Project Change Request Guidelines by 88tEUMYR

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									Office of the Chief Information Officer
 Project Change Request Guidelines
        For Solution Delivery Projects




                            March 30, 2012
                                                                   Office of the Chief Information Officer
                                                                     Project Change Request Guidelines
                                                           Solution Delivery: Project Management Office


Revision Log

  Version /
                           Date                         Description of Revision
  Release
      R1           December 17, 2008        Document Creation
      R2           January 21, 2009         Incorporated feedback from Sherry Agriesti
                                            Updated Based on a Combined Decision and Change
      R3           March 10, 2009
                                            Request Document
                                            Incorporated feedback from AD Branch and removed
      R4           June 24, 2009
                                            Section 2 Work Offer Change Request section.
                                            Revised to align with revised Project Change
      R5           January 5, 2010
                                            Request Template.
                                            Revised to add definitions and notations to enhance
      R6           March 30, 2012
                                            consistency of Change Request completion.



Document Ownership
This document is owned and maintained by the Project Management Office (PMO) of the Office
of the Chief Information Officer (OCIO). Direct questions about this template to OCIO-
PMO@gov.nl.ca

The information contained in this document is confidential and proprietary to the OCIO and may
not be used or disclosed except as authorized by the OCIO.


Glossary

The following tables include term definitions for data captured in the Project Change Request.

                             Total Change to Project Budget
           Term                                           Definition
Project Budget               The Project Budget is the project funds based on the PM project
                             projections allocated at start of the project for Phase 2: Planning and
                             Analysis.

Revised Project Budget       This Revised Project Budget is the project funds based on the PM
                             project projections allocated at start of the project for Phase 2:
                             Planning and Analysis (Project Budget referenced above) in addition
                             to the current change request value.

                             The amount equals the “Budget Revised Base” amount illustrated in
                             the last line of the Project Costing Summary table.



                             Total Change to Fiscal Budget
           Term                                           Definition



Project Change Request Guidelines                                                                 Page 1
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                                                          Office of the Chief Information Officer
                                                            Project Change Request Guidelines
                                                  Solution Delivery: Project Management Office

                              Total Change to Fiscal Budget
          Term                                             Definition
Fiscal Budget                 The Fiscal Budget is the project funds allocated based on the PM
                              project projections for the current Fiscal Year (April through March).

                              If the project is in the Planning for Analysis or the Planning for
                              Design stage, the funds allocated are for planning as the full project
                              projections are typically unknown during the planning stages.

Revised Fiscal Budget         This Revised Fiscal Budget is the total project funds based on the
                              PM project projections allocated to date for the current fiscal year
                              (April – March) including the current change request.



                                    Total Change to WO / PO
          Term                                             Definition
WO Value                      The WO (Work Offer) Value is the work offer original amount
                              recorded on the referenced work offer for this change request.

Revised WO Value              The Revised WO Value is the current funds allocated to the work
                              offer including the WO related funds for the current project change
                              request.

                              For example, assume a Change Request (CR) is issued for $40,000
                              with $10,000 for Professional Services and $30,000 for additional
                              Software. Since only $10,000 is applicable to the work offer, the
                              work offer value would be increased by $10,000 and not the full
                              change request amount of $40,000.



                      Work Offer Amendment Request - Projects
          Term                                             Definition
Work Offer Cost               The Work Offer Cost Information – Total to Date is the work offer
Information – Total to        amount to date for the work offer referenced on this change request
Date                          excluding the current change request.

Work Offer Cost               Work Offer Cost Information – Total of this Change Request is the
Information – Total of this   sum of the work offer items referenced on this change request
Change Request                (typically includes professional services acquired from the vendor
                              and does not include hardware or software costs).

Work Offer Cost               Work Offer Cost Information – Total Revised Cost is the revised
Information – Total           work offer amount as a result of the current change request.
Revised Cost                  Basically it’s the “Work Offer Cost Information – Total to Date” +
                              “Work Offer Cost Information - Total of this Change Request”.




Project Change Request Guidelines                                                              Page 2
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                                                        Office of the Chief Information Officer
                                                          Project Change Request Guidelines
                                                Solution Delivery: Project Management Office

What is a Project Change Request Document?
       A project record to track information related to requests to change project scope, budget
        or schedule.

       In order for a Project Change Request to be initiated, the project must have a:
             Project Charter that defines what is and is not included in project scope;
               Project Plan whereby activities are defined/sequenced,           with   estimated
                resources/duration of activities defined; and
               Project Budget.
       Keep in mind, a project change request can reference one and only one work offer.


Who completes a Project Change Request Document?

       The Project Manager is responsible for creating the Project Change Request document.

       The Project Manager must review the draft Project Change Request document with the
        OCIO Delivery Manager prior to submitting it to the vendor consortium. The Delivery
        Manager will use his/her discretion in engaging other branches as needed.

       The Delivery Manager must ensure the Purchase Order is updated to reflect the
        approved project change request.

When should a Project Change Request Document be completed?

       A Project Change Request Document should be completed when there is a change in:
         Scope
           Budget (increase or decrease) or
           Schedule


Who reviews the Project Change Request Document?

       If the Project Change Request impacts scope, budget or schedule, the OCIO Delivery
        Manager is responsible for reviewing the change request in consultation with OCIO Client
        Services.

       For those requests requiring Project Steering Committee approval, the Project Steering
        Committee should be informed of the change request and Application Development
        Director will review and approve prior to Steering Committee submission. The Delivery
        Manager approves Project Change Request and seeks Application Development Director
        approval if required

       If the change request is of an urgent nature, the Project Steering Committee members
        can be contacted outside of a meeting for their review/approval or an emergency meeting
        can be requested, if required.

       All change requests that result in a Work Offer Change Request or amendment to an
        OCIO/Vendor Contract requires Solution Delivery Executive approval.



Project Change Request Guidelines                                                           Page 3
DOC10585/2009 V2.0
                                                         Office of the Chief Information Officer
                                                           Project Change Request Guidelines
                                                 Solution Delivery: Project Management Office

       A Project Management Office (PMO) review is also required for changes that require
        OCIO Solution Delivery Executive Director approval.

Work Offer Amendment Request - Projects

       The Delivery Manager is responsible for the completion of the “Work Offer Amendment
        Request – Projects”.

       The “Work Offer Amendment Request – Projects” must be completed for Project Change
        Requests that impact the Work Offer dollar value and/or the Work Offer end date.

       The Work Offer change is indicated by placing an “X” in the check box: “Dollar Value”,
        “End Date” or “Both”.

       If there is no change to the work offer dollar values, the dollar values reported in the
        “Work Offer Cost Information/Purchase Oder Information” must still be completed
        illustrating the current value (as reported on the last work offer/project change request).

What are the next steps once a Project Change Request has been
approved?

       The Project Manager needs to ensure the project plans are updated:

               Project Projections - update to reflect the change in budget;
               Project Plan - update to reflect the change in schedule;
               Project Deliverables (Requirements, Designs, etc)           – update    applicable
                deliverables to reflect the change;
               Monthly / Weekly Status Report – update applicable sections;
               Risk and Issues Log – RAAIDO - update the Change Requests tab to record the
                change; and
               Project Charter – update to include the approved Change Request as an
                addendum;
               Obtain approval from vendor and Executive Director for amendments to Work
                Offer, if Work Offer is impacted.




Project Change Request Guidelines                                                           Page 4
DOC10585/2009 V2.0

								
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