AX Eagle Farm Relocation Project Change Management Plan

This document is a Change Management Plan for the AX Eagle Farm Relocation Project. It outlines the steps and procedures to manage changes in the project, including the change request process flow, evaluating and authorizing change requests, priority criteria, change types, status types, and the change control authorization board. The intended audience includes the Project Manager, Project Client/Sponsor, Project Team Members, Senior Project Management, Project Committee, and Support Staff.

AX EAGLE FARM RELOCATION PROJECT
Change Management Plan
Version 1.0
02/22/2019
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AX Eagle Farm Relocation Project
TABLE OF CONTENTS
1 INTRODUCTION..................................................................................................................... 3
1.1Purpose of The Change Management Plan.....................................................................3
2 CHANGE MANAGEMENT PROCESS...................................................................................3
2.1Change Request Process Flow Requirements.................................................................3
2.2Change Request Form and CHANGE APPROVAL ACTION PLAN.................................5
2.3Evaluating and Authorizing Change Requests.................................................................8
2.3.1 Priority Criteria...................................................................................................8
2.3.2 Change Types...................................................................................................9
2.3.3 Status Types......................................................................................................9
2.3.4 Change Control Authorization Board...............................................................10
REFERENCES.......................................................................................................................... 11
APPENDIX A: CHANGE MANAGEMENT PLAN APPROVAL.................................................12
APPENDIX B: REFERENCES..................................................................................................13
APPENDIX C: CHANGE REQUEST FORM TEMPLATE..........................................................14
APPENDIX D: ACTION PLAN..................................................................................................15
Appendix E: Change Request Log.............................................................................................16
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AX Eagle Farm Relocation Project
1 INTRODUCTION
1.1 PURPOSE OF THE CHANGE MANAGEMENT PLAN
The purpose of the change management plan is to bring out the steps and procedures to
manage the changes in the AX Eagle Farm Relocation project.
Project planning and concept phases are the ones in which the development of the change
management plan took place. The intended audience for the plan includes Project Manager,
Project Client/Sponsor, Project Team Members, Senior Project Management, Project
Committee, and Support Staff.
2 CHANGE MANAGEMENT PROCESS
There are five major steps in the process of managing the changes for the project. The first step
is to track the submission of the change request. The second step is coordination of the
changes. Review of the changes is the next step in the management of the project changes.
Evaluation of the changes is the fourth step in the process1. The last two processes are
categorization and approval.
2.1 CHANGE REQUEST PROCESS FLOW REQUIREMENTS
Step Description
Generate CR The requester fills up the Change Request form and then submits the
same to the Project Manager.
Log CR Status The Project Manager updates the CR log with the information of the new
change request. The Project Manager also updates the CR status during
the entire project timeline.
Evaluate CR The Project Manager evaluates the CR to understand the impact and
priority levels of the CR. The Project Manager then works on the action
plan to handle the CR2.
Authorize The Project Manager sends the CR to the approving agent. Ben Russell
receives the CR in this case to authorize the CR. The Project Manager
receives the response as approval or rejection to carry out the changes.
Implement The Project Manager carries the steps of actions in the action plan only
when the status of the change request is positive. The communication
1 Bahareh Bannazadeh, Zahra S. Zomorodian and Mohammad Reza Maghareh, "Assessment Of
PMBOK Indexes In Executive Projects" [2013] Journal of Advanced Management Science.
2 Maitreyee Khankhoje, "Change Management In Healthcare Organizations" [2016] SSRN
Electronic Journal.
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AX Eagle Farm Relocation Project
takes place in terms of status update for the stakeholders, client, and
members of the project team.
Generate CR
Report Status
Log Updated Status
Implement CRAuthorize CREvaluate CR
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AX Eagle Farm Relocation Project
2.2 CHANGE REQUEST FORM AND CHANGE APPROVAL ACTION PLAN
SUBMITTER - GENERAL INFORMATION
Project AX Eagle Farm Relocation Project
Project Manager Project Manager
CR# 1
Brief Description of
Request
The project deadline must be brought forward by two weeks due to
operational reasons impacting the project.
CR Prepared by Ashok Tadulker
CR Submitted to Ben Russell
Date Submitted 22nd February 2019
Date Required 25th February 2019
Priority Negligible Low Medium High
Reason for Change There are operational errors and alterations that have taken place in the
past that has led to the need to make the final deadline earlier by two
weeks.
Other Artifacts Impacted Project Cost Estimation, Project Activity Schedule, Risk Management Plan
Assumptions and Notes Ben Russell will be available for communication and the CR approval
status by the team members is positive.
Attachments or
References
Yes No
Link: Project Scope Statement, Project Activity Schedule, Project Cost
Estimations
INITIAL ANALYSIS
Hour Impact 80 Hours The CR specifies to bring forward the due date of delivery
by 2 weeks. It includes total duration of 80 hours for the
project and the members of the project team3.
Duration Impact 2 weeks The CR specifies to bring forward the due date of delivery
by 2 weeks. It includes total duration of 80 hours for the
project and the members of the project team.
Schedule Impact 2 weeks The CR specifies to bring forward the due date of delivery
by 2 weeks. It includes total duration of 80 hours for the
project and the members of the project team.
3 Patrick Dawson, "Reflections: On Time, Temporality And Change In Organizations" (2014)
14(3) Journal of Change Management.
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AX Eagle Farm Relocation Project
Critical Task Impact Constructio
n of the new
office,
Setting up
accounts for
utilities,
Arrange
insurance
for new
premises,
Office
Relocation,
Project
Closure
The critical tasks will have an impact due to the CR.
These will be office relocation and the closure phase of
the project. It is because the delivery dates of these tasks
will change with the change in the project deadline.
Financial Impact $51,000 The implementation of the change request will demand
incorporation of additional resources. There will also be
increased number of non-human resources needed to
accomplish the change and the project activities4.
Project End Date Impact Yes The end date will be two weeks earlier than the current
date
Comments The CR will affect the schedule and budget for the project.
Recommendations The earned value analysis and re-design of the activity schedule and
project budget.
CHANGE CONTROL AUTHORISATION BOARD - DECISION
Decision Approved Approved
w/Conditions
Rejected More Info
Decision Date 25th February 2019
Decision Explanation It is necessary to meet the client requirements as the top priority for the
project. Therefore, the decision is taken to approve the change request
with the conditions listed below.
Conditions The budget impact of the change must reduce and the adjustments in
the remaining project activities must reflect to bring down the budget
impacts.
Decision made by Ben Russell
Below is the action plan to handle the change request.
4 Ofer Zwikael, "The Relative Importance Of The PMBOK® Guide's Nine Knowledge Areas During
Project Planning" (2009) 40(4) Project Management Journal.
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AX Eagle Farm Relocation Project
Work Tasks Resource
s
Communication
s
Start
Date
Deadli
ne
Responsib
ility
1. Communicate
the change to
all the
members of
the project
team
Project
Manager,
Keli Mirin,
Lisa
Hudson,
Amanda
Jones
Internal &
External Team
Meetings, Use of
SharePoint to
upload the CR
details
25th
Febru
ary
2019
26th
Februa
ry 2019
Project
Manager
2. Re-planning of
the project
activity
schedule as
per the new
project
deadline
Project
Manager,
Amanda
Jones
Conduction of the
meeting in the
meeting room,
use of emails to
circulate the
minutes of the
meeting
26th
Febru
ary
2019
26th
Februa
ry 2019
Project
Manager,
Amanda
Jones
3. Re-designing
of the project
budget as per
the new
project details
and deadlines
Project
Manager,
Lisa
Hudson
Conduction of the
meeting in the
meeting room,
use of emails to
circulate the
minutes of the
meeting
27th
Febru
ary
2019
27th
Februa
ry 2019
Project
Manager,
Lisa
Hudson
4. Re-allocation
of the project
resources as
per the new
schedule and
budget
Project
Manager,
Keli Mirin
Conduction of the
meeting in the
meeting room,
use of emails to
circulate the
minutes of the
meeting
28th
Febru
ary
2019
28th
Februa
ry 2019
Project
Manager,
Keli Mirin
5. Communicatio
n of the new
budget,
schedule, and
resource
Project
Manager,
Ben
Russell,
Internal &
External Team
Meetings, Use of
SharePoint to
1st
March
2019
1st
March
2019
Project
Manager
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AX Eagle Farm Relocation Project
allocation
details
Ashok
Tadulker
upload the CR
details
6. Development
of a new
Implementatio
n Plan for the
Project
Project
Manager,
Keli Mirin,
Lisa
Hudson,
Amanda
Jones
Internal &
External Team
Meetings, Use of
SharePoint to
upload the CR
details
4th
March
2019
5th
March
2019
Project
Manager,
Keli Mirin,
Lisa
Hudson,
Amanda
Jones
7. Implementatio
n of the plan in
the project
Entire
project
team
Internal &
External Team
Meetings, Use of
SharePoint to
upload the CR
details
5th
March
2019
End of
the
project
Project
Manager
2.3 EVALUATING AND AUTHORIZING CHANGE REQUESTS
2.3.1 Priority Criteria
The priority criteria for the change requests are in the table below.
Priority Description Approving Agent
High  Impact on the critical tasks – 5 or more tasks
 Impacts on the milestones – 3 or more
 Impacts on the project deadline – 3 months or
more
 Additional funding – Up by more than 20%
project budget
 Project CEO: Ben
Russell
 GM Project
Management
Office: Ashok
Tadulker
 Project Client
Medium  Impact on the critical tasks – 2 to 5 tasks
 Impacts on the milestones – 2 to 3 milestones
 Impacts on the project deadline – 1 to 3
months
 Additional funding – Up by 10% to 20%
project budget
 GM Project
Management
Office: Ashok
Tadulker
 Project Client
Low  Impact on the critical tasks – 1 to 2 tasks  Project Manager
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AX Eagle Farm Relocation Project
 Impacts on the milestones – 2 to 3
 Impacts on the project deadline – Less than 1
month
 Additional funding – Up by 5% to 10% project
budget
 Project Client
Negligible  Impact on the critical tasks – Less than 1
 Impacts on the milestones – Less than 1
 Impacts on the project deadline – Less than 1
month
 Additional funding – Less than 5% of the
project budget
 Project Manager
 Project Client
The CR in the section above is put in the High category as it impacts five critical tasks,
more than three project milestones, and involves additional funding of more than 20% of
the total project budget.
2.3.2 Change Types
Type Description
Scope Impact on the project scope
Time Impact on the project time
Duration Impact on the project duration
Cost Impact on the project cost
Resources Impact on the project resources
Deliverables Impact on the project deliverables
Product Impact on the project product
Processes Impact on the project processes
Quality Impact on the project quality
The CR type in the section above is put in the change types highlighted above.
2.3.3 Status Types
Status Description
Open CR is submitted but is not approved by the authorizing agent or is not
assigned yet. Entered/Open but not yet approved or assigned
Work in
Progress
Approval of the CR is positive and the work is in progress
In Review CR is in final review status before testing phase
Testing Review is complete and testing process is in progress
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AX Eagle Farm Relocation Project
Closed Execution, review, and testing are complete. CR is closed.
The CR in the section above is in the open state as it is under review by the authorizing
agent.
2.3.4 Change Control Authorization Board
The table shows the information of the ‘change control authorization board’. The role,
name, title, and description of the members is present in the table below.
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AX Eagle Farm Relocation Project
REFERENCES
Bannazadeh, Bahareh, Zahra S. Zomorodian and Mohammad Reza Maghareh, "Assessment Of
PMBOK Indexes In Executive Projects" [2013] Journal of Advanced Management Science
Dawson, Patrick, "Reflections: On Time, Temporality And Change In Organizations" (2014)
14(3) Journal of Change Management
Khankhoje, Maitreyee, "Change Management In Healthcare Organizations" [2016] SSRN
Electronic Journal
Zwikael, Ofer, "The Relative Importance Of The PMBOK® Guide's Nine Knowledge Areas
During Project Planning" (2009) 40(4) Project Management Journal
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AX Eagle Farm Relocation Project
APPENDIX A: CHANGE MANAGEMENT PLAN APPROVAL
The undersigned acknowledge they have reviewed the AX Eagle Farm Relocation Change
Management Plan and agree with the approach it presents. Changes to this Change
Management Plan will be coordinated with and approved by the undersigned or their
designated representatives.
Signature: Ben Russell Date: 25th February
2019
Print Name: Ben Russell
Title: CEO
Role: CEO
Signature: Ashok Tadulker Date: 25th February
2019
Print Name: Ashok Tadulker
Title: General Manager – Project Management
Role: GM
Signature: Project Manager Date: 25th February
2019
Print Name: Project Manager
Title: Project Manager
Role: Project Manager
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AX Eagle Farm Relocation Project
Appendix B: References
The following table summarizes the documents referenced in this document.
Document Name
and Version
Description Location
Project Scope
Statement
Version 1.0
Details of the project scope
for the AX Eagle Farm
Relocation Project
URL
Project Activity
Schedule
Version 1.0
Activity schedule for the
project comprising of the
details of project activities,
duration, and associated
dates
URL
Project Cost
Estimation
Version 1.0
Details of the project costs
comprising of the project
budget
URL
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Appendix C: Change Request Form Template
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Appendix D: Action Plan
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Appendix E: Change Request Log
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