	Involves planning, executing, and monitoring projects to meet specific objectives.
Objective	Ensure that all affected stakeholders embrace and adopt organizational changes.	Deliver a project’s output within scope, time, budget, and quality constraints.
Scope	Change management is generally limited to changes within an organization that affect its personnel.	Project Management is focused on activities from the start of the project to its completion.
Primary Focus	Change management approaches focus on influencing and managing the human elements of change.	Project management focuses on project scope, resources, schedules, project costs, and the accomplishment of project goals.
Tools and Techniques	Utilizes change management plan and strategies for effective communication, training, stakeholder analysis, and resistance management.	Employs different project management methodologies like Agile Project Management, Waterfall, and Scrum for project management planning and tracking.
Success Measures	Measured by the adoption rate, proficiency, and realization of benefits from the change.	Measured by several criteria defined for the success of project.
Control Mechanism	Change management utilizes continuous monitoring of the change process to ensure its effectiveness.	Any change in project management is reviewed by the Project Control Board, which uses project change management control processes to monitor the effect of project changes.

1. What is a Change Request in Project Management?

A Change Request (CR) in Project Management is a formal proposal for an alteration to some aspect of the project. This could involve a shift in strategy, scope, process, or any other facet.

Change Requests must be methodically documented and submitted to the project’s change control board for review.
Once submitted, it follows the prescribed Change Management Process for evaluation and implementation.

2. What is a Change Control in Project Management?

Change Control in Project Management is a formal process used to ensure that any changes in a project are introduced in a systematic and coordinated way. This process involves the identification, documentation, evaluation, approval (or rejection), and implementation of changes to the project baseline.

Change Control in Project Management helps project managers maintain control over the project by preventing scope creep.
Change Control ensures that changes are aligned with the project’s goals and business strategy.

3. Role of a Change Control Board

The Change Control Board (CCB) in Project Management is a formally constituted group of stakeholders responsible for reviewing, evaluating, and approving or rejecting all requested changes to the project.

The Change Control Board ensures that changes are in line with the project’s goals.
This body frequently includes representatives from different functional areas, and its composition may vary depending on the project’s size and complexity.

Key Components of Change Management Plan

A change management plan should contain the following sections:

Change management roles should be defined

It must be clear who can formulate a change request and who has the power to authorize such a request.

Change control board should be outlined as well

Change Control Board should be composed of stakeholders, who are capable of assessing the change requests, agreeing with them, or expressing their veto.
Change Management Plan should follow a process regarding the change requests.
Everybody in the Change Control Board should know how to submit, evaluate, authorize, and manage change requests effectively.

Change request form is also highly important

This will enable important data collection, without which the previously mentioned process can’t unroll. A change log is needed, which must track and record all changes.
To make a good change management plan for project and keep everything under control, it’s recommended that effective project management software be used.

Change Management Process in Project Management

The Change Management Process in project management is a structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state through changes. Change management process in project management typically involves the following 7 steps:

Identify Changes: Recognizing the need for change or responding to a request for change (RFC) related to the project.
Assess Change: Evaluating the impact and implications of the proposed change on the project.
Changes in Change Management Plan: Develop a strategy for implementing the project changes.
Approve/Reject Change: In this step, the decisions for change management are reviewed and either approved or rejected, by the change control board or project stakeholder.
Implement Change: Changes are executed according to the change management plan, while ensuring that all stakeholders are informed and prepared for the change.
Monitor Change: Changes are measured to measure the effects. It is assured that the change is meeting its objectives without negatively impacting the project’s outcome.
Document Change: In this step, implementation and the effects of the change on the project or organization are recorded. This serves as a reference for future projects.

Project Change Management Examples

EXAMPLE # 1: Software Development Project Change Management Plan

A project manager or a stakeholder suggest a change regarding the “Inclusion of New Financial Reporting System” in a software
That begins with the submission of a change request to the Change Control Board.
This change request contains details about the proposed Financial Reporting System, the reason for the change, and its expected impact on the project.
The Change Control Board (CCB) then reviews this request, assessing the potential implications, such as benefits or drawbacks, on the project or organization.
If approved, the project manager integrates the change into the project plan. This may include updating the software specifications, scheduling, and/or reallocating resources.
The change is then communicated to all project team members and relevant stakeholders.

EXAMPLE # 2: Construction Project Change Management Plan

Suppose a government Authority asks the builder to change the “Color of Building.”
The project manager submits a change request detailing the proposed changes, their reasons, and their potential impact on the construction schedule and budget.
The project owner and/or project stakeholders then review the changes.
The change order for the Change in Color of the Building will be implemented if approved. This implementation may require updates to the construction plan, scheduling, budget, and possibly a renegotiation of contracts.
The approved changes are communicated to all involved parties, and the progress of the change implementation is regularly monitored.

Specialized Learning Programs for Effective Project Management:

In the realm of change management in project management, acquiring professional credentials can play an instrumental role in enhancing your understanding and execution of change strategies. Enrolling in the AIMS Project Management Academy can provide you with comprehensive insights into the complex field of project, program, and project portfolio management.

Consider undertaking the PMP course training, a globally recognized certification that can propel your project management acumen.
Alternatively, the online MBA in project management unveils a unique blend of business acumen and project management skills, preparing you for leadership roles.
For those aspiring to a higher academic feat, pursuing an online PhD in project management could significantly augment both theoretical knowledge and practical capabilities.

These programs offer condensed, yet robust, learning experiences, ensuring your skills remain updated in an ever-evolving industry landscape.

Final Words

Transitioning to the practical side of change management in project management, it is pivotal for every project manager to establish a clear, consistent, and open line of communication.
As changes occur, promptly informing all stakeholders and team members ensures transparency and prevents any unwanted surprises.
Project change management encourages the team to actively participate in the change process, fostering a collaborative environment.
It’s not enough to simply communicate the change; it’s equally important to explain the rationale behind it.
By understanding the ‘why’ behind a change, team members are more likely to embrace the new direction, fostering a smoother transition and ultimately enhancing project success.