ISO 21502:2020 Clause 7.10.3 Identifying and assessing change requests

Throughout the project, it is necessary to record change requests, evaluate them in terms of objectives, benefits, stakeholder expectations, scope, resources, schedule, cost, quality and risk, and to assess the impact and obtain authorized prior to implementation. Only authorized change requests should be implemented.
NOTE The record of change requests can be referred to as a “change register”, “change log” or any other term used within an organization.

In change management, the process of identifying and assessing change requests is essential for evaluating the potential impact of proposed changes on the project and determining their feasibility. Here’s how the project organization can effectively identify and assess change requests:

1. Change Identification: Establish a formal process for stakeholders to submit change requests. Encourage project team members, stakeholders, and subject matter experts to identify and raise potential changes as they arise during project execution.
2. Change Request Documentation: Require change requests to be documented using standardized forms or templates. Ensure that change request forms capture essential details such as the nature of the change, reasons for the change, potential impacts, priority, resource requirements, and proposed solutions.
3. Change Request Submission: Define clear guidelines for submitting change requests, including the preferred method of submission, designated submission channels, and any supporting documentation or evidence required to justify the change.
4. Change Request Review: Establish a designated change control board (CCB) or review committee responsible for reviewing and assessing change requests. The CCB should comprise relevant stakeholders with the authority to evaluate the merits of proposed changes and make informed decisions.
5. Change Impact Assessment: Conduct a thorough impact assessment to evaluate the potential effects of proposed changes on project scope, schedule, budget, quality, resources, risks, and stakeholder interests. Consider both the immediate and downstream impacts of the change.
6. Risk Analysis: Assess the risks associated with implementing the proposed change, including potential unintended consequences, dependencies, and uncertainties. Evaluate the likelihood and severity of risks to determine their significance.
7. Feasibility Analysis: Evaluate the technical feasibility, resource availability, and organizational readiness to implement the proposed change. Consider factors such as technology constraints, skill requirements, budget implications, and alignment with project objectives.
8. Cost-Benefit Analysis: Conduct a cost-benefit analysis to weigh the anticipated benefits of the proposed change against its associated costs and risks. Evaluate whether the expected outcomes justify the investment of resources and potential disruptions to the project.
9. Change Prioritization: Prioritize change requests based on their urgency, impact, strategic alignment, and stakeholder priorities. Consider the project’s overall objectives and constraints when determining the sequence and timing of change implementations.
10. Stakeholder Consultation: Seek input and feedback from relevant stakeholders affected by the proposed change. Engage in open communication and collaboration to ensure that all perspectives are considered and that stakeholders’ concerns are addressed.
11. Decision Making: Make informed decisions regarding the approval, rejection, or deferral of change requests based on the results of the assessment process. Ensure that decisions are documented, communicated to stakeholders, and implemented according to established procedures.

By following a systematic approach to identifying and assessing change requests, the project organization can effectively evaluate the potential impacts of proposed changes and make informed decisions that align with project objectives and stakeholder interests.

Throughout the project, it is necessary to record change requests.

Recording change requests throughout the project is crucial for maintaining transparency, accountability, and traceability in the change management process. Here’s why it’s necessary and how to effectively record change requests:

1. Documentation: Recording change requests ensures that there is a formal record of all proposed changes, including their nature, rationale, impacts, and disposition. This documentation provides a clear audit trail and historical record of the change management process.
2. Transparency: Keeping a record of change requests promotes transparency by allowing stakeholders to track the status and progress of proposed changes. It ensures that all stakeholders are aware of the changes being considered and their potential impacts on the project.
3. Decision Making: Recording change requests facilitates informed decision-making by providing stakeholders with the necessary information to evaluate the merits of proposed changes. It allows change control boards (CCBs) or review committees to assess the impact and feasibility of changes before making decisions.
4. Communication: Change request records serve as a communication tool for conveying information about proposed changes to relevant stakeholders. They enable project teams to effectively communicate the reasons for proposed changes, solicit feedback, and engage stakeholders in the decision-making process.
5. Tracking: By recording change requests, project teams can track the progress of each change request from submission to resolution. It helps project managers and change control boards monitor the status of change requests, identify bottlenecks, and ensure timely resolution.
6. Accountability: Maintaining a record of change requests promotes accountability by documenting who submitted the request, who assessed it, and who made the final decision. It ensures that all stakeholders involved in the change management process are accountable for their roles and responsibilities.
7. Lessons Learned: Change request records serve as valuable sources of lessons learned for future projects. They provide insights into the types of changes encountered, their impacts, and the effectiveness of change management processes. Analyzing past change requests can help improve change management practices in subsequent projects.

To effectively record change requests throughout the project, consider implementing the following practices:

• Utilize standardized change request forms or templates to capture essential information.
• Establish a centralized repository or database for storing and managing change request records.
• Assign unique identifiers to each change request for easy reference and tracking.
• Document all relevant details of change requests, including their description, rationale, priority, impacts, proposed solutions, and disposition.
• Ensure that change request records are regularly updated and maintained to reflect the current status of each change request.
• Make change request records easily accessible to relevant stakeholders involved in the change management process.
• Regularly review and audit change request records to ensure accuracy, completeness, and compliance with established procedures.

By recording change requests throughout the project and following best practices for documentation, project teams can effectively manage changes, mitigate risks, and enhance project outcomes.

Throughout the project, it is necessary to evaluate change requests in terms of objectives.

Evaluating change requests in terms of project objectives is essential for ensuring that proposed changes align with the project’s overall goals and strategic direction. Here’s why it’s necessary and how to effectively evaluate change requests based on project objectives:

1. Alignment with Project Goals: Evaluating change requests against project objectives helps determine whether proposed changes support or detract from the project’s overarching goals. Changes that align with project objectives are more likely to contribute positively to project success.
2. Impact Assessment: Assessing change requests in terms of project objectives involves evaluating their potential impact on key project parameters such as scope, schedule, budget, quality, and stakeholder satisfaction. Changes that are consistent with project objectives are more likely to have a favourable impact on these parameters.
3. Prioritization: When evaluating change requests, project objectives can serve as criteria for prioritizing changes based on their strategic importance. Changes that directly contribute to achieving high-priority project objectives may be given precedence over those that are less aligned with project goals.
4. Resource Allocation: Considering project objectives during the evaluation of change requests helps in allocating resources effectively. Changes that are closely aligned with project objectives may justify the allocation of resources to implement them, while changes that deviate significantly from project goals may warrant closer scrutiny.
5. Risk Management: Evaluating change requests in light of project objectives enables project teams to assess the associated risks and uncertainties. Changes that are consistent with project objectives may be perceived as lower risk, while changes that pose a threat to achieving project goals may require more careful risk management.
6. Strategic Decision Making: Project objectives provide a strategic framework for making decisions about whether to approve, reject, or modify change requests. Changes that support the project’s strategic direction and objectives are more likely to be approved, while those that conflict with project goals may be rejected or modified.

To effectively evaluate change requests in terms of project objectives, consider the following steps:

• Clearly define the project’s objectives and strategic priorities at the outset of the project.
• Establish criteria for evaluating change requests based on their alignment with project objectives.
• Conduct a comprehensive impact assessment to determine the implications of proposed changes on project objectives.
• Prioritize change requests based on their strategic importance and potential contribution to project success.
• Involve key stakeholders in the evaluation process to ensure alignment with project goals and objectives.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on their alignment with project objectives.

By evaluating change requests in terms of project objectives, project teams can ensure that changes are consistent with the project’s strategic direction, minimize risks, and maximize the likelihood of achieving project success.

Throughout the project, it is necessary to evaluate change requests in terms of benefits.

Evaluating change requests in terms of benefits is essential for ensuring that proposed changes contribute positively to the project’s outcomes and objectives. Here’s why it’s necessary and how to effectively evaluate change requests based on their potential benefits:

1. Alignment with Project Objectives: Evaluating change requests in terms of benefits helps determine whether proposed changes align with the desired outcomes and objectives of the project. Changes that offer significant benefits in line with project goals are more likely to enhance project success.
2. Value Proposition: Assessing change requests based on their expected benefits allows project teams to understand the value proposition of each proposed change. Changes that promise substantial benefits relative to their costs are more likely to be considered worthwhile investments.
3. Impact Assessment: Evaluating change requests in terms of benefits involves assessing their potential impact on project outcomes, such as improved efficiency, enhanced quality, increased customer satisfaction, or greater return on investment. Changes that deliver substantial benefits are prioritized accordingly.
4. Cost-Benefit Analysis: Conducting a cost-benefit analysis helps quantify the expected benefits of proposed changes relative to their associated costs. Changes that offer a favourable return on investment and outweigh their costs in terms of benefits are more likely to be approved.
5. Risk Management: Evaluating change requests based on benefits also involves considering the associated risks and uncertainties. Changes that offer significant benefits may be worth pursuing despite potential risks, while changes with limited benefits may not justify the associated risks.
6. Stakeholder Value: Assessing change requests in terms of benefits ensures that the interests and needs of stakeholders are taken into account. Changes that generate value for stakeholders and contribute to their satisfaction are more likely to be supported and endorsed.

To effectively evaluate change requests in terms of benefits, consider the following steps:

• Identify and prioritize the potential benefits associated with each proposed change, considering both tangible and intangible benefits.
• Quantify the expected benefits where possible, using metrics and measures relevant to the project objectives.
• Compare the anticipated benefits of proposed changes against their associated costs, including implementation costs, resource requirements, and potential risks.
• Consider the broader impact of proposed changes on project stakeholders, organizational goals, and strategic priorities.
• Involve relevant stakeholders in the evaluation process to ensure that their perspectives and expectations regarding benefits are considered.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on their potential benefits.

By evaluating change requests in terms of benefits, project teams can make informed decisions about which changes to prioritize and pursue, ultimately maximizing the value delivered by the project.

Throughout the project, it is necessary to evaluate change requests in terms of stakeholder expectations.

Evaluating change requests in terms of stakeholder expectations is crucial for ensuring that proposed changes meet the needs, preferences, and priorities of all project stakeholders. Here’s why it’s necessary and how to effectively evaluate change requests based on stakeholder expectations:

1. Stakeholder Satisfaction: Assessing change requests in terms of stakeholder expectations helps ensure that proposed changes align with the desires and requirements of key project stakeholders. Changes that meet or exceed stakeholder expectations are more likely to result in high levels of satisfaction.
2. Alignment with Stakeholder Needs: Evaluating change requests based on stakeholder expectations involves understanding the specific needs, preferences, and priorities of different stakeholder groups. Changes that address key stakeholder needs and preferences are more likely to be perceived positively.
3. Communication and Engagement: Assessing change requests in terms of stakeholder expectations requires effective communication and engagement with stakeholders throughout the change management process. Engage stakeholders in discussions about proposed changes, solicit their feedback, and consider their input when evaluating change requests.
4. Impact on Stakeholder Relationships: Changes that align with stakeholder expectations can strengthen relationships and foster trust and collaboration among project stakeholders. Conversely, changes that disregard stakeholder expectations or preferences may lead to dissatisfaction, conflict, or resistance.
5. Managing Resistance: Evaluating change requests in terms of stakeholder expectations helps anticipate and address potential resistance to change. Consider how proposed changes may impact different stakeholder groups and develop strategies to address concerns, mitigate resistance, and gain buy-in.
6. Managing Expectations: Assessing change requests based on stakeholder expectations involves managing expectations throughout the change management process. Be transparent about the potential impacts and limitations of proposed changes, and provide realistic timelines and outcomes to stakeholders.

To effectively evaluate change requests in terms of stakeholder expectations, consider the following steps:

• Identify and prioritize the expectations of key project stakeholders, including sponsors, customers, end-users, and other relevant parties.
• Engage stakeholders early and often to understand their needs, preferences, and concerns regarding proposed changes.
• Evaluate change requests based on their potential to meet stakeholder expectations and contribute to stakeholder satisfaction.
• Communicate the rationale behind decisions regarding the approval, rejection, or modification of change requests, taking stakeholder expectations into account.
• Monitor stakeholder feedback and reactions to proposed changes, and adjust the change management approach as needed to address concerns and maintain stakeholder support.

By evaluating change requests in terms of stakeholder expectations, project teams can ensure that proposed changes are well-received, supported, and ultimately contribute to project success.

Throughout the project, it is necessary to evaluate change requests in terms of scope.

Evaluating change requests in terms of scope is crucial for maintaining project focus, managing project boundaries, and ensuring that proposed changes align with project objectives. Here’s why it’s necessary and how to effectively evaluate change requests based on scope considerations:

1. Scope Management: Assessing change requests in terms of scope helps ensure that proposed changes are consistent with the project’s defined scope and objectives. Changes that fall within the project scope are more likely to contribute positively to project success.
2. Scope Creep Prevention: Evaluating change requests based on scope considerations helps prevent scope creep, which occurs when uncontrolled changes gradually expand the project scope beyond its original boundaries. By carefully assessing change requests, project teams can avoid unnecessary scope changes that may lead to schedule delays, cost overruns, and stakeholder dissatisfaction.
3. Impact Assessment: Assessing change requests in terms of scope involves evaluating their potential impact on project deliverables, requirements, and constraints. Changes that align with the project scope are more likely to have a manageable impact on project outcomes and resources.
4. Alignment with Project Objectives: Evaluating change requests based on scope considerations ensures that proposed changes contribute to achieving project objectives and desired outcomes. Changes that support the project’s strategic goals and priorities are more likely to be deemed beneficial and worth pursuing.
5. Resource Management: Assessing change requests in terms of scope helps project teams allocate resources effectively. Changes that are consistent with the project scope are easier to accommodate within existing resource constraints, whereas changes that significantly expand the scope may require additional resources and adjustments to project plans.
6. Risk Management: Evaluating change requests based on scope considerations allows project teams to assess the associated risks and uncertainties. Changes that impact the project scope may introduce new risks or dependencies that need to be managed proactively to avoid negative consequences.

To effectively evaluate change requests in terms of scope, consider the following steps:

• Review the project’s scope statement, requirements documentation, and other relevant project artefacts to understand the project’s boundaries and objectives.
• Assess change requests to determine their alignment with the project scope and objectives. Consider whether the proposed changes enhance, modify, or deviate from the original scope.
• Conduct a thorough impact analysis to evaluate the implications of proposed changes on project deliverables, schedule, budget, and quality.
• Involve key stakeholders in the evaluation process to ensure that their perspectives on scope are considered and that changes are aligned with their expectations.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on scope considerations.
• Monitor and control changes throughout the project to prevent unauthorized scope changes and ensure that all changes are properly assessed, approved, and integrated into project plans.

By evaluating change requests in terms of scope, project teams can maintain project focus, manage changes effectively, and maximize the likelihood of project success.

Throughout the project, it is necessary to evaluate change requests in terms of resources.

Evaluating change requests in terms of resources is crucial for ensuring that proposed changes are feasible within the project’s resource constraints and do not adversely impact project schedules, budgets, or quality standards. Here’s why it’s necessary and how to effectively evaluate change requests based on resource considerations:

1. Resource Availability: Assessing change requests in terms of resources involves evaluating whether the necessary resources, including personnel, equipment, materials, and budget, are available to implement the proposed changes. Changes that require resources that are not readily available may lead to delays or disruptions in project execution.
2. Resource Impact: Evaluating change requests based on resource considerations requires assessing their potential impact on existing resource allocations and utilization. Changes that significantly increase resource demands or disrupt resource schedules may affect the overall project schedule and budget.
3. Resource Allocation: Assessing change requests in terms of resources involves determining how existing resources can be reallocated or supplemented to accommodate the proposed changes. Changes that can be implemented using existing resources or minimal additional resources are more likely to be feasible and cost-effective.
4. Budget Implications: Evaluating change requests based on resource considerations includes assessing their financial implications and ensuring that they are within the approved project budget. Changes that require significant additional funding may need to be prioritized based on their strategic importance and potential benefits.
5. Schedule Impact: Assessing change requests in terms of resources requires evaluating their potential impact on project schedules and deadlines. Changes that require extensive resource reallocation or cause schedule delays may need to be carefully managed to minimize disruptions to project timelines.
6. Risk Management: Evaluating change requests based on resource considerations allows project teams to assess the associated risks and uncertainties. Changes that strain existing resources or introduce dependencies on external resources may pose risks to project execution and require proactive risk management measures.

To effectively evaluate change requests in terms of resources, consider the following steps:

• Review existing resource allocations, schedules, and budgets to understand the availability and constraints of project resources.
• Assess change requests to determine their resource requirements and implications for existing resource allocations.
• Conduct a thorough impact analysis to evaluate the effects of proposed changes on project schedules, budgets, and resource utilization.
• Consider alternative resource allocation strategies or mitigation measures to address resource constraints and minimize potential disruptions.
• Involve key stakeholders, including resource managers and financial sponsors, in the evaluation process to ensure alignment with resource priorities and constraints.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on resource considerations.
• Monitor resource utilization and project performance throughout the project to identify any resource-related issues and adjust resource allocations as needed.

By evaluating change requests in terms of resources, project teams can ensure that proposed changes are realistic, feasible, and aligned with project objectives, ultimately enhancing the likelihood of project success.

Throughout the project, it is necessary to evaluate change requests in terms of schedule.

Evaluating change requests in terms of schedule is essential for ensuring that proposed changes are compatible with project timelines and do not disrupt project schedules. Here’s why it’s necessary and how to effectively evaluate change requests based on schedule considerations:

1. Schedule Impact Assessment: Assessing change requests in terms of schedule involves evaluating their potential impact on project timelines and deadlines. Changes that require additional time for implementation or cause delays in related tasks can affect the overall project schedule.
2. Critical Path Analysis: Evaluating change requests based on schedule considerations requires analyzing their impact on the critical path of the project. Changes that affect activities on the critical path or introduce new critical paths may have a significant impact on project completion dates.
3. Resource Availability and Allocation: Assessing change requests in terms of schedule involves considering the availability and allocation of project resources. Changes that require specific resources or affect resource utilization may influence task durations and project schedules.
4. Dependencies and Constraints: Evaluating change requests based on schedule considerations requires analyzing their dependencies on other project activities and constraints. Changes that impact dependent tasks or violate project constraints may lead to schedule conflicts and delays.
5. Schedule Flexibility: Assessing change requests in terms of schedule involves determining the flexibility of the project schedule to accommodate proposed changes. Changes that can be implemented without disrupting critical project milestones or contractual obligations are more likely to be feasible.
6. Risk Management: Evaluating change requests based on schedule considerations allows project teams to identify and manage schedule-related risks. Changes that pose risks to project schedules, such as potential delays or conflicts, may require mitigation measures or alternative solutions.

To effectively evaluate change requests in terms of schedule, consider the following steps:

• Review the project schedule, including task durations, dependencies, and critical paths, to understand the current project timeline.
• Assess change requests to determine their potential impact on project schedules, considering factors such as task durations, resource availability, and dependencies.
• Conduct a thorough analysis of the schedule implications of proposed changes, including their effect on critical path activities and project milestones.
• Consider alternative scheduling strategies or mitigation measures to address schedule constraints and minimize potential delays.
• Involve key stakeholders, including project sponsors and team members, in the evaluation process to ensure alignment with project objectives and priorities.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on schedule considerations.
• Monitor project schedules and progress regularly throughout the project to identify any schedule-related issues and take corrective actions as needed.

By evaluating change requests in terms of schedule, project teams can ensure that proposed changes are compatible with project timelines and do not disrupt project progress, ultimately contributing to the successful delivery of the project.

Throughout the project, it is necessary to evaluate change requests in terms of cost.

Evaluating change requests in terms of cost is crucial for maintaining project budgets, ensuring financial viability, and controlling project expenditures. Here’s why it’s necessary and how to effectively evaluate change requests based on cost considerations:

1. Budget Impact Assessment: Assessing change requests in terms of cost involves evaluating their potential impact on project budgets and financial resources. Changes that require additional expenditures or reallocation of funds may impact the overall project budget.
2. Cost Estimation: Evaluating change requests based on cost considerations requires estimating the financial implications of proposed changes. This involves identifying direct and indirect costs associated with implementing the change, including labour, materials, equipment, and any other relevant expenses.
3. Budget Allocation: Assessing change requests in terms of cost involves considering the availability and allocation of project funds. Changes that exceed available budget allocations or require additional funding may need to be prioritized based on their importance and alignment with project objectives.
4. Cost-Benefit Analysis: Evaluating change requests based on cost considerations requires conducting a cost-benefit analysis to assess the potential return on investment. This involves comparing the expected benefits of the proposed change with its estimated costs to determine its financial viability.
5. Risk Management: Assessing change requests in terms of cost allows project teams to identify and manage financial risks associated with proposed changes. Changes that pose risks to project budgets, such as cost overruns or unforeseen expenses, may require mitigation measures or alternative solutions.
6. Resource Allocation: Evaluating change requests in terms of cost involves considering the allocation of financial resources among competing project priorities. Changes that require significant financial resources may impact resource availability for other project activities and require careful planning and coordination.

To effectively evaluate change requests in terms of cost, consider the following steps:

• Review the project budget and financial resources to understand the available funding and financial constraints.
• Estimate the direct and indirect costs associated with implementing the proposed change, considering factors such as labour, materials, equipment, and overhead expenses.
• Conduct a cost-benefit analysis to assess the potential return on investment and financial implications of the proposed change.
• Consider alternative cost-saving measures or mitigation strategies to address budget constraints and minimize financial risks.
• Involve key stakeholders, including project sponsors and financial managers, in the evaluation process to ensure alignment with project objectives and financial priorities.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on cost considerations.
• Monitor project expenditures and financial performance regularly throughout the project to identify any cost-related issues and take corrective actions as needed.

By evaluating change requests in terms of cost, project teams can ensure that proposed changes are financially feasible, aligned with project budgets, and contribute to the overall success of the project.

Throughout the project, it is necessary to evaluate change requests in terms of quality.

Evaluating change requests in terms of quality is crucial for ensuring that proposed changes maintain or enhance the overall quality standards of the project deliverables. Here’s why it’s necessary and how to effectively evaluate change requests based on quality considerations:

1. Quality Impact Assessment: Assessing change requests in terms of quality involves evaluating their potential impact on the quality of project deliverables. Changes that compromise or degrade quality standards may result in subpar outcomes or customer dissatisfaction.
2. Quality Assurance: Evaluating change requests based on quality considerations requires assessing whether proposed changes align with established quality objectives and requirements. This involves ensuring that the proposed changes do not introduce defects, errors, or deviations from quality standards.
3. Conformance to Standards: Assessing change requests in terms of quality involves verifying that proposed changes comply with relevant industry standards, regulations, and best practices. Changes that adhere to established quality guidelines are more likely to produce desirable outcomes and meet stakeholder expectations.
4. Risk of Quality Degradation: Evaluating change requests in terms of quality allows project teams to identify and mitigate the risk of potential quality degradation. Changes that pose risks to project quality, such as introducing untested components or altering critical processes, may require additional scrutiny and testing.
5. Quality Improvement: Assessing change requests in terms of quality provides an opportunity to identify potential improvements or enhancements to project deliverables. Changes that contribute to enhancing quality standards or addressing known quality issues can lead to improved project outcomes and stakeholder satisfaction.
6. Stakeholder Satisfaction: Evaluating change requests in terms of quality involves considering the impact of proposed changes on stakeholder satisfaction. Changes that align with stakeholder expectations and preferences are more likely to result in positive feedback and support for the project.

To effectively evaluate change requests in terms of quality, consider the following steps:

• Review the project’s quality objectives, standards, and requirements to understand the expected level of quality for project deliverables.
• Assess the potential impact of proposed changes on project quality, considering factors such as functionality, reliability, performance, and usability.
• Conduct a thorough analysis of the quality implications of proposed changes, including their alignment with established quality criteria and the risk of quality degradation.
• Consider conducting quality assurance activities, such as testing, inspection, or validation, to verify the impact of proposed changes on project quality.
• Involve key stakeholders, including quality assurance professionals and end users, in the evaluation process to ensure alignment with quality objectives and expectations.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on quality considerations.
• Monitor project quality metrics and performance regularly throughout the project to identify any quality-related issues and take corrective actions as needed.

By evaluating change requests in terms of quality, project teams can ensure that proposed changes maintain or enhance the overall quality standards of project deliverables, ultimately contributing to the success and satisfaction of project stakeholders.

Throughout the project, it is necessary to evaluate change requests in terms of risk.

Evaluating change requests in terms of risk is crucial for understanding the potential impact on project objectives and for making informed decisions regarding their implementation. Here’s why it’s necessary and how to effectively evaluate change requests based on risk considerations:

1. Risk Impact Assessment: Assessing change requests in terms of risk involves evaluating their potential impact on project objectives, including scope, schedule, cost, and quality. Changes that introduce new risks or exacerbate existing ones may pose threats to project success.
2. Risk Identification: Evaluating change requests based on risk considerations requires identifying and analyzing potential risks associated with proposed changes. This involves assessing the likelihood and severity of risks, as well as their potential consequences on project outcomes.
3. Risk Mitigation: Assessing change requests in terms of risk involves determining appropriate risk mitigation strategies to address identified risks. This may include implementing preventive measures to reduce the likelihood of risks occurring or contingency plans to mitigate their impact if they materialize.
4. Risk Response Planning: Evaluating change requests in terms of risk requires developing response plans to manage identified risks effectively. This involves assigning responsibilities for risk management, establishing monitoring mechanisms, and defining triggers for implementing risk response actions.
5. Risk Tolerance: Assessing change requests in terms of risk involves considering the project’s risk tolerance and appetite for accepting or mitigating risks. Changes that exceed acceptable risk thresholds may require additional scrutiny or risk mitigation measures to align with project objectives.
6. Stakeholder Engagement: Evaluating change requests in terms of risk involves engaging key stakeholders in the risk assessment process to ensure that their perspectives and concerns are addressed. This may include soliciting input from subject matter experts, project sponsors, and other stakeholders with relevant expertise.

To effectively evaluate change requests in terms of risk, consider the following steps:

• Identify potential risks associated with proposed changes, considering their likelihood, impact, and potential consequences on project objectives.
• Assess the overall risk profile of proposed changes, considering their alignment with project risk management objectives and strategies.
• Evaluate the effectiveness of existing risk mitigation measures and identify any additional risk response actions required to address identified risks.
• Consider conducting a qualitative or quantitative risk analysis to prioritize risks and determine their relative importance to project success.
• Involve key stakeholders, including risk management professionals and project team members, in the evaluation process to ensure a comprehensive understanding of project risks and their implications.
• Document the rationale behind decisions regarding the approval, rejection, or modification of change requests based on risk considerations.
• Monitor project risks and their status regularly throughout the project to identify any emerging risks or changes in risk exposure and take proactive measures to address them.

By evaluating change requests in terms of risk, project teams can effectively manage potential threats and opportunities, ultimately enhancing project outcomes and maximizing the likelihood of project success.

The project organization assess the impact and obtains authorisation before implementation.

Before implementing any change, it’s essential for the project organization to thoroughly assess its impact and obtain appropriate authorization. Here’s a breakdown of this process:

1. Impact Assessment: The project organization should conduct a comprehensive assessment of the proposed change to understand its potential impact on various aspects of the project, including scope, schedule, cost, quality, and risk. This assessment involves analyzing how the change will affect project objectives, deliverables, stakeholders, resources, and constraints.
2. Impact Analysis: After assessing the change, the project organization should perform an in-depth analysis to evaluate its implications across different project dimensions. This analysis helps identify potential benefits, drawbacks, risks, dependencies, and interrelationships associated with the change. It also allows stakeholders to gain a clear understanding of the consequences of implementing the change.
3. Authorization Process: Once the impact assessment and analysis are complete, the project organization must seek appropriate authorization before proceeding with the implementation of the change. Authorization typically involves obtaining approval from key stakeholders, such as project sponsors, steering committees, change control boards, or other relevant decision-makers. The authorization process ensures that proposed changes align with project objectives, priorities, and governance protocols.
4. Change Control Mechanism: To facilitate the authorization process, the project organization should have a well-defined change control mechanism in place. This mechanism outlines the procedures, roles, responsibilities, and criteria for reviewing, evaluating, and approving change requests. It establishes a structured process for managing changes throughout the project lifecycle, from initiation to closure.
5. Documentation and Communication: Throughout the impact assessment and authorization process, it’s crucial to document all relevant information, including the rationale for the change, potential impacts, proposed mitigation strategies, and authorization decisions. Clear and transparent communication with stakeholders is essential to ensure that everyone involved understands the reasons behind the change and its implications for the project.
6. Risk Management: As part of the impact assessment, the project organization should also evaluate the potential risks associated with the proposed change and develop appropriate risk response plans. By proactively managing risks, the organization can minimize the likelihood of adverse outcomes and maximize the chances of successful change implementation.
7. Continuous Monitoring and Evaluation: Even after obtaining authorization, the project organization should continue to monitor the implementation of the change and its effects on the project. Regular monitoring allows for the timely identification of any issues, deviations, or unforeseen consequences, enabling proactive adjustments and corrective actions as needed.

By following these steps and obtaining proper authorization before implementing changes, the project organization can ensure that proposed changes are carefully evaluated, aligned with project objectives, and effectively managed to enhance project success.

Only authorized change requests should be implemented.

Only authorized change requests should be implemented in a project. This is a fundamental principle of change management aimed at maintaining project control, consistency, and alignment with project objectives. Here’s why it’s important:

1. Alignment with Objectives: Implementing only authorized change requests ensures that all project modifications are in line with the project’s goals, scope, and strategic objectives. This helps prevent scope creep and ensures that project resources are used effectively to deliver the intended outcomes.
2. Risk Management: Unauthorized changes can introduce unexpected risks and uncertainties into the project, potentially leading to schedule delays, cost overruns, or quality issues. By requiring authorization for all changes, the project organization can assess the potential impacts and mitigate risks proactively.
3. Resource Allocation: Implementing unauthorized changes can disrupt resource allocation and utilization, leading to inefficiencies and conflicts within the project team. Authorization ensures that changes are properly evaluated against available resources and priorities, enabling better resource management and allocation.
4. Control and Governance: A formal change control process, including authorization procedures, provides a structured framework for managing project changes. It establishes clear roles, responsibilities, and decision-making criteria, promoting accountability and transparency throughout the change management process.
5. Documentation and Traceability: Only authorized changes should be implemented to maintain accurate documentation and traceability of project modifications. By documenting the rationale behind each authorized change, the project organization can track the evolution of project requirements, decisions, and outcomes over time.
6. Stakeholder Communication: Obtaining authorization for changes involves communicating with relevant stakeholders, including project sponsors, team members, and clients. This ensures that all parties are informed about proposed modifications, their impacts, and the reasons for their approval or rejection, fostering transparency and alignment.
7. Change Control Board (CCB) Oversight: In many projects, a Change Control Board (CCB) or similar governing body is responsible for reviewing and approving change requests. By adhering to the CCB’s authorization decisions, the project organization ensures that changes undergo appropriate scrutiny and oversight before implementation.

Overall, implementing only authorized change requests is essential for maintaining project integrity, managing risks, and fostering effective governance and control. It helps ensure that project changes are well-considered, properly evaluated, and aligned with project objectives, ultimately contributing to project success.

The record of change requests can be referred to as a “change register”, “change log” or any other term used within an organization.

The record of change requests is commonly referred to as a “change register,” “change log,” or by any other term that is commonly used within an organization’s project management practices. This document serves as a centralized repository for capturing and tracking all proposed changes throughout the project lifecycle. Here’s why maintaining a change register is important:

1. Centralized Documentation: The change register provides a centralized location to document all change requests, including their details, status, and associated information. This ensures that all stakeholders have access to the latest information regarding proposed modifications to the project.
2. Transparency and Accountability: By maintaining a change register, the project organization promotes transparency and accountability in the change management process. Stakeholders can easily review the status and history of change requests, facilitating informed decision-making and oversight.
3. Historical Record: The change register serves as a historical record of all changes made to the project, including their rationale, approvals, and outcomes. This allows project teams to track the evolution of project requirements and decisions over time, providing valuable insights for future projects.
4. Tracking and Monitoring: The change register enables project managers to track the progress of change requests from submission to resolution. By monitoring the status of change requests, project teams can ensure timely review, approval, and implementation of authorized changes while addressing any outstanding issues or concerns.
5. Communication and Collaboration: The change register facilitates communication and collaboration among project stakeholders by providing a common platform for documenting and discussing proposed changes. Team members can use the change register to share information, seek input, and coordinate activities related to change management.
6. Decision Support: The change register supports decision-making by providing comprehensive information about each change request, including its impact, priority, and recommended actions. Project managers and decision-makers can use this information to prioritize changes, allocate resources, and assess their potential implications on project objectives.
7. Auditing and Compliance: Maintaining a well-documented change register supports auditing and compliance efforts by providing evidence of adherence to established change management processes and procedures. Auditors can review the change register to verify that changes were properly authorized, documented, and implemented in accordance with project requirements and governance standards.

Overall, the change register plays a critical role in facilitating effective change management by providing a structured approach to capturing, documenting, and tracking changes throughout the project lifecycle. It serves as a valuable tool for promoting transparency, accountability, and collaboration among project stakeholders while ensuring that changes are managed in a controlled and systematic manner.