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“Change Request. A formal proposal to modify a document, deliverable, or baseline”

Changes are not bad. They are Inevitable. What is bad is how you manage it. A change request is a documentation comprising a requirement to adjust the system. It’s of great significance in the change management process. It provides you with information on what needs to be achieved and the rest leaves to you with how the change will be carried out. In other words, it’s a proposal to modify a product or system often put forth by a client or any project team member. While a project is ongoing, a client might want to modify the agreed-upon deliverables.

it’s a proposal to modify a product or system often put forth by a client or any project team member.

Typically change requests are opened up internally and that might include things such as upgrading software. Change requests are primarily divided into two types: those that are inside and outside the scope of the project. Change requests that are inside the scope usually require small corrections to an already existing requirement. Mostly, they have very less impact on the budget or on the project team. On the contrary, change requests outside the scope commonly take up a significant amount of time to execute and can have a major impact on the budget.

Changes are corrective action, preventive action, and/or defect repair. (PMBOK 6, 4.3) or revised work methods, and revised schedules. (PMBOk 6, 8.3.1.3)

A typical change request can request a change to a number of project areas including requests to expand or reduce the scope of the project, requests to modify policies, procedures, plans, or processes, requests to modify expenditures, and requests to update of modify schedules.

Nevertheless, a change request is often unavoidable that can happen at any time and phase of the project. As soon as the change request is updated, it deals with an inappropriate timely manner. The change requests that are either not approved or communicated to team members ultimately lead to a problem. As the change request is made, the project team should be informed so they come to a conclusion to satisfy the request without using any redundant resources.

As PM you should influence areas from where change is being initated

A quick review of Monitoring and Controlling Process Group and Scope Creep and Gold Platting would help you understand the topic well.

Before closing the topics, let’s go through some basic definitions of terms related to Change Management

1. Change: A modification to anything related to Project e.g Plans, Scope, Deliverables or templates or Artefact.
2. Change Request: Modification request with Impact Analysis submitted for approval to CCB or Steering Committee.
3. Change Control Board: Comprises of a person or group of Stakeholders who will decide whether the submitted request should become part of the project or not.
4. Change Log: A live document maintained by Project manager which should get the first recording of any change initiated with its final decision.
5. Change Management: How the changes will be identified, recorded, evaluated, analysed and decided upon
6. Change Management Plan: Part of Project Management plan defines the formal plan to be followed for change management on the project
7. Issue Log: A project document used to document and monitor elements under discussion or in dispute between project stakeholders.
8. Types of Change Requests in Project Management
   • Corrective Action
   • Preventive Action
   • Defect Repairs

The change request process is an important aspect of project management as it helps to ensure that changes are properly evaluated, approved, and tracked to minimize potential risks and ensure that the project remains on track.

Further Readings

• Change Request **
• What you should know about the Change Control Process **
• Max’s Glossary**

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