ISO 21502:2020 Clause 7.10.2 Establishing a change control framework

Project Management 9 Minutes

A change control framework should define the change control process and tools to be used. Changes to the deliverables should be controlled through an established set of integrated procedures, such as configuration management.

Establishing a robust change control framework is essential for effectively managing changes throughout the project lifecycle. Here’s a step-by-step guide on how the project organization can establish such a framework:

  1. Define Change Management Policies and Procedures: Develop clear and documented policies and procedures for change management. These should outline the principles, roles, responsibilities, and processes for identifying, evaluating, approving, implementing, and documenting changes.
  2. Identify Change Management Stakeholders: Identify key stakeholders involved in the change management process, including project sponsors, project managers, change control boards (CCBs), subject matter experts, and relevant project team members.
  3. Establish a Change Control Board (CCB): Form a CCB or similar governing body responsible for reviewing and approving changes to the project. The CCB should comprise representatives from relevant stakeholder groups and possess the authority to make decisions about change requests.
  4. Define Change Request Form and Templates: Develop standardized forms or templates for submitting change requests. These should capture essential details such as the nature of the change, its rationale, impacts, priority, resource requirements, and proposed implementation plan.
  5. Document Change Management Procedures: Document the step-by-step procedures for submitting, reviewing, evaluating, and approving change requests. Specify the criteria for assessing proposed changes, the roles and responsibilities of stakeholders, and the escalation path for resolving disagreements or disputes.
  6. Establish Change Review and Approval Process: Define the process for reviewing and approving change requests, including the criteria for evaluating proposed changes, the decision-making criteria for approving or rejecting changes, and the documentation requirements for recording decisions.
  7. Implement Change Control Tools and Systems: Select and implement appropriate tools, software, or systems to facilitate the change control process. These may include project management software, collaboration platforms, document management systems, or dedicated change management tools.
  8. Provide Change Management Training and Support: Provide training and support to project team members, stakeholders, and CCB members on the change management policies, procedures, and tools. Ensure that everyone involved in the change control process understands their roles and responsibilities.
  9. Communicate Change Management Process: Communicate the change management process, policies, and procedures to all relevant stakeholders. Ensure that stakeholders are aware of how to submit change requests, the expected timelines for review and approval, and the channels for communication.
  10. Establish Performance Metrics and Monitoring Mechanisms: Define performance metrics and monitoring mechanisms to track the effectiveness and efficiency of the change control process. Monitor key indicators such as change request turnaround time, approval rates, implementation success, and stakeholder satisfaction.
  11. Continuously Improve Change Management Process: Regularly review and refine the change control framework based on lessons learned, feedback from stakeholders, and evolving project needs. Identify opportunities to streamline processes, enhance collaboration, and improve change-related outcomes.

By following these steps and establishing a structured change control framework, project organizations can effectively manage changes, minimize disruptions, and ensure that changes align with project objectives, constraints, and stakeholder needs.

A change control framework should define the change control process and tools to be used.

Defining the change control process is a critical aspect of a change control framework. Here’s how the change control process can be defined within the framework:

  1. The process begins with the identification of potential changes. Changes can be identified through various sources such as project team members, stakeholders, risk assessments, issue logs, performance reports, or external factors.
  2. Stakeholders submit change requests using standardized forms or templates. The change request should include details such as the nature of the change, its rationale, impacts, priority, resource requirements, and proposed implementation plan.
  3. Change requests are evaluated to assess their impact on project objectives, constraints, and stakeholders. This evaluation involves analyzing factors such as scope, schedule, budget, resources, quality, risks, and stakeholder interests.
  4. The change request is reviewed by the Change Control Board (CCB) or a designated change review body. The CCB evaluates the proposed change based on predefined criteria and decides whether to approve, reject, or defer the change.
  5. If the change is approved, an implementation plan is developed to outline the steps, resources, timelines, and responsibilities for implementing the change. This plan ensures that the change is executed effectively and efficiently.
  6. The approved change is implemented according to the established plan. Project team members execute the necessary tasks, allocate resources, and monitor progress to ensure that the change is implemented successfully.
  7. Throughout the change control process, documentation is maintained to record all relevant information, decisions, and actions related to the change. Stakeholders are kept informed through regular communication about the status and outcomes of the change.
  8. Once the change is implemented, it is formally closed, and the outcomes are reviewed to ensure that the change has achieved its intended objectives and that any associated risks have been addressed. Lessons learned from the change process are documented for future reference.
  9. The change control process is continuously monitored to track the status of change requests, identify bottlenecks or issues, and ensure compliance with established procedures. Regular reports are generated to provide stakeholders with visibility into the change control activities.

By defining a structured change control process within the framework, project organizations can effectively manage changes, ensure transparency and accountability, and minimize the risks associated with change implementation.

Tools used

Several tools and techniques can be used to support the change control process within a project. Here are some common tools and their purposes:

  1. Change Request Forms: Standardized forms or templates for submitting change requests. These forms capture essential details such as the nature of the change, its rationale, impacts, priority, resource requirements, and proposed implementation plan.
  2. Project Management Software: Comprehensive project management software platforms provide features for documenting, tracking, and managing change requests. These tools often include modules for change request submission, review, approval, implementation planning, and documentation.
  3. Collaboration Platforms: Online collaboration platforms facilitate communication and collaboration among project team members and stakeholders. These platforms can be used for sharing documents, discussing change requests, obtaining feedback, and coordinating change-related activities.
  4. Document Management Systems: Document management systems help organize and manage project documentation, including change requests, approvals, implementation plans, and related communications. These systems ensure that all relevant information is centralized, accessible, and version-controlled.
  5. Spreadsheet Applications: Spreadsheet applications such as Microsoft Excel or Google Sheets can be used to create customized tracking logs or registers for recording change requests, their status, and associated details. These tools provide flexibility for adapting to specific project requirements.
  6. Change Control Boards (CCBs): Dedicated committees or boards responsible for reviewing and approving change requests. CCBs may use various tools and techniques, such as meetings, decision matrices, voting systems, or consensus-building approaches, to evaluate and decide on change requests.
  7. Change Impact Assessment Tools: Software tools or techniques for assessing the impact of proposed changes on project objectives, constraints, and stakeholders. These tools may include risk assessment matrices, impact analysis templates, or scenario planning simulations.
  8. Version Control Systems: Version control systems help manage changes to project documents, code, or other artifacts by tracking revisions, controlling access, and ensuring the integrity of the project’s documentation. Examples include Git, Subversion, or Microsoft SharePoint.
  9. Communication Tools: Various communication tools such as email, instant messaging platforms, video conferencing software, or project communication channels can facilitate communication and collaboration among project stakeholders involved in the change control process.
  10. Performance Monitoring and Reporting Tools: Tools for monitoring and reporting on key performance indicators (KPIs) related to the change control process. These tools may include dashboarding software, reporting templates, or custom-built analytics tools for tracking change request status, turnaround times, approval rates, and implementation success.

By leveraging these tools and techniques, project organizations can effectively manage change requests, streamline the change control process, ensure transparency and accountability, and minimize the risks associated with change implementation. The selection of specific tools should align with the project’s needs, complexity, budget, and stakeholder preferences.

Changes to the deliverables should be controlled through an established set of integrated procedures, such as configuration management.

Controlling changes to project deliverables through established procedures is crucial for maintaining project integrity and ensuring that changes align with project objectives. Here’s how an integrated set of procedures can help control changes to deliverables effectively:

  1. Change Request Submission: Establish a standardized process for stakeholders to submit change requests. Define clear guidelines for what information should be included in change requests, such as the nature of the change, reasons for the change, potential impacts, and proposed solutions.
  2. Change Evaluation and Impact Assessment: Upon receiving a change request, initiate a thorough evaluation and impact assessment process. Assess the potential effects of the proposed change on project scope, schedule, budget, quality, resources, and risks. Consider both the immediate and downstream impacts of the change.
  3. Change Review and Approval: Convene a designated change control board (CCB) or review committee to review and approve change requests. The CCB should consist of relevant stakeholders with the authority to assess the change’s merits, evaluate its impact, and make informed decisions about its approval or rejection.
  4. Change Implementation Planning: Once a change is approved, develop a detailed implementation plan outlining the necessary steps, resources, timelines, and responsibilities for executing the change. Ensure that the plan addresses any dependencies, risks, or constraints associated with the change.
  5. Documentation and Tracking: Maintain comprehensive documentation throughout the change control process. Record all pertinent information related to change requests, including submission details, evaluation outcomes, approval decisions, implementation plans, and communication logs. Use a centralized repository or document management system to store and track changes.
  6. Communication and Stakeholder Engagement: Communicate changes to relevant stakeholders in a timely and transparent manner. Keep stakeholders informed about the status of change requests, approval decisions, implementation progress, and any associated impacts on project deliverables. Solicit feedback and input from stakeholders as needed.
  7. Change Control Board Meetings: Schedule regular CCB meetings or review sessions to discuss pending change requests, assess their merits, and make informed decisions. Ensure that meetings are conducted efficiently, with clear agendas, well-documented discussions, and actionable outcomes.
  8. Change Control Procedures Integration: Integrate change control procedures with other project management processes, such as risk management, issue management, and quality management. Ensure alignment and consistency across all project management activities to minimize confusion and maximize effectiveness.
  9. Continuous Improvement: Regularly review and evaluate the effectiveness of the change control procedures. Identify opportunities for improvement based on lessons learned, feedback from stakeholders, and evolving project requirements. Implement refinements to enhance the efficiency, transparency, and agility of the change control process.

By establishing a set of integrated procedures for controlling changes to project deliverables, organizations can effectively manage change requests, mitigate risks, maintain project alignment, and ensure the successful achievement of project objectives.

Changes to the deliverables should be controlled through configuration management.

Controlling changes to project deliverables through configuration management is crucial for ensuring that project components remain consistent, traceable, and aligned with project requirements. Here’s how configuration management helps control changes to deliverables:

  1. Establishing Baselines: Configuration management involves establishing baselines for project deliverables at key stages of the project lifecycle, such as requirements baseline, design baseline, and final product baseline. These baselines serve as reference points against which changes are assessed and controlled.
  2. Change Control Procedures: Configuration management defines formalized change control procedures for managing changes to project deliverables. These procedures outline the steps for requesting, evaluating, approving, implementing, and documenting changes, ensuring that changes are systematically managed and controlled.
  3. Configuration Identification: Configuration management involves identifying and documenting the configuration items (CIs) that comprise the project deliverables. Each CI is uniquely identified, documented, and versioned to facilitate change management and traceability.
  4. Change Impact Analysis: Before approving changes, configuration management conducts change impact analysis to assess the potential effects of proposed changes on project scope, schedule, budget, quality, and other aspects. This analysis helps stakeholders understand the implications of changes before they are implemented.
  5. Change Authorization: Configuration management authorizes changes based on their impact analysis, ensuring that only approved changes are implemented. Change authorization may involve review and approval by a designated change control board (CCB) or other relevant stakeholders with the authority to make informed decisions.
  6. Version Control: Configuration management maintains version control for project deliverables, ensuring that all changes are properly tracked, documented, and managed. Version control allows stakeholders to access the latest approved versions of project components and facilitates rollback to previous versions if needed.
  7. Configuration Status Accounting: Configuration management maintains configuration status accounting, which involves documenting the current status and history of project deliverables, including their versions, changes, and associated documentation. This information provides stakeholders with visibility into the configuration of project components.
  8. Configuration Audits: Periodic configuration audits are conducted to verify the consistency and integrity of project deliverables against established baselines. Configuration audits help identify discrepancies, inconsistencies, or unauthorized changes that may require corrective action.
  9. Change Documentation and Reporting: Configuration management documents and reports all changes to project deliverables, including the reasons for the change, the impact analysis, the authorization decision, and the implementation details. This documentation ensures transparency, accountability, and traceability throughout the change control process.

By leveraging configuration management practices, project organizations can effectively control changes to project deliverables, minimize risks, maintain consistency, and ensure the successful completion of projects within scope, schedule, and budget constraints.

Published by Pretesh Biswas

Pretesh Biswas has wealth of qualifications and experience in providing results-oriented solutions for your system development, training or auditing needs. He has helped dozens of organizations in implementing effective management systems to a number of standards. He provide a unique blend of specialized knowledge, experience, tools and interactive skills to help you develop systems that not only get certified, but also contribute to the bottom line. He has taught literally hundreds of students over the past 5 years. He has experience in training at hundreds of organizations in several industry sectors. His training is unique in that which can be customized as to your management system and activities and deliver them at your facility. This greatly accelerates the learning curve and application of the knowledge acquired. He is now ex-Certification body lead auditor now working as consultancy auditor. He has performed hundreds of audits in several industry sectors. As consultancy auditor, he not just report findings, but provide value-added service in recommending appropriate solutions. Experience Consultancy: He has helped over 100 clients in a wide variety of industries achieve ISO 9001,14001,27001,20000, OHSAS 18001 and TS 16949 certification. Industries include automotive, metal stamping and screw machine, fabrication, machining, assembly, Forging electrostatic and chrome plating, heat-treating, coatings, glass, plastic and rubber products, electrical and electronic equipment, assemblies & components, batteries, computer hardware and software, printing, placement and Security help, warehousing and distribution, repair facilities, consumer credit counseling agencies, banks, call centers, etc. Training: He has delivered public and on-site quality management training to over 1000 students. Courses include ISO/TS -RAB approved Lead Auditor, Internal Auditing, Implementation, Documentation, as well as customized ISO/TS courses, PPAP, FMEA, APQP and Control Plans. Auditing: He has conducted over 100 third party registration and surveillance audits and dozens of gap, internal and pre-assessment audits to ISO/QS/TS Standards, in the manufacturing and service sectors. Other services: He has provided business planning, restructuring, asset management, systems and process streamlining services to a variety of manufacturing and service clients such as printing, plastics, automotive, transportation and custom brokerage, warehousing and distribution, electrical and electronics, trading, equipment leasing, etc. Education & professional certification: Pretesh Biswas has held IRCA certified Lead Auditor for ISO 9001,14001 and 27001. He holds a Bachelor of Engineering degree in Mechanical Engineering and is a MBA in Systems and Marketing. Prior to becoming a business consultant 6 years ago, he has worked in several portfolios such as Marketing, operations, production, Quality and customer care. He is also certified in Six Sigma Black belt .

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