ISO 21502:2020 Clause 7.10 Change control

Project Management 11 Minutes

7.10.1 Overview

The purpose of change control is to control changes to the project and deliverables and to formalize acceptance or rejection of these changes.
Changes can originate from deviations identified in the project’s performance or from any stakeholder, including policymakers, executive management, end users, suppliers or team members. Alternatively, a change can result from a response to a risk or issue. Change control should include establishing a framework for the project that includes activities for identifying, assessing, implementing and closing change requests.
NOTE Assessing includes determining the impact of the changes on the project’s constraints

In project management, ensuring effective change control involves establishing processes and procedures to manage changes to project scope, schedule, budget, resources, and other project aspects. Here’s how organizations typically ensure change control:

  1. Change Management Plan: Develop a change management plan that outlines the procedures, roles, responsibilities, and criteria for managing changes throughout the project lifecycle. Define the change control process, including how change requests will be submitted, evaluated, approved, implemented, and communicated.
  2. Change Control Board (CCB): Establish a Change Control Board or similar governance body responsible for reviewing, evaluating, and approving or rejecting change requests. The CCB typically includes key stakeholders representing various project interests, such as project sponsors, customers, subject matter experts, and project managers.
  3. Change Request Documentation: Require all change requests to be documented using a standardized format or template. This documentation should include details such as the nature of the change, its rationale, impacts, proposed solutions, resource requirements, cost estimates, and potential risks.
  4. Change Request Submission: Define clear channels and procedures for submitting change requests, ensuring that all stakeholders know how and where to submit change requests. Establish criteria for determining which changes require formal evaluation and approval by the CCB and which can be addressed through project management discretion.
  5. Change Impact Assessment: Conduct a comprehensive impact assessment for each change request to evaluate its potential effects on project objectives, scope, schedule, budget, quality, risks, and stakeholders. Assess the feasibility, benefits, costs, and risks associated with implementing the proposed change.
  6. Change Evaluation and Prioritization: Evaluate change requests based on predefined criteria, such as alignment with project objectives, strategic importance, urgency, feasibility, and cost-effectiveness. Prioritize changes based on their relative importance and impact on project success, focusing resources on addressing high-priority changes first.
  7. Change Review and Approval: Present change requests to the CCB or designated decision-making authority for review, discussion, and approval or rejection. Ensure that decision-makers have access to relevant information, analysis, and recommendations to make informed decisions about change requests.
  8. Change Implementation Planning: Develop detailed plans for implementing approved changes, including the necessary actions, resources, timelines, and communication strategies. Coordinate with relevant stakeholders to ensure that changes are implemented effectively and seamlessly integrated into project activities.
  9. Change Communication: Communicate approved changes to all affected stakeholders, providing clear and timely information about the nature of the change, its impacts, and any actions required. Ensure that stakeholders understand the reasons for the change and how it will affect them and the project.
  10. Change Monitoring and Control: Monitor the implementation of approved changes to track progress, assess performance, and ensure compliance with the change management plan. Establish mechanisms for monitoring change-related risks, issues, and dependencies and take corrective action as needed to address deviations from the change plan.
  11. Documentation and Reporting: Document all change-related decisions, actions, and outcomes in a centralized change log or repository. Maintain accurate records of change requests, approvals, implementations, and closures for future reference, audit trails, and reporting purposes.
  12. Change Review and Continuous Improvement: Conduct periodic reviews of the change control process to identify opportunities for improvement, streamline workflows, enhance collaboration, and optimize change-related outcomes. Incorporate lessons learned and feedback from stakeholders to refine the change control process and drive continuous improvement.

By implementing robust change control processes and procedures, organizations can effectively manage changes, minimize risks, maintain project integrity, and enhance stakeholder satisfaction throughout the project lifecycle.

The purpose of change control is to control changes to the project and deliverables and to formalize acceptance or rejection of these changes.

To ensure effective change control in project management, organizations typically follow a structured process that involves several key steps:

  1. 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 consist of relevant stakeholders, including project managers, team leads, subject matter experts, and key decision-makers.
  2. Define Change Control Procedures: Develop clear and documented procedures for submitting, reviewing, evaluating, and approving change requests. Specify the criteria for assessing proposed changes, the roles and responsibilities of stakeholders involved in the change control process, and the escalation path for resolving disagreements or disputes.
  3. Document Change Requests: Require that all proposed changes are formally documented using a standardized change request form or template. Each change request should include details such as the nature of the change, its rationale, impacts, priority, resource requirements, and proposed implementation plan.
  4. Review Change Requests: Review change requests submitted by stakeholders to assess their validity, feasibility, and alignment with project objectives. Evaluate the potential impacts of proposed changes on project scope, schedule, budget, quality, risks, and stakeholders.
  5. Impact Analysis: Conduct a thorough impact analysis to assess the implications of proposed changes on project deliverables, resources, dependencies, and constraints. Consider factors such as cost, time, resource availability, technical feasibility, and organizational impact.
  6. Change Evaluation and Decision Making: Present the findings of the impact analysis to the CCB or designated decision-making body for review and evaluation. Make informed decisions about whether to approve, reject, defer, or modify proposed changes based on their alignment with project goals, constraints, and priorities.
  7. Change Approval and Authorization: Obtain formal approval and authorization for approved changes from the appropriate authority or stakeholders. Document the decision, rationale, and any conditions or constraints associated with the approved change.
  8. Implement Approved Changes: Implement approved changes according to the agreed-upon plan and timeline. Coordinate with relevant stakeholders to ensure that changes are executed effectively, communicated transparently, and integrated into project activities and deliverables.
  9. Monitor and Control Changes: Monitor the implementation of approved changes to track progress, assess performance, and ensure that changes are executed as planned. Monitor change-related risks, issues, and dependencies and take corrective action as needed to address deviations from the change plan.
  10. Document Change Control Records: Maintain accurate records of all change requests, decisions, approvals, and implementation status in a centralized change log or repository. Document the rationale behind each decision, including any trade-offs, compromises, or considerations taken into account.
  11. Communicate Change Status: Communicate the status of change requests, decisions, and implementation progress to all relevant stakeholders regularly. Provide timely updates on the outcome of change reviews, approvals, rejections, and any changes to project scope, schedule, or budget resulting from approved changes.
  12. Review and Audit Change Control Process: Conduct periodic reviews and audits of the change control process to identify areas for improvement, address issues or bottlenecks, and ensure compliance with established procedures and policies. Continuously refine and optimize the change control process based on lessons learned and feedback from stakeholders.

By following these steps and maintaining a rigorous change control process, organizations can effectively manage changes to the project while minimizing risks, maintaining project integrity, and maximizing stakeholder satisfaction.

Changes can originate from deviations identified in the project’s performance or from any stakeholder, including policymakers, executive management, end users, suppliers or team members.

Changes in a project can stem from various sources, and it’s crucial to have mechanisms in place to capture and manage them effectively. Here’s a breakdown of some common sources of changes in a project:

  1. Project Performance Deviations: Changes may arise from discrepancies between planned and actual project performance. For example, if a task takes longer to complete than initially estimated, adjustments to the schedule or resource allocation may be necessary. Similarly, if the project encounters unexpected obstacles or risks, changes to the project plan may be required to mitigate their impact.
  2. Stakeholders: Changes can also originate from stakeholders involved in or impacted by the project. This includes policymakers, executive management, end-users, customers, suppliers, sponsors, regulatory bodies, and other relevant parties. Stakeholders may request changes to project requirements, deliverables, scope, objectives, or priorities based on evolving needs, preferences, feedback, or external factors.
  3. External Factors: Changes in the external environment, such as market conditions, industry trends, technological advancements, legal or regulatory requirements, economic factors, or geopolitical events, can trigger changes in project plans, strategies, or assumptions. Organizations need to monitor external factors closely and adapt their projects accordingly to remain responsive and competitive.
  4. Team Members: Project team members may identify opportunities for improvement, innovation, or optimization during project execution. They may propose changes to streamline processes, enhance efficiency, address quality issues, or leverage new tools, techniques, or methodologies. Team members’ input can be valuable for identifying and implementing changes that drive project success.
  5. Executive Management: Senior executives or leadership within the organization may initiate changes to align the project with strategic objectives, corporate priorities, or organizational initiatives. These changes may involve reallocation of resources, reprioritization of projects, adjustments to budgets or timelines, or strategic shifts in project direction to better support overall business goals.
  6. End Users or Customers: Changes in user requirements, preferences, or expectations can necessitate adjustments to project deliverables, features, functionalities, or user experience. Feedback from end users or customers may reveal insights into areas for improvement, customization, or adaptation to better meet their needs and enhance satisfaction.
  7. Suppliers or Partners: Changes in supplier capabilities, availability, pricing, or contractual terms can impact project procurement, logistics, timelines, or costs. Collaborative relationships with suppliers or partners may result in mutually beneficial changes to project plans, specifications, or deliverables to optimize value and mitigate supply chain risks.

In summary, changes in a project can originate from various sources, both internal and external. Effective change management involves establishing processes, mechanisms, and channels for identifying, evaluating, prioritizing, approving, and implementing changes in a controlled and systematic manner to ensure alignment with project objectives, stakeholder needs, and organizational priorities.

Alternatively, a change can result from a response to a risk or issue.

Changes can indeed originate from various sources, including deviations in project performance, stakeholder feedback, or responses to risks and issues. Here’s a breakdown of how changes can result from each of these sources:

  1. Deviations in Project Performance: Changes may be triggered by deviations from the planned performance of the project, such as delays in task completion, cost overruns, quality issues, or failure to meet predefined objectives. These deviations can prompt the need for adjustments to the project scope, schedule, resources, or other parameters to bring the project back on track and ensure successful delivery.
  2. Stakeholder Feedback: Stakeholders, including policymakers, executive management, end-users, suppliers, or team members, may provide feedback or requests for changes based on their evolving needs, expectations, or priorities. This feedback could stem from changing market conditions, emerging technologies, regulatory requirements, customer preferences, or organizational strategies. Addressing stakeholder feedback proactively can help enhance project outcomes and stakeholder satisfaction.
  3. Responses to Risks and Issues: Changes may arise as responses to identified risks or issues that pose threats or opportunities to the project. For example, if a risk materializes and impacts project progress or objectives, a change in approach, resource allocation, or contingency plan may be necessary to mitigate the risk’s effects. Similarly, resolving project issues or capitalizing on unexpected opportunities may require adjustments to project plans, activities, or deliverables.
  4. Continuous Improvement Initiatives: Changes may also stem from ongoing efforts to improve project processes, methodologies, or practices. These changes aim to optimize project performance, enhance efficiency, mitigate risks, or capitalize on lessons learned from previous projects. Continuous improvement initiatives may involve implementing new tools, adopting best practices, refining workflows, or fostering a culture of innovation and learning within the project team.

Regardless of their origin, effective change management practices are essential for evaluating, prioritizing, and implementing changes systematically while minimizing disruptions, risks, and conflicts. By embracing a proactive approach to change management, organizations can adapt to evolving circumstances, seize opportunities, and deliver successful project outcomes that meet stakeholder expectations and strategic objectives.

Change control should include establishing a framework for the project that includes activities for identifying, assessing, implementing and closing change requests.

Establishing a comprehensive framework for change control is crucial for effectively managing changes throughout the project lifecycle. Here’s how a typical change control framework might encompass activities for identifying, assessing, implementing, and closing change requests:

  1. Identification of Change Requests:
    • Establish clear channels and procedures for stakeholders to submit change requests.
    • Define criteria for what constitutes a change request and ensure that all requests are documented.
    • Encourage proactive identification of potential changes by project team members, stakeholders, and subject matter experts.
  2. Assessment of Change Requests:
    • Evaluate each change request to determine its nature, scope, impact, and feasibility.
    • Conduct a thorough impact analysis to assess how the proposed change will affect project objectives, deliverables, schedule, budget, resources, risks, and stakeholders.
    • Prioritize change requests based on their urgency, importance, strategic alignment, and potential benefits or risks.
  3. Implementation of Approved Changes:
    • Once a change request is approved, develop a detailed plan for implementing the change.
    • Assign responsibilities, allocate resources, and establish timelines for executing the change.
    • Communicate the approved change to relevant stakeholders and ensure that everyone understands their roles and responsibilities.
    • Monitor the implementation process closely to track progress, address any issues or obstacles, and ensure that the change is executed according to plan.
  4. Closure of Change Requests:
    • Once the approved change has been successfully implemented, formally close the change request.
    • Update project documentation, such as the project plan, schedule, budget, and requirements, to reflect the approved change.
    • Conduct a review or validation process to ensure that the change has achieved its intended objectives and that any associated risks have been addressed.
    • Communicate the closure of the change request to stakeholders and document the outcomes and lessons learned from the change management process.
  5. Continuous Improvement and Learning:
    • 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.
    • Foster a culture of continuous improvement and learning within the project team by encouraging open communication, sharing best practices, and adapting to changing circumstances.

By establishing a robust framework for change control and diligently following the prescribed activities, organizations can effectively manage changes, minimize disruptions, and ensure project success.

Assessing includes determining the impact of the changes on the project’s constraints

Assessing change requests involves determining their impact on various aspects of the project, including its constraints. Project constraints typically include:

  1. Scope: Changes may affect the project’s scope by adding, removing, or modifying deliverables, features, or requirements. Assessing the impact on scope involves understanding how the proposed changes align with the project’s objectives and whether they contribute to or deviate from the project’s intended outcomes.
  2. Schedule: Changes can impact the project schedule by altering task durations, dependencies, milestones, or overall project timelines. Assessing the impact on the schedule involves evaluating how the proposed changes will affect project milestones, critical path activities, and the overall project duration.
  3. Budget: Changes may have financial implications by increasing or decreasing project costs, resource requirements, or budget allocations. Assessing the impact on the budget involves estimating the costs associated with implementing the proposed changes and evaluating their affordability within the project’s financial constraints.
  4. Resources: Changes can affect resource allocation by requiring additional personnel, equipment, materials, or other resources. Assessing the impact on resources involves identifying the resources needed to implement the changes and assessing their availability, capacity, and allocation across the project.
  5. Quality: Changes may influence the project’s quality standards, processes, or outcomes. Assessing the impact on quality involves evaluating whether the proposed changes align with the project’s quality objectives and whether they maintain or compromise the project’s quality standards.
  6. Risks: Changes can introduce new risks or alter existing risk profiles by affecting project dependencies, assumptions, or external factors. Assessing the impact on risks involves identifying potential risks associated with the proposed changes and evaluating their likelihood, severity, and mitigating measures.
  7. Stakeholders: Changes may affect stakeholders’ interests, expectations, or requirements. Assessing the impact on stakeholders involves understanding how the proposed changes will influence stakeholders’ perceptions, satisfaction levels, and engagement with the project.

By assessing the impact of changes on these project constraints, project managers can make informed decisions about whether to approve, modify, or reject change requests, ensuring that changes align with project objectives, constraints, and stakeholder needs while minimizing risks and disruptions.

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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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