Change Control
rupali
week4.1.pdf
PROJ6003 PROJECT EXECUTION AND CONTROL
Module 2 – Directing & Managing Project Work
Week 4
Giovana Bruno – Lead Learning Facilitator Gabriela Jimenez – Co-Learning Facilitator
Recap from Module 1 Change Control Tools & Techniques
Discussion Activity Cont’d
Change Management &
the Sydney Opera House Project
• In the same groups as last week, continue the discussion with the
group about the changes that could be recommended for this project.
• Choose one change and initiate a change management process.
• Write down your proposition on the Change Request form.
• Groups will be encouraged present your change to the class!
Questions to help you in the discussion:
▪ In groups, discuss what are some of the key issues with
the project.
▪ What would your group do to address one of these
issues?
▪ Propose a change. Which one and why?
▪ What could be consequences/impact in other areas of the
project of your change proposal?
▪ Groups will be encouraged to present their findings.
Quiz Time!!!
▪ Go to: www.kahoot.it
▪ Or install the App on your phone
▪ Enter the Pin I’ll show on the
“screen”
▪ Join with your First & Last Name
▪ Now let’s review some key content!
Module 2 Directing & Managing Project Work
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
▪ Project Team Acquisition and Development
▪ Directing and Managing Project Work and Team
▪ Executing Process Group
What we’ll cover in this Module
Executing Process Group
(PMI, 2017, p. 595)
“The Executing Process
Group consists of those
processes performed to
complete the work defined
in the project management
plan to satisfy the project
requirements.”
Module 3
Module 4
Module 4
“How well we manage human
interactions is the key to the success
of any project” (Wong, 2007).
Acquire Resources
Previously called Acquire Project Team, it is the
process of obtaining team members, facilities,
equipment, materials, supplies, and other
resources necessary to complete the project work.
Factors to be considered during team/resources acquisition:
▪ Negotiation and influencing skills
Acquire Resources Cont’d
• Potential impacts? project schedules, budgets,
customer satisfaction, quality, and risks.
• If the team resources are not available due to any
constraints, the project manager/team may be
required to assign alternative resources.
Project Team Components
Core team
Client team
Contract team
• Be with the project from
beginning till the end
• To be identified as early
as possible
• Participate in early
definition and planning
of the project
• Participate in the project kick-off
meeting
• Unlikely to be full-time
• To be kept informed of project status
• A result of outsourcing
processes due to
shortage of staff/skills
• Work on the project for
only short periods of
time
• Leave as soon as the
assigned tasks
completed
Characteristics of Core Team
Shared responsibilityCommitment
Task oriented
Flexibility
Team Focus
Trust and
mutual support
Ability to use PM
tools
Open- minded
EmpoweredCollaborative
Diversity Cohesion
Self- AwareCommunication
Ability to work within constraints
Ability to work across
structure and
authorities
Virtual Teams The use of virtual teams creates new possibilities when acquiring project team
members. Virtual teams can be defined as groups of people with a shared goal
who fulfil their roles with little or no time spent on face-to-face meetings.
Virtual Teams... Challenge or opportunity?
Project Team Selection Criteria Using a multi-criteria decision analysis tool, criteria are developed
and used to rate or score potential resources.
• Availability
• Cost
• Experience
• Ability
• Knowledge
• Skills
• Attitude
• International factors
• Values
Some examples of selection criteria are:
Develop Project Team Develop Project Team is the process of improving competencies, team member
interaction, and overall team environment to enhance project performance.
Source: PMBOK (PMI, 2017, p. 336)
Key benefits:
▪ Results in improved
teamwork
▪ Enhanced people skills and
competencies
▪ Motivated employees
▪ Reduced attrition
▪ Reduces staff turnover rates
▪ Improved overall project
performance.
What do you think it
means to develop the
project team?
Develop Project Team Cont’d
Today’s project teams are
moving far beyond a rote focus
on time, budget and scope.
(PMI, 2020)
As the nature of work changes, so too must the
structure and dynamics of teams.
Team Development Model One of the models used to describe team development is the Tuckman ladder or
Tuckman’s Model, which includes five stages of development that teams may go
through.
Image: Leadership (2016). Retrieved from:
http://tomokoleadershipz.weebly.com/tuckmans-
stages-of-team-development.html)
Teams evolve
overtime and go
through a series of
stages from when
they are established
to when they disband.
5 Dysfunctions of a Team
Source: Productivity Game, 2019, 5 Dysfunctions of a team, by Patrick Lencioni – Core Message, https://www.youtube.com/watch?v=Ro0NBgHo_a8
Manage Project Team Manage Project Team is the process of tracking team member performance,
providing feedback, resolving issues, and managing team changes to optimise
project performance.
Source: PMBOK (PMI, 2017, p. 345)
The key benefit of this
process is that it
influences team
behaviour, manages
conflict, resolves issues,
and appraises team member performance.
Conflict Management
Successful conflict management results in greater productivity and positive
working relationships.
There are five general techniques for resolving conflict:
• Withdraw/Avoid
• Smooth/Accommodate
• Compromise/Reconcile OR
• Force/Direct
• Collaborate/Problem Solve
(PMI, 2017, p.349)
Thomas-Kilmann Conflict Styles:
Effective Decision Making Making a decision alone and making group decisions are different.
Ability to negotiate organisation and project team,
• Focus on goals to be served
• Follow a decision-making process
• Study the environmental factors
• Analyse available information
• Develop personal qualities of the team
members
• Stimulate team creativity
• Manage risk Image: designorate.com
Emotional Intelligence & Leadership
What do you understand for
Emotional Intelligence (EQ)? “Developing and
managing good
relationships – this
is what project
leadership is about”
(Anderson, 2010).
What means to be a
Leader?
What Leadership style do
you think you have/display?
Or more importantly…
What kind of leader do you want to be?
Module 2 Additional Session… just for you!
To Be Continued…
Tuesday, 13th October, 6pm-8pmish
(Adelaide time)
6:30pm-8:30pm (SYD)
Link will be sent later today via
Announcement
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
You will use it for all your Assessments!
Assessment 1
Assessment 1 Part A Part A: Module 1-2 Discussion Forums Managing Project Changes
Why is change management a necessary component of project management?
Consider the given case study, critically analyse and identify key issues that could
lead to any necessary changes in the project. What processes or strategies do you
think would work best to perform the identified change requests from the case study?
Output – Worth 12% (out of 15%) ▪ Record a presentation/discussion to be submitted by end of Week 3.
▪ The equivalent of 1x Main Post (500 words).
▪ Record or write a response to, at least, one other student, by end of Week 4.
The Discussion Forum (Part A) prepares students to write a Change
Management Plan (Part B).
Participation
Component of 3%
during: W2,W3,W4
Assessment 1 Part A – Format Main post: ▪ Prepare the written Main Post (referenced) replying to the questions of the discussion.
▪ Record yourself presenting the Main Post (you may also prepare slides), with no more
than 3 minutes/500 words.
▪ Post on the discussion forum both:
▪ The written work used to prepare the recording (directly write on the discussion)
▪ The recording (attached)
▪ Deadline: End of Week 3.
Responding post: ▪ Prepare a written response to, at least, one other student (250words). You may also
record a response as an addition.
▪ Keep in mind that the response is not an assessment of your peer’s post, but an
additional relevant contribution to the discussion.
▪ Deadline: End of Week 4.
• Read/Watch different presentations submitted on the discussion
forum.
• Take notes and prepare one response of no more than 250-
words (to fit into 1-2 minutes recording) addressing some of the
following (but not limited to):
✓ Do you agree or not with the post?
✓ Why?
✓ Is there a gap that you can fill?
✓ Add relevant information that contributes to the post!
Assessment 1 (Part A) – Responding Post
Instructions for Responses
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_M1_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.
