project management and change management - sean low

Pink Elephant – Knowledge Translated Into Results

Project Management & Change Management

The Value & Challenges Of Integration &

Alignment

Sean Low IT Management Consultant

Pink Elephant

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Why is it important?

§  Projects fail too often. §  Contributors to project failure:

§  Failure to address excessive change request or uncontrolled changes

§  Big changes are estimated, but because they are less visible, the smaller scale changes are omitted

§  Change requests are handled informally without assessing their implications or agreeing to changes in schedule and budget

§  Failure to identify or engage the stakeholders §  Poorly planned/managed transitions §  Failure to address culture change issues §  …and more

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Project: Definitions

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Project §  A temporary organization that is created for the purpose of

delivering one or more business products according to an agreed Business Case (PRINCE2)

§  And a project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal. (PMI)

§  A defined sequence of tasks that is a temporary set of activities to accomplish specific outcomes. Once achieved and measured, the project terminates. In addition to specific outcomes, projects have deliverables, a deadline and a budget (IAITAM)


Project: Definitions

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Project Management §  Planning, delegating, monitoring and control of all aspects of the

project, and the motivation of those involved, to achieve the project objectives within the expected performance targets for time, cost, quality, scope, benefits and risks (PRINCE2)

§  Application of knowledge, skills, tools, and techniques to project activities to meet the project requirements (PMI)

§  The discipline for planning, organizing and managing projects (IAITAM)


Project Goals

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§  Projects are the means by which we introduce change

§  Project characteristics are:

§  There are six variables involved in any project and therefore six aspects of project performance to be managed:

§  Change §  Temporary §  Cross-functional §  Unique §  Uncertainty

§  Cost §  Timescale §  Quality

§  Scope §  Risk §  Benefits


Change: Definitions

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Change §  The addition, modification or removal of authorised,

planned or supported service or service component and its associated documentation (PRINCE2)

§  A movement out of a current state (how things are today), through a transition state and to a future state (how things will be)


Change: Definitions

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Change Management § To control the lifecycle of all changes, enabling beneficial changes to be made with minimum disruption to IT services (ITIL) § Change management is a comprehensive, cyclic, and structured approach for transitioning individuals, groups, and organizations from a current state to a future state with intended business benefits (PMI) § Change management is the process by which changes to the project scope, deliverables, timescales or resources are formally requested, evaluated and approved prior to implementation.This is achieved by understanding the business and system drivers requiring the change, identifying the costs and benefits of adopting the change, and formulating a structured plan for implementing the change.


Change Goals

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§  Standardised methods and procedures are used for efficient and prompt handling of all changes

§  Contributing to meet governance, legal, contractual and regulatory requirements

§  ��Reducing failed changes and therefore project disruption and failure

§  ��Delivering change promptly to meet project timescales

§  ��Contributing to better estimations of the quality, time and cost of change

§  ��Assessing the risks associated with the transition of services


+ Change and Project: Dependence

Change Management

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Project Management

Significant changes (cost, time, risk) are normally

implemented through projects

Projects requires change management in place to ensure changes are implemented correctly to reduce risk


Change Management in Projects

§  To identify, assess and control any potential and approved changes to the baseline and components within a project

§  Change is inevitable §  Systematic approach is needed to identify, assess and

control issues that cause change §  Every change needs to be approved by the proper

authority before it is made §  Baselines and versions are essential for effectively

managing change

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CAB / Project Board / Change Authority

Change Register / Change Log

• Determine issue type severity / priority

• Log Register

• Identify Options

• Evaluate Options

• Recommend Options

• Escalate if beyond delegated authority

• Approve, reject or defer recommended option

• Take corrective action

• Update records and plans

Request for advice Request for advice

• Assess impact: • Project

Objectives • Business

Case • Risk Profile

• Check • Severity • Priority

Capture Propose Decide Implement Examine



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Type Of Changes Definition

Request For Change

A proposal for a change to a baseline. • Reactive Change: When changes are necessary to respond to project problems (i.e. delays, technical failures, funding shortages, resources issues, etc.). • Requested Change: When changes to project requirements, scope, deliverables or related management plans are requested by end-users or other project participants.

Off – Specification

Something that should be provided by the project, but currently is not (or is forecast not to be) provided.


Change Control in Projects

§  Change Control: a systematic approach to managing all changes made to a product or system. The purpose is to ensure that no unnecessary changes are made, that all changes are documented, that projects are not unnecessarily disrupted and that resources are used efficiently

§  Appropriate boundaries must be set that will both establish

and limit the types of changes to be considered (beneficial) §  If a change is required to keep a project going, that change

must be accepted §  If change is discretionary, that change must be weighed

against existing project conditions and established boundaries.

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Change Control in Projects (cont’d)

§  Value and Priority. If a project is very visible and important, you may need to set high limits for discretionary changes to avoid unwarranted risks

§  Timing. If the change request arrives at an early stage in the project, that change can probably be absorbed, but if the project is more than 50% complete, that same change may actually interfere with timely completion

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Change Control in Projects (cont’d)

§  Cost. Project changes can increase (or decrease) project costs. In order to properly manage changes, you should set limits on change related costs, so that your budget is appropriately maintained – change budgets

§  Impact. In order to maintain proper control of project change, you will need to evaluate and identify "change impact" - i.e. how will a given change affect the project as a whole or in part? Will the change impact scope, deliverables, schedules, resources, or some other project element? With this detailed understanding, you can set appropriate, yet flexible boundaries as a guideline for change review and approval

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Change Management Plan

§  Change Management Plan: Standard project execution, accomplishes: §  Scope, schedule, and cost control synchronized with current

development §  Visibility of scope and cost changes §  Effective team communication §  Clear roles and responsibilities with regard to managing

changes §  Communication to stakeholders for awareness and approval §  Consistent quality of deliverables that meet organizational

expectations §  A consistent decision making process regarding the

implementation of change throughout the life of the project

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Change Management Roles

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Role Description

Change Initiator /

Requestor

•  Initiates or requests for change. The requestor will create an RFC with the required information for the change to be approved and implemented.

Change Coordinator

•  Registers changes as needed to handle requests for change or receives change requests from other change initiators

•  Helps determines the risk and impact for requested changes

•  Helps prepares implementation plans by creating tasks monitors the progress of changes.


Change Management Roles (cont’d)

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Role Description

Change Manager

•  Responsible for managing change procedures •  Receiving and prioritizing change requests •  Evaluating the risk level associated with

requests •  Keeping thorough records of the outcome of

each change.

Change Advisory

Board / Project Board

•  Assess the changes •  Prioritize the changes •  Responsible for authorizing changes and

further evaluating requests when the change manager determines that there is a high risk associated with these requests

•  Evaluates impact that a requested change may have on all affected parties.


Change Management Roles (cont’d)

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Role Description

Change Implementation

Team

•  Consists of the specialists who are responsible for actually making changes

Project Manager

•  Manage control procedure •  Create & maintain change log •  Implement corrective actions


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project management and change management - sean low

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