📘 Section 36: Performing Integrated Change Control

Performing Integrated Change Control is the process of reviewing, analyzing, and approving or rejecting all change requests. It ensures changes are aligned with the project’s objectives and do not disrupt its baselines unless absolutely necessary.

This process is part of the Monitoring and Controlling Process Group and integrates changes across the entire project lifecycle.

Key Aspects of Performing Integrated Change Control

1. Inputs

• Project Management Plan: Includes baselines (scope, schedule, cost) and subsidiary plans.
• Work Performance Reports: Provides data to analyze the project’s current performance.
• Change Requests: These may include corrective actions, preventive actions, defect repairs, or updates.
• Enterprise Environmental Factors (EEFs) and Organizational Process Assets (OPAs): Provide guidelines and templates for managing changes.

2. Tools and Techniques

• Change Control Tools: Software or systems used to manage and track change requests.
• Data Analysis: Tools like cost-benefit analysis to evaluate change impact.
• Decision-Making: Includes voting, autocratic decisions, or multi-criteria decision analysis.
• Meetings: Change control board (CCB) meetings to review and approve/reject changes.
• Expert Judgment: Involves consulting experts to assess changes.

3. Outputs

• Approved Change Requests: Formal approval of changes to the baselines.
• Change Log: Updated with the status and details of all change requests.
• Project Management Plan Updates: Updates to baselines and other subsidiary plans.
• Project Documents Updates: Includes updates to risk registers, issue logs, and requirements documentation.

Steps in the Integrated Change Control Process

1. Receive the Change Request:
   Log the change request in the change log for tracking.

2. Analyze the Change:
   Evaluate the change’s impact on scope, schedule, cost, quality, and risks.

3. Consult the Change Control Board (CCB):
   Discuss the request with the CCB or stakeholders for approval/rejection.

4. Update Project Documents:
   If approved, update relevant baselines, risk registers, and other documents.

5. Communicate the Decision:
   Inform stakeholders of the decision and any resulting changes.

Examples of Change Requests

• Adding new features to a software application (scope change).
• Extending the project timeline (schedule change).
• Adjusting the project budget due to inflation (cost change).
• Updating quality standards to comply with new regulations.

Scenario-Based Questions

1. Evaluating Change Requests

Scenario: A stakeholder submits a change request to add a new feature to the project. Implementing this change will increase the project cost by 10% and delay delivery by two weeks.
Question:
What should the project manager do first?
a. Implement the change to satisfy the stakeholder.
b. Evaluate the impact of the change on the project baselines.
c. Reject the change because it delays the project timeline.
d. Escalate the decision to the project sponsor.
Correct Answer: b. The impact must be evaluated before making a decision.

2. Managing Approved Changes

Scenario: A change request to adjust the project schedule has been approved.
Question:
What is the next step for the project manager?
a. Communicate the approval to the team and stakeholders.
b. Begin implementing the change immediately.
c. Update the risk register to reflect potential impacts of the change.
d. Revise the project management plan and baselines.
Correct Answer: d. Approved changes require updates to the project management plan and baselines before implementation.

3. Unapproved Changes

Scenario: A team member implements a change without going through the change control process.
Question:
What should the project manager do?
a. Allow the change if it improves project outcomes.
b. Reverse the change and document the incident in the issue log.
c. Escalate the issue to the sponsor.
d. Update the change log to include the unauthorized change.
Correct Answer: b. Unauthorized changes should be reversed, and the incident must be documented.

4. Communicating Changes

Scenario: A change request impacts the project’s cost and schedule. After approval, the project sponsor asks for a summary of the impact.
Question:
What document should the project manager provide?
a. Change Log
b. Updated Project Management Plan
c. Work Performance Reports
d. Lessons Learned Register
Correct Answer: b. The updated project management plan includes the revised baselines reflecting the change.

5. Handling Multiple Change Requests

Scenario: The project is receiving multiple change requests from different stakeholders, which are starting to overwhelm the project team.
Question:
What should the project manager do?
a. Approve the most urgent changes and reject the rest.
b. Prioritize the changes based on project objectives and analyze their impacts.
c. Pause the project to process the change requests.
d. Escalate the issue to the change control board.
Correct Answer: b. Changes should be prioritized and analyzed for their impact before approval.