PROJ6003: Assessment 1 - Integrated Change Control Report

This report, submitted for PROJ6003, focuses on integrated change control within the context of a DAMS project. It identifies communication issues and proposes solutions using various tools and techniques. The report covers the importance of effective communication, outlines communication tools such as announcements, newsletters, and active listening, and emphasizes the application of change and project managers' roles. It analyzes the impact of change proposals on project scope, time, cost, and quality, and discusses risk mitigation strategies. Furthermore, it explores interactive and push communication methods and concludes with guidelines for better communication to enhance the success of projects through organized tools and accurate processes. The report references various sources to support its findings and recommendations.

PROJ6003 - Project Execution and Control
ASSESSMENT 1- Integrated Change
ControlReport
Professor: Dr.Ibrahim
Name- Rahulkumar Mangukiya
ID- A00041095
Date- 15/07/2021
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Table of Contents
Introduction.................................................................................................................................................3
Identify change............................................................................................................................................3
With the applying tools and proper technique for justify the issues which found in case study.................3
Use right communication tools................................................................................................................4
Announcement and newsletter...............................................................................................................4
Listening- most important tool................................................................................................................4
Application of Change and Project Managers submission...........................................................................5
Roles and responsibility of that communication change.............................................................................5
Analysis of change proposal on scope, time, cost and quality of the project..............................................5
The impacts of your change proposal on scope, time, cost, quality of the project.....................................6
Scope.......................................................................................................................................................6
 Record the change...........................................................................................................................6
 Listen to the customer.....................................................................................................................6
 Evaluate the requirements..............................................................................................................6
Time.........................................................................................................................................................6
Quality.....................................................................................................................................................6
Cost..........................................................................................................................................................6
Tools and techniques for change proposal..................................................................................................7
Interactive communication......................................................................................................................7
Push communication (one to many)........................................................................................................7
Risk associated in change............................................................................................................................8
Mitigation of the risk in change proposal....................................................................................................8
Guideline for batter communicating...........................................................................................................8
Conclusion...................................................................................................................................................9
References.................................................................................................................................................10
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Introduction
The demand for system engineering change management process is the process of requesting,
determining feasibility, planning, implementing, and evaluating system changes. Its main purpose is to
support the ability to process and detect changes in a set of interrelated factors. A change management
plan helps manage the change process and provides control over budget, programs, scope,
communications, and resources. Change management planning reduces the impact of change on the
business, employees, customers, and other key stakeholders. The change management plan should also
describe shareholder support and select the change management team as responsible for ongoing
communication with shareholders during the implementation of each change. Organizational and
climate change are often the result of change management. In these case studies It is often necessary
when organizations are involved in new business processes. as a result of technical efforts or the
development of new departmental asset management (DMS) applications. This project involved $ 13.5
million, including sales, operations and cost training. This report describes the changes needed and
succeeds in a change of management using tools and methods. Smartsheet. (2016, December 22).
Identify change
In the given case study briefly discussed about the DAMS project. There is completely brief about the
whole project. But I found some issue regarding in the project that is communication between project
manager and their team and stockholder. If there is batter communication between them so they could
get more batter outcomes.
With the applying tools and proper technique for justify the issues which
found in case study
In the project communication problems in the workplace, try to work productively on productivity, work
relationships and more. When communication problems are not resolved, profits, high sales, errors, and
negative public image are often lost. Identify and recognize communication problems in the workplace
until the situation is out of control.
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Source-Google
Use right communication tools
The first step in overcoming the challenges of communication in the workplace is to make sure
have the basic tools for healthy communication. Excellent communication tools such as group
discussions, human resource managers, guidance windows, interviews and social advertising.
Announcement and newsletter
Connect team makes it easy to interact with a person, a group, or the whole company, and to
assess its scope and effect within one click. clearly, richly and engagingly Advanced features
include or before updates, assistance to likes in social interaction, remark and automatic
monitoring.
Listening- most important tool
The ability to listen is critical to communicate and grasp what is communicated successfully. The
important information or information will be missed by employees and supervisors who cannot
listen or know what is happening.
Feedback is essential to the involvement, productivity, morality and retention of any staff.
However, four out of 10 staff is actively disengaged since supervisors provide them little or no
feedback. Furthermore, around half of the staff doesn’t talk in the office consistently.
Make sure all staff express their voices with the administration and that their "inner circle" is not
simply ideas. Anyone may establish a suggestion box with Connect team, which is constantly
open to workers to express their views, ideas and suggestions.
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Application of Change and Project Managers submission
 Review with team lead by project managers; identify information required and follow
procedures
 Enter the Modify Request Log. Communicate and coordinate project managers (as necessary) to
acquire the necessary information with suitable staff.
 Project managers develop and present the Project Evaluation Change Request Section to Change
management team.
 The institution implementation team will get weekly reports on ongoing requests for changes.
Roles and responsibility of that communication change
Team leaders Use authorized forms and communication channels to originate demands for
modification depending on implementation objectives. Team members' requests should
be considered with the relevant team.
Project
managers
Advantage to complete requests for changes and to obtain information Work with
suppliers directly.
Review team Assess, accept or deny requests for modification on the basis of the information
supplied. Call on the Project Manager and team leaders to submit more information to
complete the evaluation if necessary.
Analysis of change proposal on scope, time, cost and quality of the
project
The communication management of change is a significant element of a successful project. A method of
change management specifies procedures for identifying and modifying the scope of a project. Elements
covered in the process of change management include the objective of the change management
strategy, change control processes, changes management functions and responsibility, the change
request form and the change request.
Team Lead starts a request to change by fulfilling the information section of the request to change Team
Lead initiates the change order using the information section for the request for change. Collegiate
Project Services. (2019).
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The impacts of your change proposal on scope, time, cost, quality of the
project
Scope
Change in communication so that have my be also change the scope so, that for not change the scope
until change in communication my step by step scope process are as the under
 Record the change
Mark the minute that send in new modifications in a change tracking list. Whether the modification is
authorized or not doesn't matter. Just ensure that it is documented, so that users don't forget it.
 Listen to the customer
in this step must have the listen to the customer’s need and their requirements.
 Evaluate the requirements
In this step to evaluate the new requirements with respected different factors.
(Tacticalprojectmanager.)
Time
The correct estimation of the project delivery timeframes while acknowledging the influence of other
factors contributing to the discrepancy between expected and actual total project durations is an
important problem without making adjustments at the original project objectives. The team can take
time, take interviews, examinations, initiate and choose the right individuals by department. This
procedure may influence the schedule of the project, however since there are places where this time
can be addressed via this team.
Quality
All kinds of stakeholders have been found and this usually takes place through guided sessions
Stakeholder categories are questioned about their expectations for communication cooperation on the
content, the frequency and the communication manner with stakeholders A uniform communication
standards might also be proposed by the project manager.
Cost
The results of studies on the cost of change process are simple. But the advantage of the equation is
that it may be a difficult conversation. In order to improve analysis of cost-benefit
There are some important factor which are affected in the that change for the cost
 Three people side ROI factor
 Cost avoidance
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 Risk mitigation
 Insurance
Tools and techniques for change proposal
There are some basic communication methods for the sharing information among the project team and
to the stakeholder and entire project team. Project Management Institute. (2019).
Interactive communication
The interactive model discusses the interchange of thoughts and messages from the receiving side and
vice versa. The process of communication takes happen verbally or non-verbally between people or
machines. For technological innovations with web, this is a newer method of communication.
Businesstopia. (2018, February 15)
Source: google
Push communication (one to many)
While it is all about two - way communication and getting a rapid answer with your parties concerned,
communication by push requires information to the receiver while not asking an immediate reaction.
Australian institute for management. (2021, March 30).
In this types of communication including with
 Emails
 Project newsletters
 Project documentation
Push communication is helpful for transmitting information to others, although it is not way or urgent. In
the forms of data changes or reports, project managers can employ push communication. While
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updating the projects is crucial for stakeholders, ensure that not all your contacts are pushed through,
as they might make the project manager perceive as not responsive to their demands.
Risk associated in change
Some of the staff or people of the organization firstly refuse to any change or the resist of change while
also same scenario happened in that case. So must should following instructions. Project Management
Institute. (2019).
 Recognize rage or frustration validity
 To distinguish between feelings and improper behavior
 Explain the reasoning of the change that senior leaders focus on how the particular or his or her
position will advantage from the change
 Maintain a solution of the problem focusing on the fundamental cause.
Mitigation of the risk in change proposal
The risk they are facing with communication changes to DAMS must be understood. This involves
understanding priority tasks to be done and gives recommended steps to manage the change effort
proactively. Risks will be identified:
 Enable adequate attention and concentrate on the persons affected
 Enable both accelerators and obstacles to be identified
 create proactive ways of involving stakeholder groups
 provide the chance to promote two-way dialogue around resistance regions
 It tries to analyze the ability to change things in organization
Guideline for batter communicating
 DESCRIPTION AND CHANGE DIRECTIONS – Create a scenario; make sure that they see, listen and
then see.
 THE CHANGE: The who and the for – describe and change Help people to realize the importance
of changes and rapid action.
 THE CURRENT EXTERNAL TRENDS - Provide individuals with all the information and describe the
problems they face as both a team.
 HIRE A TEAM TO Organize THE CHANGE - Make it clear who the organization is and make sure
that the team members are seen.
 WINS AND SUCCESSES - Creates and celebrates all victories, large or little.
 COMMUNICATE OF OUTING AND Offer -Sending clear, reliable and sincere signals
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Conclusion
After all I go to conclude that in the any management of change may enhance the success of
organizations and projects via use organized tools, multiple techniques and accurate processes. An
important component of the effective implementation of the change programmed is clearly the mid-
leader of each organization. The report highlights the request to alter the current DAMS project that has
several disputes that have been raised and the project needs to address deadlines, project team
conflicts and dissatisfied results. There is also a risk if this change fails and leads to delays and costs, but
it is less likely that the change will fail. Finally, the successfully designed, developed and delivered
technical solution within the time frames, costs and scope of project objectives and organizational
advantages, as well as resource efficiency, may help.
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References
Smartsheet. (2016, December 22). Expert guide to writing a change management plan | Smartsheet.
https://www.smartsheet.com/expert-guide-writing-effective-change-management-plan
Collegiate Project Services. (2019). Project Scope & Change Management. Project Scope & Change
Management, 1 to 2. https://s3.amazonaws.com/rdcms-himss/files/production/public/HIMSSorg/
Content/files/Code%2069_Project%20Scope%20and%20Change%20Management_Collegiate%20Proj
%20Serv.pdf
Tacticalprojectmanager. (n.d.). How to handle scope changes (Without risking your project). Tactical
Project Manager: The #1 blog on project management. https://www.tacticalprojectmanager.com/scope-
changes
Project Management Institute. (2019). A guide to the project management body of knowledge
(PMBOK(R) guide-sixth edition / Agile practice guide bundle (HINDI) (6th ed.).
Businesstopia. (2018, February 15). Interactive model of communication.
https://www.businesstopia.net/communication/interactive-model-communication.
Australian institute for management. (2021, March 30). 3 effective methods of project management
communication. https://www.aipm.com.au/blog/3-communication-methods-in-project-management.
https://www.aipm.com.au/blog/3-communication-methods-in-project-management
Change Management - Lifecycle. Clarizen Success. (2021).
https://success.clarizen.com/hc/en-us/community/posts/203996088-Change-Management-Lifecycle.
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