Project Execution and Control: Change Control Case Study Report

This report examines the change management processes within the Robert L. Frank Construction Company, using a case study approach. It identifies issues related to leadership, communication, and resource management that impacted project execution, particularly the Lewis project. The analysis includes an overview of change control, the identification of necessary changes, and a critical assessment of the changes required. Options for satisfying change requests are discussed, along with the associated risks, such as ineffective leadership and communication breakdowns. The report emphasizes the need for improved leadership, organizational structure, and communication frameworks to enhance project outcomes. The study proposes specific changes including dedicated teams for resource management and relationship management, a more effective communication framework, and leadership adjustments to mitigate risks and improve project performance.

Running head: PART B- CHANGE CONTROL CASE STUDY
PART B- CHANGE CONTROL
Name of the Student
Name of the University
Author Note

1PART B- CHANGE CONTROL CASE STUDY
Executive Summary
The study is focused towards developing better understanding of the change management
process. The case study of the Robert L. Frank construction company is the basis of the entire
analysis process. One of the most crucial aspects discussed on change management is the entire
process of implementation. Various issues have been found with the leadership, management and
communicational aspects that affected the project that is being studied. The implications point
towards the need for better management for organizational change.

2PART B- CHANGE CONTROL CASE STUDY
Table of Contents
Introduction......................................................................................................................................3
Overview......................................................................................................................................3
Purpose of Report........................................................................................................................3
The Robert L. Frank Construction Company Case Study...............................................................3
Identification of the processes for requesting necessary change.....................................................5
Identification and critical analysis of the changes...........................................................................6
Options to satisfy change requests and risks associated..................................................................8
Conclusion.......................................................................................................................................9
References......................................................................................................................................10
Appendix........................................................................................................................................11
Change control form..................................................................................................................11

3PART B- CHANGE CONTROL CASE STUDY
Introduction
The report is focused towards finding the implementation factors that are related to
change control. The case study of the Robert L. Frank construction company is the basis of the
entire analysis process. The main focus of the work is change control.
Overview
Organizations across the global corporate scenarios have to survive in changing market
environments. They have to continuously form strategies for change management. Change
management helps organizations to develop growth strategies in accordance with the specific
requirements and various other factors that tend to affect business operations of organizations.
The study is focused towards developing essential understanding of the change processes.
Implementation and control of change is one of the most important aspects connected with
change management. The various processes involved in proposing and implementing change is
discussed in the view of the case study on Robert L. Frank construction Company.
Purpose of Report
One of the most crucial aspects of change management is the entire process of
implementation. This is because the entire change management function is dependent on this
process. Without proper implementation of change management, the entire planning and
resource allocation activities would fail. Hence, it becomes important that the implementation
and control processes are analyzed to understand the best practices that can be utilized.
The Robert L. Frank Construction Company Case Study
The Robert L. Frank construction company is an engineering firm that works for the
petroleum, petrochemical, chemical, mining, iron and steel, food-processing and pharmaceutical

4PART B- CHANGE CONTROL CASE STUDY
industries. It is located in Chicago, USA but has operations spanning the globe. The main issues
affecting the company was the budget for the ongoing project along with the delay and the
supply functional issues that were being faced. The specific issues that has occurred in regards to
the organization were the delivery oriented challenges that caused the project to go over budget.
The major issue was that the delivery issues actually persisted with some of the key items that
were required as per the project. The project progress was not sufficient enough to satisfy the
needs of the customers. However, at the same time it should be noted that the project was not
very large in scale and the company had previously taken part in managing many other larger
projects. The company did face these issues much due to their management areas. The
operational frameworks that were utilized in the organization actually made time management
difficult. A project manager was selected and a dedicated project office was selected for the
projects of the organizations to be completed.
It should be considered in this case that the project management mechanism was one of
the prime reasons for the necessity for change management. Another important factor that was
identified as a crucial weakness by the organization was the fact that the staffing and resource
allocation were not up to date. The staffing at a time became more than the work that was
available. Meaning that the company actually had to pay for more number of staffs as the
projects were kisser in number. The Lewis project was taken due to these reasons. Most of the
problems that occurred were due to the Lewis project and the various issues that were faced
while undertaking the project. The project was for liquefaction of coal and required the active
participation of highly skilled workers. The project manager was selected with insufficient
ability to lead such a big project. This resulted in a significant gap in the leadership in the
project. However, some of the more qualified project engineers were selected for the work.

5PART B- CHANGE CONTROL CASE STUDY
Another important aspect that was found to affect the organization was the fact that the project
required constant meetings with the various vendors. In this respect the meetings were not
properly handled or organized by the Frank Company. There was a significant problem when it
came to project organization and this caused significant communication problems that later led to
the larger issues concerning the delays that caused the project budget to overshoot. Later some of
the issues began affecting the organization as the delivery of the products were not effectively
aligned despite the best efforts of the organization to deliver the projects on time.
Identification of the processes for requesting necessary change
Here, it should be considered that he processes that need to be followed for implementing
an effective change management framework would involve both the Frank and the Lewis
organization. Communication becomes a very important aspect in this respect as the project
timeframes need to be reconsidered in order to bring about any of the necessary changes that are
required. This would involve the teams and the various leaders that would be overseeing the
project. Definitely it can be said that for the changes to be made an effective proposal needs to be
put forward. Hence, this would need a proper communication plan (Lines et al., 2015). There
needs to be changes that need to be made considering the framework for effective management
of the project. This would mean that the organizational structure would need to be considered
importantly while putting forward the request for the changes that need to be made. Firstly, an
effective plan would need to be made considering all the important steps that would need to be
taken as per the requirements of the times. Secondly, the project manager would need to get
involves as he is the one that would manage the change management processes.
The overall responsibility for the project would need to be taken by the project manager.
There needs to be a change requestor. The requestor would be putting forward the necessary

6PART B- CHANGE CONTROL CASE STUDY
request for the change process. Here, it also needs to be considered that the project manager
needs to get involved with the other organization to form a process that would be optimally
sufficient to be incorporated effectively concerning both the organizations that are involved.
Thirdly, it becomes necessary that the entire process is well documented. There is a need for
necessary meetings to be called in order to pass the proposal for the management of change. The
request need to be submitted with the approval of all the stakeholders that would be involved in
the process. It would be much necessary that the parties can agree to any single project
management setup that can be created (Verhulst & Lambrechts, 2015). Fourthly, there is a
significant need for ensuring that all the parties know for sure why the changes are taking place.
Hence, after the change management functions have been completed the people would need to be
made known of the changes that were decided. The company would be much more involved in
the processes for change if they keep on having a good communication system to deal with the
problem that can arise out of the change implementation process.
Identification and critical analysis of the changes
Identification of the most important required changes need to be made to There are many
changes that need to take place in the Frank Company in order to optimize their performance
abilities. There are significant changes that need to be done in regards to the resource
management process. Additionally, there is significant work required in the field of the
organizational structure in terms of management of the project process. There are significant
changes that are required to be made in regards to the communication processes. At the same
time leadership changes are highly recommended for the organization. The important part is the
establishment of a stronger framework through which the project and the organizations involved
can maintain better fluidity of the essential work processes.

7PART B- CHANGE CONTROL CASE STUDY
The scope of the changes that are required are to cover the organizational processes, the
leadership, the communication effectiveness, the inter-organizational communication framework
and the organizational structure. Firstly, the leadership structure needs to be changed. The project
manager should have assistant managers to assist him for the work that is done. The procurement
section should have a dedicated team that would be calculating all the necessary changes that are
needed for resource management (Uhl & Gollenia, 2016). The procurement manager should have
effective communication with this team. Secondly, there is the need to create a dedicated
relationship management team that would keep the partner organizations and the clients
continuously updated of the procedures. Thirdly, an effective communication framework needs
to be created. In view of the same monthly meetings need to be held to discuss the various issues
related to the progress of the project. There needs to be better communication between the client,
the organization and the third parties to maintain an effective platform for development of the
project.
The time required for the changes to be made would require a minimum of three months.
This is because a lot of important processes need to take place in order to create a strong change
framework. The cost associated would be around 50 million USD. The most important changes
that are required are the changes of leadership, organizational structure, communication
framework and the creation of the dedicated teams to help in the management and the
communication processes. These aspects need to be changed effectively as they can most
effectively determine the change process. Thus, it becomes important that the specific resources
that are required for these aspects are allocated diligently and with the consent of all the parties
involved. Quality becomes an important parameter to ensure the smoothness of the frameworks

8PART B- CHANGE CONTROL CASE STUDY
that are incorporated. To ensure maximum quality there is a significant need to employ effective
planning and management of all the systematic processes that are involved.
Options to satisfy change requests and risks associated
As there are significant changes that need to be made in the Robert L. Frank Construction
Company there are some crucial risk factors that can affect various areas of the change
processes. These factors can be greater in scope due to the involvement of the other
organizations. The risks need to be considered much importantly as they can have far reaching
impacts on the organizational processes. Hence, in view of the same each of the risks need to be
considered essentially before the changes are implemented.
Firstly, there need to be changes made in the leadership. The leadership requires the
deployment of more effective people. However, this might not work out effectively if the
selection process is faulty. The risk of deploying ineffective leadership is large and needs a
dedicated employment process. Secondly, the creation of the relationship management team
would need experienced members and effective communication equipment and frameworks. The
risk associated here is that the communication framework can falter and end up in the lack of
proper communication modes necessary in the mediation process of the group. Thirdly, the
communications network that need to be created would need the deployment of the most
effective ICTs and other related technologies. The risk associated would be ineffectiveness of the
communication devices or similar problems that might occur. Fourthly, another significant work
is to gain the confidence of the other organizations that are involved. In this case the
organizations would need to perform in accordance of the standards that can keep the quality of
work high enough to satisfy all the major stakeholders.

9PART B- CHANGE CONTROL CASE STUDY
Conclusion
In conclusion, it can be said that the most important factor that led to the mismanagement
of the projects of the Robert L. Frank Construction company is the lack of coordination in the
organizational processes. Additionally, the communication process with the clients and third
parties were also affected by significant limitations. The organization would need to incorporate
the necessary changes with regards to the leadership, structural factors, the communicational
frameworks and the formation of dedicated relationship management teams. It is important to
understand that the organization would also need to hire more effective people in the important
organizational positions. Hence, the implications derived from the study point towards the
requirement of smoother processes for strengthening the operational effectiveness of the
organization.

10PART B- CHANGE CONTROL CASE STUDY
References
Al-Haddad, S., & Kotnour, T. (2015). Integrating the organizational change literature: a model
for successful change. Journal of Organizational Change Management, 28(2), 234-262.
Alvesson, M., & Sveningsson, S. (2015). Changing organizational culture: Cultural change
work in progress. Routledge.Cameron, E., & Green, M. (2015). Making sense of change
management: A complete guide to the models, tools and techniques of organizational
change. Kogan Page Publishers.
Ceulemans, K., Lozano, R., & Alonso-Almeida, M. (2015). Sustainability reporting in higher
education: Interconnecting the reporting process and organisational change management
for sustainability. Sustainability, 7(7), 8881-8903.
Hornstein, H.A., 2015. The integration of project management and organizational change
management is now a necessity. International Journal of Project Management, 33(2),
pp.291-298.
Jayatilleke, S., & Lai, R. (2018). A systematic review of requirements change
management. Information and Software Technology, 93, 163-185.
Lines, B. C., Sullivan, K. T., Smithwick, J. B., & Mischung, J. (2015). Overcoming resistance to
change in engineering and construction: Change management factors for owner
organizations. International Journal of Project Management, 33(5), 1170-1179.
Morin, A.J., Meyer, J.P., Bélanger, É., Boudrias, J.S., Gagné, M. and Parker, P.D., 2016.
Longitudinal associations between employees’ beliefs about the quality of the change
management process, affective commitment to change and psychological
empowerment. Human Relations, 69(3), pp.839-867.
Thiry, M. (2016). Program management. Routledge.
Tummers, L., Kruyen, P. M., Vijverberg, D. M., & Voesenek, T. J. (2015). Connecting HRM
and change management: the importance of proactivity and vitality. Journal of
Organizational Change Management, 28(4), 627-640.
Uhl, A., & Gollenia, L. A. (Eds.). (2016). A handbook of business transformation management
methodology. Routledge.
Verhulst, E. and Lambrechts, W., 2015. Fostering the incorporation of sustainable development
in higher education. Lessons learned from a change management perspective. Journal of
Cleaner Production, 106, pp.189-204.

11PART B- CHANGE CONTROL CASE STUDY
Appendix
Change control form
Project: the coal liquefaction project
Control items: the management, the organizational structure, the communication
Identification of change aspects: resource utilization, organizational communication, leadership
Change details: need for better leadership, communication plan, creation of dedicated teams
Change investigator: The Company change management team
Change Requester: The change management team
Implementer: the board of directors