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.