Change Management Plan

(1)

ChangeManagementPlanSample 1 of 7 8/26/2009

Change Management Plan

ITD

MassMail IT Consolidation

Allison Amundsen

8/22/09

(2)

Version History

Date Version Author Change & Section

8/22/09 1.0 Allison Amundsen Initial Draft

(3)

1 Project Definition ... 5

1.1 Project

Identification... 5

1.2 Change Control Process... 5

1.3 Change Management Roles ... 6

(4)

ChangeManagementPlanSample 4 of 7 8/26/2009  The purpose of the Change Control Process is to ensure that changes are managed and controlled. This is

accomplished by clearly defining change control processes and securing agreement from stakeholders on how changes will be handled. It is essential to establish these processes during the planning stage of the project so that when the inevitable change requests surface, there will be no confusion about: roles, responsibilities and process requirements. Uncontrolled change management will result in negative impacts to budget, scope, schedules and possibly quality. Unconstrained changes will result in project failure.

 The Change Control Process is comprised of the two required templates, Change Management Plan and Change Register; and, an optional template, Change Request Form. Depending upon the project needs, the project manager has the option of using the Change Request Forms to gather change requests from their team and then to enter these into the Change Register. Alternatively, the project manager can skip the Change Request Form and enter all change requests directly into the Change Register.

 The Change Management Plan describes the: change initiation, analysis and authorization processes; project management components covered by the change process; roles & responsibilities; and workflow for change requests including any links to organizational change control processes. The Change Control Log is used to document: the change, its impact, actions, and final resolution. It is important the each change is clearly defined and assessed in terms of impacts to: scope, budget, schedule and quality.

 The Project Manager completes the Change Management Plan during the planning stage of the project and reviews the Change Management Plan and change processes with the entire team to secure buy-in. The project manager or designee updates the Change Register for each change covered by the plan to track and record progress and resolution. Review of changes, their impacts and status should be built into regular team work sessions.

 All sections must be completed for all projects, regardless of level. The intricacies of the plan are contingent upon the complexity level of the project and the standard changes control processes that already exist in the organization.

Document Filling Instructions:

 Fill the information in the Text boxes.

 Do not leave any section blank.

 The cells in the table may be filled in by clicking in the corresponding row/column and typing. To add additional rows to the table, TAB after placing the cursor in the last row and last column.

[Text enclosed in quotes and displayed in red such as "Tab to add rows" should be deleted before saving the document.]

 When inserting an image, such as a workflow or chart: 1) only insert the image in the appropriate text box, 2) save the image as a Word document; and, 3) insert the image as a file.

[To insert an image as a file: 1) from the menu bar, select “Insert”, 2) select “File”, 3) select the Word file document; and, 4) click “Insert.”]

 After finishing the document, please re-generate the complete Table of Contents to reflect the correct page numbering. (Select the Table of contents; right-click; select “update fields” and select “update page numbers only” command).

(5)

1 Project Definition

1.1 Project Identification

This section provides general background information.

Project Title MassMail IT Consolidation

Project Manager Allison Amundsen

Sponsor Maureen Chew

1.2 Change Control Process

Describe or diagram the workflow of a change request through the change management process including organizational specific processes. Describe procedures related to: initiation, review, authorization and resolution of change requests.

1. Potential changes will be identified during team meetings and/or documented on the change request form and sent to the project manager.

2. The PM will log all changes requests in the Change Control Log.

3. The PM assigns a subject matter expert (SME) to analyze the impact of the change request on: scope/deliverables, schedule, budget and overall quality.

4. The SME analyzes the request and formally documents the impact including the feasibility of making the change and any impacts and risks associated making the change. In some instances in may be necessary to define the impacts of not making the requested change.

5. Wherever possible the SME will estimate the actual impact to the project schedule in weeks or months and the cost to the budget on a fully loaded rate of: $75 per hour for employees and $100 per hour for contractors. Incremental hardware, software, material costs will also be documented as part of the analysis.

6. The sponsor will review and determine whether to: authorize, reject or defer the change request. a. If approved, the PM updates the budget and project plan to reflect the authorized changes and

updates the Change Control log to reflect the new status. This will be tracked by the PM until it is installed and accepted.

(6)

1.3 Change Management Roles

Identify team members and their change management responsibilities. Include who: evaluates (usually by type of change) and authorizes. Alternatively, define roles & responsibilities in the project RACI and note approach in table below.

Stakeholder Name Change Management Responsibilities

Maureen Chew Formally approves, rejects, defers change requests. Secures incremental funding.

Allison Amundsen

Document change requests and tracks through life-cycle. Updates plan, budget and scope to reflect authorized changes. Assigns SME to analyze requests.

Subject Matter Expert (SME) Analyze change. Person assigned depends upon nature of request.

1.4 Related Templates

Specify related templates by adding the document name and location where the document is stored. Standard templates have been added. If there are specific organizational requirements or systems, identify them below.

(7)

Document/

System Name Location/Link

Change Register (Required)

Completed Requests : Clarity MMail IT Consolidation  Collaboration  4.0 Execution & Control

https://e2eclarity.state.ma.us/niku/app?action=dms.ProjectsFileManager&id=5007512&type=Projects

Change Request Form (Optional)

Blank template: https://wiki.state.ma.us/confluence/display/commonwaylite/Change+Request+Form

Completed Requests : Clarity MMail IT Consolidation  Collaboration  4.0 Execution & Control