Change Control In Project Management

A change control process is one part of entire project management. Change is normally defined as any event that results in a modification of the original scope, execution time, cost, and/or quality of work (Ibbs and Allen 1995; Revay 2003). Change control is 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 services are not unnecessarily disrupted and that resources are used efficiently (Margaret, 2011). Changes are dynamic from time to time and place to place. It is vital to control changes in every project handled. Change is a surprise in which something unexpected to have occurred or happened in life. Same goes to

Most commonly, lack of timely and effective communication, lack of integration, uncertainty, a changing environment, and increasing project complexity are the drivers of project change (Naoum, 1994). While turning the plan into reality, changes always happen and it requires steady reaction and fast response from everyone involved in the project, the team. In order to achieve common objectives, all members must be in cooperation and coordination as one.

There are five stages in change control process flow chart. First of all is to identify, face and propose a change which is something not found according to the plan. The team must be highly sensitive and alert enough to detect changes and next to report and analyze the changes. Alternatives or solutions for that changes have to be suggested in order to respond to the deviation of direction.

A change log is maintained to record all changes made in the overall project from execution until completion. It acts like a diary and the details can help the team to trace back what had happened before. Normally the team member will submit change request to project manager for assessment. A change will surely affect the whole plan in terms of timeliness, budget, law and regulation, policy and so on. Description and impact of the change will be recorded in the change

He/She will be responsible to review the plan from beginning to ending and analyse how and what the change can influence the original plan. Aspects of cost, benefits, timeliness, resources, influence on other new or existing projects, normal operation and risk have to be taken into account. In project management, changes in projects can cause substantial adjustment to the contract duration time, total direct and indirect cost, or both (Tiong 1990; Ibbs 1997; Ibbs et al. 1998). Common project planning tools such as risk analysis can be used to reduce the destructive consequences of change, because they give insights and predictions to identify possible conflicts (Mallak et al. 1997). Every part of the related activity should be rearranged as well. The impact is said to be large and decision must be carefully made for further action.

Evaluation is included in the summary report for a change and project team manager will then recommend to board of director of company or sponsor to have approval or rejection in case the change is serious. Project team manager can make decision within authorised power. Whatever decision need to be recorded in the change log and informed to every team