Project Management Best Practices Guide



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Change Management Plan

Office of the Chief Information Officer

Change Management Plan Template Version 1.1 09/2015

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How to Use This Document

THIS DOCUMENT IS A TEMPLATE FOR BUILDING YOUR PROJECT DOCUMENT. THIS TEMPLATE HAS BEEN REVIEWED AND ACCEPTED, BUT THE SECTIONS AND SUBSECTIONS MAY BE MODIFIED TO SCALE TO THE SIZE AND COMPLEXITY OF YOUR PROJECT.

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DOCUMENT HISTORY

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Table of Contents

1 Introduction 1

1.1 Purpose of the Change Management Plane 1

2 Change Management Process 2

2.1 Change Request Process Flow Requirements 2

2.2 Change Request Form 2

2.3 Evaluating and Authorizing Change Requests 2

2.3.1 Change Control Board 3

3 Responsibilities 4

4 Appendix A – Change Request Form 5

Introduction

1 Purpose of the Change Management Plane

Provide the purpose of the Change Management Plan. This document should be tailored to fit the particular project needs.

The Change Management Plan documents and tacks the necessary information required to effectively manage project change from project inception to delivery.

The Change Management Plan is created during the Planning Phase of the project. Its intended audience is the project manager, project team, project sponsor and any senior leaders whose support is needed to carry out the plan.

Change Management Process

The Change Management process establishes an orderly and effective procedure for tracking the submission, coordination, review, evaluation, categorization, and approval for release of all changes to the project’s baselines.

1 Change Request Process Flow Requirements

Outline the project team’s agreed upon change request (CR) process flow. The following outlines a generic change request process flow.

|Step |Description |

|Generate CR |A submitter completes a CR Form and sends the completed form to the Change Manager |

|Log CR Status |The Change Manager enters the CR into the CR Log. The CR’s status is updated throughout the CR |

| |process as needed. |

|Evaluate CR |Project personnel review the CR and provide an estimated level of effort to process, and develop a |

| |proposed solution for the suggested change |

|Authorize |Approval to move forward with incorporating the suggested change into the project/product |

|Implement |If approved, make the necessary adjustments to carry out the requested change and communicate CR |

| |status to the submitter and other stakeholders |

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2 Change Request Form

The Change Request Form is located at Appendix A

3 Evaluating and Authorizing Change Requests

In order to evaluate and prioritize a change request, the “priority” and “type” of the change are taken into consideration. Use the first and second tables below to list and define the “priority” and “type” data elements that are applicable for the project. The third table provides examples of commonly used project status types. The list of elements is at the discretion of the project manager.

Change requests are evaluated using the following priority criteria:

|Priority |Description |

|High | |

|Medium | |

|Low | |

| | |

1 Change Control Board

A Change Control Board (CCB) is a formally constituted group of stakeholders responsible for approving or rejecting changes to the project baselines. This group may meet on a predefined schedule or on an as needed basis. The table below provides a brief description of personnel acting as the Change Control Board (CCB) and their role/level of authority within that group.

|Role |Name |Contact |Description |

|[Insert Role] |[Insert Name] |[Insert Contact #] |[Insert Role Description] |

|[Insert Role] |[Insert Name] |[Insert Contact #] |[Insert Role Description] |

|[Insert Role] |[Insert Name] |[Insert Contact #] |[Insert Role Description] |

Responsibilities

Provide a brief description of persons responsible for each step of the change management process for the project.

|Role |Name |Contact |Description |

|Project Manager |[Insert Name] |[Insert Contact #] |[Insert Role Description] |

|Change Manager |[Insert Name] |[Insert Contact #] |[Insert Role Description] |

|[Insert Role] |[Insert Name] |[Insert Contact #] |[Insert Role Description] |

Appendix A – Change Request Form

Change_Request_Form_Template.doc

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