Performing integrated change control is a critical part of project management. And as a project manager, one of your key responsibilities is to establish and manage an Integrated Change Control process.
This is very vital especially when managing projects using the traditional waterfall approach which is plan-driven, and has detailed requirements upfront that you’re expected to stick to as much as possible.
As part of our PMP tips, this blog post will take a close look at the Integrated Change Control process and provide you with insights into using it to ensure your projects run smoothly.
We’ll cover everything from the importance of change control, the key steps to follow, and the tools and techniques to help you manage change effectively.
Perform Integrated Change Control Process Overview
The Perform Integrated Change Control process is a part of the Project Integration Management knowledge area as well as the Monitoring and Controlling process group in the Project Management Body of Knowledge (PMBOK) Guide.
As the name suggests, this process involves integrating and coordinating all aspects of change control across the project.
The main goal of the Perform Integrated Change Control process is to review, analyze, and approve or reject change requests, ensuring that only approved changes are implemented.
It’s an iterative process that is performed throughout the project’s life cycle, from initiation to closure.
Importance of the Perform Integrated Change Control Process
Now for a great majority of projects being managed, changes are inevitable whether you use the Agile approach which is flexible and change-driven or the traditional waterfall approach which is plan-driven and a bit more rigid.
When a project management plan has been approved and the project is being executed, changing a part of the project is certain to have an impact on other parts of the project.
For example, if you change the scope or requirements of your project, you will either have more or less work to do. This will affect constraints like the project cost, schedule, risk, resources, and quality.
Thus when a change in the project is proposed via a change request, the impact of the change must first be assessed, and if it’s approved then integrated across the entire project to ensure all other parts remain balanced.
This ensures that any changes to the project scope, timeline, resources, or budget are properly assessed and approved before being implemented.
Perform Integrated Change Control Process Inputs
The following are the inputs to the performing Integrated Change Control process:
1. Project Management Plan
The project management plan is a formal document that outlines and details how the project will be executed, monitored and controlled, and closed.
It’s a comprehensive plan that includes the performance measurement baseline which is made up of the project scope baseline, schedule baseline, and cost baseline.
The project management plan also contains the subsidiary management plans for the project scope, budget, schedule, quality, risk, and resources among others which are inputs to this process.
Also included in the project management plan are the change management and configuration management plans which are vital to performing Integrated Change Control.
The change management plan is a guide for the change management process and details how changes will be requested, assessed, and implemented.
It also establishes a Change Control Board (CCB) and details their roles and responsibilities.
The configuration management plan details how configuration management for the project will be performed to ensure that everyone is current on the document versions.
It defines naming convention, version control system, document storage and retrieval, how to manage documentation changes, and tools to use.
2. Project Documents
Among the project documents, the following can be considered as inputs to the Perform Integrated Change Control process:
- Project charter
- Scope statement
- Requirements Traceability Matrix
- Risk report
3. Work Performance Reports
The work performance reports provide information on the project’s progress and enable in making of forecasts.
Using the key metrics and milestones from these reports as inputs help in determining the effects of changes on the project’s performance and quality.
4. Change Requests
For any change to pass through the Integrated Change Control process, it needs to be initiated via a change request.
The format of making the request should be detailed in the Change Management plan, but it needs to be formal and documented.
The change request should specify the change to the project, why it’s needed, and the potential impact on the project to enable the Change Control Board
5. Decision-Making Criteria
Managing projects involves lots of decisions and performing Integrated Change Control process is no exception. Each change request requires a decision by the Change Control Board.
There should be set out criteria for making decisions for each change that’s requested to ensure uniformity and objectivity.
6. Organizational Process Assets
Organizational Process Assets (OPAs) are the procedures, policies, and templates used by the organization for managing projects, such as change control procedures, configuration management policies, and historical databases.
They’re useful to the Perform Integrated Change Control process as they provide a base for handling changes rather than having to reinvent the wheel.
7. Enterprise Environment Factors
Enterprise Environment Factors (EEFs) are factors that can affect the project. The following EEFs may influence the Perform Integrated Change Control process:
- Regulatory and legal requirements
- Organizational governance framework
- Industry or government framework
Perform Integrated Change Control Process Tools and Techniques
There are various tools and techniques that are useful in performing Integrated Change Control. The key ones include:
1. Expert Judgment
This involves leveraging the expertise of experienced project managers, subject matter experts, or industry experts to assess the impact of proposed changes and make informed decisions.
2. Change Control Meetings
These are meetings with the CCB and relevant stakeholders to discuss, review, and decide on change requests.
3. Change Control Tools
These are software tools or systems to facilitate change request tracking, communication, and documentation.
4. Decision-Making Techniques
These are techniques such as consensus, majority, or unanimity that can be applied to the decision-making criteria to reach decisions on change requests.
5. Impact Analysis
Impact analysis is a technique that involves assessing the potential impact of proposed changes on the project’s scope, schedule, cost, quality, and risk.
6. Alternatives Analysis
Alternatives analysis is another technique that’s key to performing Integrated Change Control.
When changes are analyzed for their impact on the project, it’s important to also consider alternatives that may be more beneficial to the project outcome.
Perform Integrated Change Control Process Outputs
When performing Integrated Change Control, these are the key outputs of the process:
1. Approved Change Requests
These are the change requests that have been reviewed, evaluated, and approved by the change control board (CCB) or the party authorized to approve changes.
2. Change Log
The change log is a documentation of all submitted change requests, their impacts, and their status whether approved, rejected, or deferred.
3. Project Management Plan Updates
For approved changes, the project management plan needs to be updated. This may be the scope, schedule, cost, quality, and risk management plans depending on the changes.
4. Project Document Updates
These are updates to project documents, such as requirements, designs, and test plans, to reflect the approved changes.
5. Organizational Process Assets Updates
Also, there are updates to the organization’s policies, procedures, and templates based on the lessons learned from managing the changes in the project.
Best Practices for Performing Integrated Change Control
As changes in projects are inevitable, it’s very helpful if you learn and maintain these best practices for managing the changes in your projects:
- Establish a clear change control process and communicate it to all stakeholders.
- Encourage open communication and collaboration among team members and stakeholders.
- Evaluate the impact of proposed changes on all aspects of the project.
- Prioritize change requests based on their urgency, importance, and alignment with project objectives.
- Monitor and control approved changes to ensure they’re effectively implemented and deliver the desired results.
PMP Exam Tips: Mastering the Perform Integrated Change Control Process
As part of your PMP exam, you can expect questions related to performing Integrated Change Control and managing changes in projects. These tips should come in handy:
- Understand the role and importance of the Perform Integrated Change Control process in project management.
- Familiarize yourself with the key components of the Perform Integrated Change Control process, such as change requests, the CCB, and the change log.
- Learn the various tools and techniques used in the Perform Integrated Change Control process and their applications.
- Review best practices for managing change in projects and apply them to real-life scenarios.
- Practice PMP exam questions related to the Perform Integrated Change Control process to reinforce your understanding and improve your test-taking skills.
Conclusion
In conclusion, the Perform Integrated Change Control process plays a vital role in ensuring successful project outcomes.
By understanding and implementing the best practices, tools, and techniques associated with this process, you’ll be well-equipped to manage changes effectively, deliver high-quality results, and enhance your project management skills.
It’s vital that you understand that mastering the Perform Integrated Change Control process is not only essential for achieving PMP certification but also for excelling in your career as a project manager.
Follow these tips, and you’ll be on your way to handling change like a pro
