Project Management and Change Management - Sean Low
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The document discusses the integration of project management and change management, highlighting the frequent causes of project failure and the importance of structured change control processes. Key concepts such as project definitions, change definitions, and the roles involved in change management are outlined, emphasizing that effective change management is essential for minimizing disruptions and ensuring project success. It illustrates a systematic approach to managing changes and the necessity of engaging stakeholders for successful outcomes.
Project Management and Change Management - Sean Low
- 1. Pink Elephant – Knowledge Translated Into Results Project Management & Change Management The Value & Challenges Of Integration & Alignment Sean Low IT Management Consultant Pink Elephant
- 2. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Why is it important? § Projects fail too often. § Contributors to project failure: § Failure to address excessive change request or uncontrolled changes § Big changes are estimated, but because they are less visible, the smaller scale changes are omitted § Change requests are handled informally without assessing their implications or agreeing to changes in schedule and budget § Failure to identify or engage the stakeholders § Poorly planned/managed transitions § Failure to address culture change issues § …and more 2
- 3. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Project: Definitions 3 Project § A temporary organization that is created for the purpose of delivering one or more business products according to an agreed Business Case (PRINCE2) § And a project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal. (PMI) § A defined sequence of tasks that is a temporary set of activities to accomplish specific outcomes. Once achieved and measured, the project terminates. In addition to specific outcomes, projects have deliverables, a deadline and a budget (IAITAM)
- 4. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Project: Definitions 4 Project Management § Planning, delegating, monitoring and control of all aspects of the project, and the motivation of those involved, to achieve the project objectives within the expected performance targets for time, cost, quality, scope, benefits and risks (PRINCE2) § Application of knowledge, skills, tools, and techniques to project activities to meet the project requirements (PMI) § The discipline for planning, organizing and managing projects (IAITAM)
- 5. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Project Goals 5 § Projects are the means by which we introduce change § Project characteristics are: § There are six variables involved in any project and therefore six aspects of project performance to be managed: § Change § Temporary § Cross-functional § Unique § Uncertainty § Cost § Timescale § Quality § Scope § Risk § Benefits
- 6. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change: Definitions 6 Change § The addition, modification or removal of authorised, planned or supported service or service component and its associated documentation (PRINCE2) § A movement out of a current state (how things are today), through a transition state and to a future state (how things will be)
- 7. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change: Definitions 7 Change Management § To control the lifecycle of all changes, enabling beneficial changes to be made with minimum disruption to IT services (ITIL) § Change management is a comprehensive, cyclic, and structured approach for transitioning individuals, groups, and organizations from a current state to a future state with intended business benefits (PMI) § Change management is the process by which changes to the project scope, deliverables, timescales or resources are formally requested, evaluated and approved prior to implementation.This is achieved by understanding the business and system drivers requiring the change, identifying the costs and benefits of adopting the change, and formulating a structured plan for implementing the change.
- 8. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Goals 8 § Standardised methods and procedures are used for efficient and prompt handling of all changes § Contributing to meet governance, legal, contractual and regulatory requirements § „„Reducing failed changes and therefore project disruption and failure § „„Delivering change promptly to meet project timescales § „„Contributing to better estimations of the quality, time and cost of change § „„Assessing the risks associated with the transition of services
- 9. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. + Change and Project: Dependence Change Management 9 Project Management Significant changes (cost, time, risk) are normally implemented through projects Projects requires change management in place to ensure changes are implemented correctly to reduce risk
- 10. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management in Projects § To identify, assess and control any potential and approved changes to the baseline and components within a project § Change is inevitable § Systematic approach is needed to identify, assess and control issues that cause change § Every change needs to be approved by the proper authority before it is made § Baselines and versions are essential for effectively managing change 10
- 11. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management in Projects 11 CAB / Project Board / Change Authority Change Register / Change Log • Determine issue type severity / priority • Log Register • Identify Options • Evaluate Options • Recommend Options • Escalate if beyond delegated authority • Approve, reject or defer recommended option • Take corrective action • Update records and plans Request for advice Request for advice • Assess impact: • Project Objectives • Business Case • Risk Profile • Check • Severity • Priority Capture Propose Decide ImplementExamine
- 12. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management in Projects 12 Type Of Changes Definition Request For Change A proposal for a change to a baseline. • Reactive Change: When changes are necessary to respond to project problems (i.e. delays, technical failures, funding shortages, resources issues, etc.). • Requested Change: When changes to project requirements, scope, deliverables or related management plans are requested by end-users or other project participants. Off – Specification Something that should be provided by the project, but currently is not (or is forecast not to be) provided.
- 13. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Control in Projects § Change Control: a systematic approach to managing all changes made to a product or system. The purpose is to ensure that no unnecessary changes are made, that all changes are documented, that projects are not unnecessarily disrupted and that resources are used efficiently § Appropriate boundaries must be set that will both establish and limit the types of changes to be considered (beneficial) § If a change is required to keep a project going, that change must be accepted § If change is discretionary, that change must be weighed against existing project conditions and established boundaries. 13
- 14. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Control in Projects (cont’d) § Value and Priority. If a project is very visible and important, you may need to set high limits for discretionary changes to avoid unwarranted risks § Timing. If the change request arrives at an early stage in the project, that change can probably be absorbed, but if the project is more than 50% complete, that same change may actually interfere with timely completion 14
- 15. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Control in Projects (cont’d) § Cost. Project changes can increase (or decrease) project costs. In order to properly manage changes, you should set limits on change related costs, so that your budget is appropriately maintained – change budgets § Impact. In order to maintain proper control of project change, you will need to evaluate and identify "change impact" - i.e. how will a given change affect the project as a whole or in part? Will the change impact scope, deliverables, schedules, resources, or some other project element? With this detailed understanding, you can set appropriate, yet flexible boundaries as a guideline for change review and approval 15
- 16. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management Plan § Change Management Plan: Standard project execution, accomplishes: § Scope, schedule, and cost control synchronized with current development § Visibility of scope and cost changes § Effective team communication § Clear roles and responsibilities with regard to managing changes § Communication to stakeholders for awareness and approval § Consistent quality of deliverables that meet organizational expectations § A consistent decision making process regarding the implementation of change throughout the life of the project 16
- 17. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management Roles 17 Role Description Change Initiator / Requestor • Initiates or requests for change. The requestor will create an RFC with the required information for the change to be approved and implemented. Change Coordinator • Registers changes as needed to handle requests for change or receives change requests from other change initiators • Helps determines the risk and impact for requested changes • Helps prepares implementation plans by creating tasks monitors the progress of changes.
- 18. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management Roles (cont’d) 18 Role Description Change Manager • Responsible for managing change procedures • Receiving and prioritizing change requests • Evaluating the risk level associated with requests • Keeping thorough records of the outcome of each change. Change Advisory Board / Project Board • Assess the changes • Prioritize the changes • Responsible for authorizing changes and further evaluating requests when the change manager determines that there is a high risk associated with these requests • Evaluates impact that a requested change may have on all affected parties.
- 19. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Change Management Roles (cont’d) 19 Role Description Change Implementation Team • Consists of the specialists who are responsible for actually making changes Project Manager • Manage control procedure • Create & maintain change log • Implement corrective actions
- 20. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. Session Evaluation Don’t forget to fill out the session evaluation in the event app. We value your feedback. 20
- 21. <Insert presentation title> © Pink Elephant, 2016. All Rights Reserved. s.low@pinkelephant.com www.pinkelephant.com www.twitter.com/theitilexperts Questions?