Change Control
PROJ6003 PROJECT EXECUTION AND CONTROL
Module 2 – Directing & Managing Project Work
Week 4.2 (Additional Session)
Giovana Bruno – Lead Learning Facilitator Gabriela Jimenez – Co-Learning Facilitator
Subject Modules
Module 1: Change Control Tools and Techniques
Module 2: Directing and Managing Project Work
Module 3: Quality Assurance and Control
Module 4: Risk and Communication Management
Module 5: Progress and Performance Measurement Tools
Module 6: Project Closure
Module 3
Module 4
Module 4
TODAY’S CLASS
Direct and Manage Project Work Is the process of leading and performing the work defined in the project
management plan and implementing approved changes to achieve the project
objectives.
Direct and Manage Project Work Cont’d Objective: To complete the project as planned and meet the
project’s objectives
Team & Resources Risks
P e
rf o
rm an
ce
Approved Changes
Corrective action Preventive action Defect repair
An intentional activity that
realigns the performance of
the project work with the
project management plan.
According to ASQ (2015),
corrective action eliminates
the cause of nonconformities
to prevent recurrence.
An intentional activity that
ensures the future
performance of the project
work is aligned with the
project management plan.
Preventive action determines
and eliminates the causes of
potential non-conformities to
prevent occurrence (ASQ,
2015).
An intentional activity to
modify a nonconforming
product or product component
Manage Project Knowledge It is the process of using existing knowledge and creating
new knowledge to achieve project’s objectives and contribute to
organisational learning.
Source: PMBOK (PMI, 2017, p. 98)
There are two types of knowledge: Explicit and Tacit, which are managed
in this process for two purposes: reusing existing knowledge and creating
new knowledge.
.
Manage Project Knowledge
https://www.researchgate.net/figure/Four-modes-of-knowledge- conversion-to-TACIT-EXPLICIT_fig2_285752968
Four modes of knowledge
conversion to TACIT EXPLICIT
Manage Quality The process of translating the quality plan into
executable quality activities that incorporate the
organisation’s quality policies into the project:
Quality Assurance: ensure meeting needs, expectation and
requirements – Process focused
Consists of QA activities + Product
design + Continuous Improvement.
Manage Communications Manage Communications is the process of creating, collecting, distributing,
storing, retrieving, managing, monitoring and the ultimate disposition of
project information in accordance to the communications management plan.
▪ Sender-Receiver Models
▪ Choice of Media
▪ Writing Style
▪ Meeting Management
▪ Presentations
▪ Facilitation
▪ Active Listening
▪ Cultural Awareness
Techniques and considerations for effective communication management:
Implement Risk
Responses
Conduct Procurements Is the process of obtaining seller responses, selecting a seller,
and awarding a contract.
Conducting
Procurement Vendor
Solicitation
Vendor
Evaluation
Vendor
Selection
Most projects require some form of external purchasing (procurement) in order to meet
their goals. Successful sub-contracting requires knowledge of the types of contracts
available, as well as how to write them: RFI, RFQ, RFP, SOW, etc.
Source Selection Criteria
How bidder proposals are evaluated.
The buyer seeks to ensure that the proposal selected will offer the best quality for the services required
• Understand the need
• Costs
• Technical capability
• Risk
• Management approach
• Technical approach
• Warranty
• Financial capacity
• Future development or interests
• Business size
• References
• Past performance
• Intellectual property rights
Procurement Types
A fixed total price of a
defined product, service,
or result to be provided.
Changes in scope may be
accommodated, but
generally with an increase
in contract price.
A hybrid type of contractual
arrangement that contain
aspects of both cost-
reimbursable and fixed-price
contracts.
May be subject to a cost
increase for the buyer
This contract involves
payments (cost
reimbursements) to the seller
for all legitimate actual costs
incurred for completed work,
plus a fee representing seller
profit. .
Manage Stakeholder Engagement
Is the process of
communicating and working
with stakeholders to meet
their needs/expectations,
address issues as they occur,
and foster appropriate
stakeholder engagement in
project activities throughout
the project life cycle.
Source: https://www.uuplc.co.uk/corporate/responsibility/stakeholders/stakeholder- engagement/
Manage Stakeholder Engagement Cont’d
Source: https://www.celoxis.com/project-management/chapter/project-stakeholders
Manage Stakeholder Engagement Cont’d
Collect feedback from Stakeholders
Cultural Awareness: Consider cultural differences & requirements
Negotiation to achieve support or agreement
Political Awareness: Understand power balance within and around project
Ground Rules: Team Charter– Set expected behaviour to manage
stakeholder engagement
Interpersonal and Management Skills
• Build trust
• Direct healthy conflict
• Active listening
• Get buy in for changes
• Facilitate consensus
• Influence positively
• Negotiate win-win approach
• Modify behaviours
Assessments Overview
Assessment Task Overview Points Due Date
Assessment 1 – Change Control
• Part A: Module 1-2 Discussion Forum (individual) + Participation
▪ 1 x Main Post Presentation
Recording and Written post submission
▪ At least, 1 x Response to another student
Written post submission (may add recording)
• Part B: Change Control (Individual Report)
15%
35%
End of Module 2
(By end of Week 3)
(By end of Week 4)
End of Module 3
Assessment 2 - Risk Management and Project Status Reporting
• Part A: Module 4-5 Discussion Forum (individual)
▪ 1 x Main Post Presentation
Recording and Written post submission
• Part B: Risk Management (Group Report)
15%
35%
End of Module 5
First half of Module 6
Total for Subject: 100%
Assessments’ Case Study
Assessment 1
Part B: Change Control
Based upon the given case study, in groups or as an individual, develop a report on change control.
In the report:
1. Identify one (1) change required for the case study. Critically analyse its impact on scope,
time, cost, quality of the project and the techniques used to manage the change.
2. Explain what processes are involved in submitting such request to deal with the change
proposed from your analysis of the case study.
3. Identify and discuss options (at least 2) to satisfy the change request and any risks
associated to the options.
4. Complete the change request/control form provided or one that is used from a workplace.
The written part of your change control report should consist of 1500 words/student & 1 change!
This will be an individual assessment!
Output: Complete and submit your change control report by the end of Module 3 (end of week 6).
Assessment 1 Part B
▪ You are not supposed
to investigate the
issues, but rather
propose 1 change!
▪ From this change,
follow a change
management process
that makes sense to
your change
proposal.
▪ Be specific! Propose options to implement the change What are the available options to actually implement the change?
What are the risks associated with each option?
Consider your change proposition Discuss the scale of the change proposed before determining the best
process to conduct that specific change.
“All models are wrong… some are useful” George Box
Analyse the change & its impact What is the impact of the change in
scope, time, cost and quality? What tools & techniques can help
manage the change?
Identify & Propose a change
Propose and explain the change (1 Change) A few tips..
Assessment 1 (Part B) Breakdown Structure
1) Propose a change!
a) What are the required changes? (one change per student)
b) What’s the impact of these changes to scope, time, cost & quality? Analyse
the change!
c) What are the tools & techniques you recommend to help manage those
changes?
2) Explain what change management process you will follow
a) Consider the following before choosing a process:
• Are there different change control processes for small or bigger projects?
• Are there different processes for different levels of change – big or small?
b) What is the scale of your change? How are you going to make this change?
Who needs to be involved in the change?
Assessment 1 (Part B) Breakdown Structure Cont’d
3) Propose actions/options to implement the change
a) What are those options? (at least 2 options)
b) Identify the relationship between options and the risks that may rise from
implementing them.
4) Now, after all the analysis is done, summarise everything into the
Change Request Form
a) A template can be found on the BB under Key Learning Resources.
b) One form should be made for each change proposed (One change per
student)
c) This is “pretty much” a summary of your report!
Change Request Form Template
Do not fill out this part.
Assessment 1 (Part B) Structure
1. Cover Page:
Student Name, Student ID, Lecturer, Date, Assessment
2. Executive Summary
3. Table of Contents
4. Introduction (Overview/Purpose)
5. Headings
Follow overall paper themes/topics
6. Conclusion
7. References
8. Appendix (can put Change Request template here)
REPORT FORMAT!
HINT!
▪ Make it dynamic!
Use diagrams,
tables, illustrations..
Submitting your Assessment 1 (Part B)
Assessment name
• subj code_M#_surname_initial_assessment title
• E.g. PROJ6003_M1B_Bruno_G_Change Control Report
Submit assessments via Blackboard
• Please submit it in Word Document.
• Go into Assessments, select the related assessment, follow
steps to attach and submit via SafeAssign (this is the final
submission!!)
No assessments will be accepted via email!!!
Checking your Originality Report
Submission of your Assessments ▪ There is only ONE submission allowed.
▪ Once you submit the assessment, you cannot resubmit it.
Any Questions or Concerns?
Don’t forget! We’re here to facilitate your journey, the rest is up to you! But, when in need, don’t hesitate to contact us via the Ask the Facilitator Forum or via My Class Messages.