Help! The requirements keep changing and I can’t nail them down (part 3)

In part 1 of this short series on change control and requirements management I looked at the warning signs of projects without an appropriate method of controlling requirements. You can read that article here. In part 2 I looked at the process for getting agreement on the current set of requirements and how to set expectations for managing change. That article is here.

Today I’m looking at the change control process.

When you have a baseline of project requirements, you need to know what to do should you be asked to make another change.  A change control process informs how requests are handled for new requirements, or modifications to existing requirements.  You may have a formal change management process, or you may choose something less formal – either way, the steps to go through are the same.

It’s as easy as 1, 2, 3.

1. A request to make a change to the baselined requirements is received. How you receive it could vary. Sometimes the PMO will handle change requests, sometimes it is as informal as a phone call.

2. The change is assessed against set criteria, typically the impact on:

• The schedule
• Resources
• Other requirements
• The budget
• Project risks
• The objectives and project as a whole if the change is not done.

3. A decision is taken whether to implement the change or not:

• If yes, document the change, update the plans and schedule and let everyone know.
• If no, tell the person who requested the change that the work will not be done, and the reasons why.

Make sure that project stakeholders and in particular, your Sponsor, understand and agree to the change control process that you will be using from now on.

Project changes happen: be prepared

Changes to project requirements happen – you just have to be prepared for them when they do. You know you’re in a good place when:

• You have a clear set of requirements to act as a baseline.
• Everyone understands what making changes to these means.
• Everyone understands how changes can impact the project.
• You have a process in place for controlling change on the project.

This article is based on my chapter ‘The requirements keep changing and I can’t nail them down’ in the book Project Pain Reliever (ed. Dave Garrett, J. Ross, 2011).

Related posts:

1. Help! The requirements keep changing and I can’t nail them down (part 2)
2. More on Change Management – The Change Log
3. The Need for Formal Project Change Control
4. Help! The requirements keep changing and I can’t nail them down (part 1)
5. Reviewing Requests for Changes – Part 1