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Change (Purpose (Change may arise from various sources (Project team…

- - - - A component of a product: an electronic motor that is part of a piece of machinery
      - A Product: a piece of machinery
      - A release: a piece of machinery, the refitted machine room, training materials, and the necessary health and safety certificates
  - - - a Concern
      - a query
      - a request for change
      - a Suggestion
      - an off-specification
- - - - Configuration Management Strategy
      - Configuration item records
      - Product status accounts
      - Daily log
      - Issue Register
      - Issue Reports
    - - Effective issue and change control requires a configuration management system that facilitates impact assessment and maintains product baselines
      - Each project must first identify whether there are any corporate or programme policies and processes that need to be applied and to incorporate them into the project's own configuration management strategy
      - The project's configuration management strategy should define :
        
        The configuration management procedure
        
        The issue and change control procedure
        
        the tools and techniques that will be used
        
        the records that will be kept
        
        How the performances of the procedures will be reported
        
        Timing of configuration management and issue and change control activites
        
        The roles and responsibilities for configuration management and change activities
      - The configuration management strategy should define the way issue are handled
      - during the imitation stage, the project Manager and project board need to agree
        
        The scale for prioritizing issues
        
        The scale for rating the severity of issues
        
        what severity of issues can be handled at what management level
      - When deciding what severity of issues can be dealt with by what level of management, the project board may consider delegating some decision making for accepting or rejecting requests for change or off-specifications to a change Authority and whether to provide a budget to pay for changes;
        
        Change Authority
        
        It is the project board responsibility to review and approve requests for change and off-specifications
        
        For projects where there are likely to be lots of changes, the project board may choose to delegate some decisions to a person or group called the change authority
        
        The project manager and /or the people with delegated Project Assurance responsibilities may act as the change authority
        
        Change Budget
        
        This is a sum of money that the customer and supplier agree will be used to fund the cost of requests for change and possibly also their analysis costs
        
        This arrangement can reduce the number of trivial exceptions arising in projects where the frequency of requests for change is forecast to be high.
        
        including a change budget provides for a more realistic exception of the overall costs/ time frame of the project
        
        Where a change budget is given to change Authority, the project board may wish to put a limit on
        (a) the cost of any single change and
        (b) the amount spent on change in any one stage without reference to the project board
        
        The change control procedure would then be defined in such a way as to control access to the change budget
    - - The purpose of the configuration item records is to provide a set of records that describe information such as the status, version and variant of each configuration item and any details of important relationships between the items
    - - The purpose of the product status Account is to provide information about the state of the products within defined limits. The limits can vary. for example, the report could cover
        
        The entire project
        
        a Particular stage
        
        a particular area of the project
        
        the history of a single product
      - it is particularly useful if the project manager wishes to confirm the version number of products
    - - A daily log is used to record problem/concerns that can be handled by the project manager informally
      - Issues initially captured on the daily log may later be transferred to the issue register if, after examining them, it is decided they need to be treated more formally
      - The daily log can be used to record required actions or significant events not caught by other PRINCE2 registers and logs
      - It acts as the project diary
    - - The purpose of the issue register is to capture and maintain information on all of the issues that are being managed formally
      - The issue Register should be monitored by the project manager on a regular basis.
    - - An issue Report is a report containing the description, impact assessment and recommendations for a request for change, off-specification or a problem/concern
      - It only created for those that need to be handled formally
  - - - Planning deciding what level of configuration management will be required by the project and planning how this level is to be achieved
      - Identification specify and identifying all components of the project products (known as configuration items) at eh required level of control. A coding system should be established
      - Control The ability of approve and baseline products and to make change only with the agreement of appropriate authorities
      - Status accounting The reporting of all current and historiacl data concerning each product in the form of a product status Account
      - Verification and audit A series of reviews and configurations audit to compare the actual status of all products against the authorized state of products as registered in the configuration item records
- - - - The first step in the procedure is to undertake an initial analysis to determine the type of issue that has been raised and whether it can be managed informally or formally
      - The project Manager is likely to receive many issue that can be handled with out having to treat them formally, particularly if the issue can be immediately resolved
      - The purpose of distinguished between those issues that can be managed informally and those that need to managed formally is to
        
        Ensure decisions are made at an appropriate level within the project management team
        
        Avoid the Project Board being inundated with too many issue and therefore diluting the time it has available to deal with the key issue affecting the project
        
        Reduce the administrative burden on the project manager when dealing with the day to day issues that may arise
      - Issues being managed formally should be entered in the issue register and given a unique identifier
        
        an issue report should be created what is already known about the issue
        
        it is often useful to ask the person who raised the issue to create the initial issue report
    - - The next step is to examine the issue by undertaking an impact analysis
      - The Project manager must decide whether a detailed impact analysis is worthwhile.
      - The impact analysis should consider the impact the issue has ( or will have) on :
        
        The project performance targets in terms of time, costs, quality and scope
        
        The project business cases, especially in terms of the impact on benefits
        
        The project risk profile, i.e the impact on the overall risk exposure of the project
      - If the project is part of a programme any impact on the programme as a whole should be considered
      - Examining the impact of issues can be wrongly taken to mean only the impact on the customer. Impact analysis must cover the three areas of business, user and supplier
      - having undertaken the impact analysis, the severity or priority should be re-evaluated
      - the issue Register and issue Report should be kept up to date
      - it may be necessary to request advice from the project board
    - - having gained a full understanding of the impact of the issue, the next step is to consider alternative options for responding to it and proposing a course of action to take
      - Consideration should be given as to the effect each of the options will have on the project's time, cost, quality, scope, benefit and risk performance targets. there must be a balance between the advantage to be gained by implementing the option and the time, cost and risk of implementing it.
      - The risk considerations should include both project risks (i.e of not completing with in tolerances) and operational risk ( e.g. potential performance issues once the project's products are in use)
      - If any of the proposed options would take the stage or project beyond any tolerances, it may be necessary to prepare an Exception Report for that option to accompany the issue Report
    - - The project Manager may be able to resolve issue without the need to escalate them to the project board. For example a minor change to an approved detailed design document that does not affect any other products could be handled by the project Manager, provided that
        
        This is allowed in the configuration Management Strategy, an d
        
        it is formally recorded
      - Other issues may need to be escalated to the Project Board (or its delegated change Authority) for a decision. The escalation could be in the form of either
        
        an issue Report ( as part of a request for advice ) , or
        
        an exception report if the selected option to address the issue would cause an exception
    - - The project Manager will either
        
        Take the necessary corrective action( such as updating a work package or issuing a new one) , or
        
        Create an Exception plan for approval by the project board
      - In both cases, the project manager will update the issue Register and issue Report with the decision and inform all interested parties
      - Once the issue is closed, the project manager should update the issue Register and the issue Report