Change Control Plan Process - PDF

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Control Plan Process document
Revision History
Document Tracking Information
Subject New Rules of
Engagement(NRE)
Document Status Draft
Effective Date Nov 20,2017 Succeeds N/A
Latest Revision V 1.0 Signoff Required Yes
Department Project
Management Office
SME / Author Manasa Mundla
Document Location Toronto Document Type Change Control Plan
Sign off/Reviewers
Name Typed Name = Electronic Signature Date
Elon, Musk Chief Operations Officers 25/11/2017
Chrystal Robert-
Macey
Project Reporting SME 20/11/2017

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DISCLAIMER
This assignment consists of a real multinational company project. As it is a real-life project and to protect the confidentiality or privileged
information of the company, name of the project, information, team members and stakeholder’s information contained in this assignment
have been modified. This particular project mentioned in the assignment is a huge project, which involves many applications and
stakeholders, but most of the information is not put in as per the assignment requirements.

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TABLE OF CONTENTS
Project Overview…………………………………………….…………………………………………5
Rationale……………….………………………………...……………………………………………..5
Change Control Plan………………………………...……………………………………………….....5
Background……….…………………………………...………………………………………………..5
Change Initiation…………....………………………………………………………………………….6
Change Documentation……………………...…………………………………………………………7
Change Process Flow………….…..……………………………………………………………………8
Tracking…………………...…………………………………………………………………………....11
Signature……………..…………………………………………………………………………………18
Appendix A-Change Request Form………………………………………………………………….13
Appendix B-Change Control Log.……………………………………………………………………15

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PROJECT OVERVIEW
This project involves organization and management of an Event for the Clay Oven restaurant company for creating awareness in public
about their Winnipeg branch which they intend to make most profitable by leveraging on the market potential. The event would be a one-
day event that would begin at 10:00 AM in the morning and would end by 10:00PM. The budget of the project is CDN $50,000. The
expected start date is June 13, 2018 and the project would be completed by June 10, 2018. The event would have arrangements for food
samples, beverages, restaurant merchandize, feedback forms, restaurant discount coupons, and creative activities such as band music,
games, and dance concert. The objectives of this project are creation of an engaging environment for the audience, achieve customer
satisfaction, and build business associations for enhancing opportunities for future. This project is likely to face many changes as it would
progress because of several factors. These changes when incorporated can affect the project cost, time, ad scope thereby affecting the
output and performance of the project, To be able to achieve success on a project, it is essential that changes are minimized and those
made are only beneficial for the project. Thus, there is a need for a change control. This report is the change control plan for the event
management project of the Clay Oven restaurant. Establishing change control mechanism would ensure that changes during the project
execution are minimized and the impacts caused by changes made are not significantly affecting the project constraints (BIS, 2010).
RATIONALE

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Change is inevitable, and the rate of change in technology is increasing. Business processes and operating models continuously have to
adapt to the economic climate, competitive pressures, and the opportunity to create results through change and innovation (UC Davis,
2013). To manage a complex technical infrastructure and diverse working environment, it is imperative to follow best practice principles
to ensure Technical control of all changes to Information Technology in line with business led objectives. For the management of the
current project, some changes would be needed in the organization managing the event and in the way restaurant, chain is normally
operating and marketing. These changes can affect the operations of the restaurant organizations and can influence its customers. Thus, it
is necessary to keep a control on the changes that would happen so that they can be best managed. With control established on the
changes on the project, the project team would be able to achieve a better performance on the project as the changes can be assessed
accurately such that right decisions can be taken on time whether to incorporate the changes or not. A formalized process of change
control would allow the team to manage the change requests in a more effective manner (Caltrans, 2007).
CHANGE CONTROL PLAN
Change control plan is a document that highlights the changes that are to be made on the project that was not included in the initial project
plan. As the project progresses, there are chances that changes might happen and thus, an effective control plan is needed to keep the
changes to a minimum as making any changes on the project can affect the cost and schedule of the project. There can be a variety of
requests coming for making changes during the project in scope or resources. In any case, the need for the change must be carefully
reviewed before it can be approved. If major changes are needed that are likely to affect the project stakeholders then a formal
documentation of the suggested changes in the form of a change proposal would be needed and would be sent to stakeholders for review

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and approval of the changes. This document would explain the changes and their impacts on the project with respect to costs, time
requirements, benefits, and risks. Based on these insights, stakeholders can take a decision on whether to bring the change or not (MDPS,
2017). The change control plan of a project identifies what types of changes can occur on a project, how they can be communicated, who
would be responsible for making those changes, how the changes are initiated recorded and controlled. In the subsequent sections, each
process of the change control plan is presented in detail (GOI, 2010).
BACKGROUND
Geo Events is a 20-year old event management company that organizes a large number of events ranging from small birthday parties to
large corporate conferences. The services provided by the company include Event management, association management, project
management, and online registrations. The company has taken a project of Clay Oven Publicity event for the restaurant Clay Oven that is
operating in Calgary since 2013 and is run by the company owner, Mr. Rajesh Mishra. The company has plans for expanding its
operations in Winnipeg which is an IT hub in Canada and has average spending between $50 to $1500 and enhance its image in the
location to make it the most profitable branch of the restaurant chain. The event project that is taken by geo Events has an aim to help the
company achieve this through public awareness (HEATHFIELD, 2017).
When a Request for change is raised certain responsibilities fall onto key stakeholders involved in the change. It is good practice for all
parties to collaborate in advance and ensure a comprehensive change record presented for review. This section details the teams and/or
individuals involved along with their responsibilities with respect to the change control and the project management.

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Project Team:
The table below shows the details of the project team members and identifies their responsibilities and their communication
needs.
Contact Person Role Responsibilities Communication Needs
Rajesh Mishra Project Sponsor
To assess the project business case and approve the
project budget as well as the contingency amount if
needed in the cases of emergencies.
Provide approval for the release of funds as needed
by the project for its development.
Help the project team in resolving conflicts and
issues related to the financial resources and ensure
that the resource utilization is within limits
Project Budget to be shared for approval
Major change requests that need release of
additional fund to be submitted for review and
approval
Project progress report to be shared on the
major milestone completion
Business case to be communicated by the
project manager for justification of project to
help sponsor take approval
Manasa Mundla Project Manager
Initiate the event by gathering its requirements
Develop the event management plan with schedules
and resources properly identified and distributed.
Provide leadership to the project team and manage
human resource
Monitor the project progress and control changes
happening on the projects as per the change control
plan
Ensure that project progresses as per the plan with
minimum variations incorporated (ITRM, 2006)
Daily progress on the event planning and
execution to be reported by the team members
to the project manager
If any changes are required to be made in the
project plan, the same have to be
communicated by the person requesting
changes in the plan to the project manager for
review and approval.
Problems and challenges on the project to be
communicated to project manager by the
project team
Jesiah Joseph Project Director
Guide the project manager and provide leadership on
the project by taking major decisions related to the
event. Approve needed resources on the project to
ensure that the company’s strategic needs are met.
Guide and help the team in resolving issues that are
not in control of the project manager
Project plan and budget to be submitted by
the project manager for review and approval
for progressing with it. Major issues that
could not be resolved at the end of the project
manager to be communicated to the Director
for resolution

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Łukasz Sczygiel Project Budget &
Finance Officer
Release funds as per the project plan and resource
allotment. Ensure that only the required funds are
released as per the approved project plan and in case
of any changes to be made needing additional funds
than allotted, necessary approvals are first taken
(PMI, 2000)
Budget requirements and WBS to be
submitted along with approval for release of
funds. The business case for the changes
requested to be communicated by the project
manager to discuss the consequences and the
needs for taking additional approvals from the
top management.
James Phelan Change Manager
Assess the change requests and approve those
beneficial for the company considering its
operational and strategic goals.
Guide the team into bringing change in the event
during its planning or execution (Instructions, 2006).
Change requests to be submitted to the change
manager and approvals of the same to be
communicated to the change manager by the
project manager so that appropriate actions
can be identified and taken for bringing the
approved changes on the project (J.M., 2006).
Ethel Esguerra Project & Event
Planning Executive
Carry out the event execution work to ensure that the
event is organized and executed as per the plan
Event WBS and resource allocation plan to be
provided to the executive
Tom Akinbade Event Operations
Officer
Assess the facilities and their needs of the event and
ensure that they are provided in the event.
Ensure that the project is assigned the needed human
resources for the execution of the event.
Event WBS, approved change requests, and
resource allocation plan to be provided to the
officer by the project manager to guide him
through the activities that are needed to be
executed for the event management project.
Gabriela
Joaquin Project Coordinator
Coordinate the event management activities and
ensure their execution is smoothed and in case of any
problems arising, get them resolved by taking
assistance from the right people (Kerr, 2013)
Event WBS, approved changes, and allocated
resources to be communicated to the
coordinator by the project manager (MDPS,
2017)
CHANGE INITIATION
Change initiation at the stage in which a project team member or the team gets aware of the need for the change in a project. This change
could be related to the performance gap or a solution to a problem arising during organizing or execution of the event. The change
initiation can be done by any of the project team members who realise the need for making the change. At this point, the change required

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is explored and understood in depth based on the current situation of the event. Suggestions can come from any level of the organization
in this stage for making improvements or resolving issues through a small or a big change. The need for the change can be identified from
a number of sources including customer requirements, vendor communications, project progress reviews, and conflicts arising from the
project (HEATHFIELD, 2017).
CHANGE DOCUMENTATION
Key documents that are used for management of the change in a project include:
Change Request Form: this form is to be filled by any member identifying the need for a change and has to be submitted by the person
to the project manager for review. The form would contain details about the requested change such as the change description, need for it,
its impact on the project, and so on. A sample filled change request has been presented in the Appendix of this report. The change request
form serves as the first record of the request and it can be used for review and forwarding of the request to the decision maker such that
changes are either accepted or rejected. These forms, in the long run, would serve as the records of the project (Microsoft, 2018).
Changes, Issues, and Decision Log: This is a log file that is prepared to register the changes that were requested and those were
resolved. It records the status of the requested changes which could be rejected, approved, or resolved. Based on this log, the review of
change management can be taken by the project manager who would come to know that status of each change request and then act
accordingly on the project (Kerr, 2013).
CHANGE PROCESS FLOW

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Change process flow needs to be understood so that a formalized and organized process can be followed for the management of the
changes on the event project. Thus, in this section, the flow of communication and the change management has been presented for the
case of the event (Millhollan, 2008).
Change initiation
Change Request Form
Project Manager Review
Change Request Closure
Approval
NO
YES
Project Director Review
Approval
NO YES
Change Incorporation
Change Communication

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The flowchart above shows the flow of communication and the change process in a project. The change management process is a
sequential process which begins with the identification of the change which is recorded on the request form and submitted by a team
member to the project manager. These submissions would include the required details like description, reasons, costs, impacts, and other
supportive information (Pieterse, Caniëls, & Homan, 2012). Once this is submitted, the change request would be reviewed by the project
manager. The review would explore change options supplied, the feasibility of changes, benefits from changes suggested, scale proposed,
and the impact of changes on project cost, scope and schedule. On this basis of this analysis, the project manager takes a decision to either
accept or reject a change. In case of acceptance by the project manager, if the change needed requires resources utilization more than as
planned, the request goes to the project leader or Director who assesses the changes suggested to understand the risks involved and the
impacts that would occur. The project Director can either approve or reject the change based on this assessment. Once the change request
is approved, it goes for closing and the responsibilities are assigned to required resources for its resolution on time by the project
manager. The changes made are communicated to the project team, deliverables of the project are updated, and change requests are closed
(Murray, 2002).
TRACKING

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The progress of the project would be tracked daily and reported by the team to the project manager. The team would have weekly project
review meetings in which discussions would happen between the project manager and the team on progress, revisions, and subsequent
plans. A Minutes of the Meeting would be prepared by the minute taker containing the notes on the discussions happening in these
meetings. These minutes would serve as the descriptive records of the project progress. At every project milestone, the WBS of the
project would be checked and the activities completed would bee marked for tracking. This would include the recording of the activities
that got delayed, the problems arising, the associated resources, and the changes needed because of the conflicts (Microsoft, 2018).
APPROVALS
Change control Board Members: The board members and key project heads would be responsible for providing approvals for the
changes suggested. The table below identified the members from the project board who would be approving the changes based on their
authority and the type of change requested. The change requests would be documented in the format attached in the Appendix and the
same would be submitted to the respective member for the approval from the board. In the cases, the variations are found on the project
after its execution from the initial plan; the Board members can either reject the changes or seek clarification for the same (PM4Dev,
2007). The change requests are first submitted by individual team members, sensing the need for any change, to the project manager and
then if the project manager agrees with the need for incorporating the suggested change will the requests reach the project sponsor for the
final approval. Small changes that do not have any significant impact on the project resources can be approved at the end of the project
manager while those needing significant resource utilization would need approval from the project sponsor (PM4Dev, 2018).
Approval Board Members

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Changes that have low impact on project such as changes
causing less than 10% of variation in the project schedule.
Changes that have high impact on project such as changes
causing more than 10% of variation in the project schedule
or cost (Quick Base, Inc., 2015).
Project Manager
Project Sponsor

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Appendix A – Change Request Form
Change Request Form
Number: Category 1: **
Submitted By:
Event Manager
Submitted
Date:
Contact: Email ID:
Assignment
Group:**
Event Organizers
Category 2:
Assigned to: Type:**
Sponsor:** Priority:**
Reason:** Delays in the work Short
description: **
Need for the extension of the next milestone
date in the plan
Source: Project progress review Description:**
Configuration Item:
**
Planned
start/end date:
State: Requested Work
start/end:
Approval: **
Project Manager
Watch list:

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Implementation
plan:**
Back out
plan:**
Impact of change:
Additional budget utilization for additional resources
Close code:
Risk of change: Closed:
Closed by: Post
Implementatio
n review:

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Appendix B – Change Request Log
Change Request
Log
Proj
ect
Na
me:
Document
Version: V 1.0
Proj
ect
Man
ager
:
Last
Updated
Date:
November
6, 2017
Pre
pare
By:
Manasa
Mundla
Revi
ewe
d
By:
Cha
nge
Req
uest
No.
Submitted
By
S
u
b
m
it
te
d
D
at
e
Description Owner Ca
teg
or
y
Impl
emen
tatio
n
Plan
St
ate
T
y
p
e
Require
ment
Referenc
es
Spo
nsor
Status Impact/
Priority(H,
M,L)
Close
Date
Post
Implementatio
n Plan
1 Event Change needed Project

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manager
in the schedule
which has to be
extended by a
week manager
2
Event
coordinator
Addition of the
item in the
project scope
Event
Manager
3
Event
Executive
Need for change
in the
specifications of
the AV
equipments to be
used at the event
Event
Manager
4
Event
Volunteer
Allocation of the
responsibilities to
the volunteers
Event
Manager

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P a g e | 19
Manasa Mundla, Project Manager
Jesiah Joseph, Project director
P Rajesh Mishra , Project Sponsor
-SIGNATURES

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