Natasha Baker's article explains the concept of scope creep and how to utilize change management to control it. Article two provides an example of a project change request form and a template you can download.
Project Change Request Form
Lets take a look at figure 1, the Project Change Request form. Sections one and two on the form are pretty straight forward. These sections are where the project name and project number are input. If your organization has several ongoing projects, then supplying the correct project name and number is it is vey important. In addition if you, as a project manager, is in charge of more than one project, this information helps you reference the correct project.
The third section on the form provides a section for a detailed description of the proposed change, and the reason for the change. Communication is key to the success of a project. During the initial planning phase of the project, advise your project team members to supply a detailed description of the change and the reason for the change, but to be clear and concise about it.
The next section we will look at boxes 6 and 13. For section six, it is imperative that the team member requesting the change has calculated the hours that will be required to investigate the change – time is money.
Section 13, should be filled out by either the Project User Manager or the Project IT Manager, whomever rejects the proposed change. Again, here is where communication is important. A clearly stated reason for rejecting the change and any necessary attachments that support the rejection should be detailed in section 13.
Section 14, actual hours spent investigating the change request, is only necessary if the change request was approved. Then the team member requesting the change would commence with investigating the total impact of the change. It is important to compare the actual hours spent versus the estimated hours spent in section 6, because any hours over or above the estimated hours used for investigation will impact the total budget of the project. The next box, section 15, should be completed after the investigation is complete. This section should describe the overall impact –positive or negative- the proposed change will have on the scope of the project.
The next five sections, 17 through 21, apply to the remaining phases of the project. Section 17 should include a breakdown of the cost of the change for the current phase of the project. Section 18, 19 and 20 are where the cost for each subsequent phase of the project is input. For example, if the total of the change is calculated to cost ten thousand dollars, then the coast breakdown for each phase of the project should read something like this:
- Five thousand in the current phase (section 17)
- Three thousand in the next phase (section 18)
- One thousand in the last two phases (section 19 and 20)
- The total of hours and cost of the change (ten thousand dollars) is provided in section 21
The final six sections are for the approval or disapproval of the change.
Every project manager should have a change management process to help manage scope creep and to manage project risks. The ability to control scope creep (change) is extremely important, as you are responsible for completing the project on budget and on time. The benefit of developing a change management process and utilizing a project change request form allows project managers to better manage the scope and subsequently the project.
Visist the Project Management Media Gallery, to download the Project Change Request Template.
Defining the Project Scope
The first phase in many project methodologies is to define the scope of the project. Natasha baker's article explains the concept of scope creep and ow to utilize change management to control it. Article two provides change management examples and templates.