Project Management Office (PMO)
Capital City Bank Group (CCBG)
Overview
The purpose of this procedure is to define the process for managing changes during CCBG Projects, managed by PMO.
The use of the formal change management procedure is required when any changes are discovered or requested which impact previously reviewed, approved and published project deliverables.
The documentation and tracking of all change requests is managed using the defined procedure.
Scope
All changes that will have a significant impact on the approved baseline of a project, such as scope, time, or cost, are in the scope of the procedure. Most changes will affect the budget and/or schedule of the project.
The project manager is responsible for the decision to raise and/or when to raise a Project Change Request form.
Triggers for a project-level change control include:
- When the Cost Health Status is Red (project will overspend by more than the cost tolerance),
- The Schedule Health Status is Red (for example: a key milestone such as the go-live date will be missed by more than the schedule tolerance),
-
When a business-level requirement cannot be met.
-
See the Health Status Definitions guide.
-
See the Health Status Definitions guide.
During this process, the project stays in the same Project Life Cycle phase. The Project does not go back to planning phase.
Responsibilities
Role |
Description and Responsibilities |
|---|---|
PMO |
Review this procedure periodically for continued suitability for CCBG and recommend any revisions
Define process to approve any exceptions to this procedure. |
Project Manager |
Owner of the CR throughout the request lifecycle.
Document the process across the request life cycle.
Communicate the change with the project team |
Change Requester |
Person who requests a Change
Providing full and detailed justification for the change.
Identifying any impacts the change might have.
Identifies a requirement for change to any aspect of the project (for example: scope, deliverables, schedule and cost). |
Change Approver(s) |
The individual(s) responsible for the initial approval of a change request |
Project Team |
Implements a Change, responsible for the progression of the Change in accordance with this procedure. |
Process Flow
Procedure Steps
Identify and Submit a Change Request
This process provides the ability to submit a request for a change to the project.
The Change Requester identifies a requirement for change to any aspect of the project (for example: scope, deliverables, schedule and cost).
Project Manager completes a Change Request Form (CRF). The CRF summarizes the change:
- Description
- Reasons
- Impact of the Change
- Approvers
Review the Change Request
The Project Manager, Sponsor and Major Stakeholder(s) review the CRF and determines the feasibility of this change, assess the full impact of the change to the project time, scope and cost. The decision will be based on factors, such as:
- Feasibility and benefits of the change
- Risk to the project in implementing the change
- Risk to the project in NOT implementing the change
- Impact on the project in implementing the change (time, resources, finance, quality).
- Complexity and/or difficulty of the change requested
- Scale of the change solutions proposed.
- Resource availability
Approval of the Change Request
The Project Manager will forward the Change Request Form and any supporting documentation to the approvers for review and final approval.
Approvers give their approvals to the project manager by e-mail.
Closing the Change Request
After the change is approved:
- Project Manager uploads the form and the approval emails to PPM Pro
- The change will be communicated to the project team
- Project deliverables will be updated to reflect the change (PPM Pro)