Change Schedule Management

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         Oregon Department of Human Services
              Office of Information Services
      Express Payment & Reporting System (eXPRS)

                        Change Management Plan
                          Approval Date: <mmm dd, yyyy>


                                      Planning




                                  Identify the Type of
                                 Changes That Will be
                                    Coordinated and
                                      Controlled



                                Determine the Overall
                                Change Management
                                 Process & Identify
                                Change Control Board
                                                                    Change
                                                                  Management
                                  Determine Specific                 Plan
                                Processes & Tools For
                                  Changes to Cost,
                                  Schedule, Scope,
                                    Configuration


                                   Establish Change
                                     Management
                                    Responsibilities




                                     Executing
                                        and
                                     Controlling




                       Purpose of the Document
The purpose of this Change Management Plan is to ensure that the project
will successfully manage changes to the quality, scope, or cost, and
effectively communicate the changes and their impacts to the appropriate
entities.



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                                Document Change Activity
The following is a record of the changes that have occurred on this document from the
time of its original approval
#    Change Description                                                       Author         Date
1    Added Change Control Processes                                           DJones         04/29/03
2    Updated Change Control Form                                              DJones         06/11/03




Table of Contents
1 Change Management Plan Purpose ..................................................... 4
2 Change Management Goals ................................................................. 4
3 Change Management Responsibilities .................................................. 4
4 Overall Change Management Model .................................................... 4
5 Scope Change/Requirements Management ......................................... 5
6 Schedule Change Management............................................................ 7
7 Cost Change Management ................................................................... 7
8 Technical Configuration Management................................................... 8
9 Utilized Forms ....................................................................................... 8




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1 CHANGE MANAGEMENT PLAN PURPOSE
The purpose of the eXPRS Change Management Plan is to coordinate
changes across the entire project. The plan will address how the eXPRS
project will ensure that the changes are beneficial, determine how the
change will occur, and manage the changes as they occur.

It is assumed that a request for change may occur in many forms – oral or
written, direct or indirect, externally or internally initiated, and legally
mandated or optional.


2 CHANGE MANAGEMENT GOALS
The goals of eXPRS Change Management Plan:
  1. Reasonable change activities are planned.
  2. Changes are identified, defined, evaluated, approved and tracked
     through completion.
  3. Project plans are changed to reflect the requested changes.
  4. Changes are negotiated and communicated to all affected parties.
3 CHANGE MANAGEMENT RESPONSIBILITIES
The change management responsibilities are:
1. The eXPRS project is responsible to develop the Change Management
   Plan.
2. Adequate resources and funding are obtained to ensure the change
   management plan can and will be executed.
3. The eXPRS is responsible for ensuring that changes are delivered as
   planned.
4. Records of changes are tracked and maintained.
5. The change management activities will be reviewed with senior
   management on a periodic basis.


4 OVERALL CHANGE MANAGEMENT MODEL

The Project Manager, Pete Mallord, will be assigned and have full
responsibility for facilitating or executing the change management process
to officially provide new requirements, scope, schedule and resources as
follows:
 Identify a change -document and log a change request.
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 Evaluate a change - analyze changes to the project plan, work products
  or activities, and changes to project time and effort estimates.

 Assess for risk - assess impact or risk of change to the project, system,
  or business.

 Obtain change decision - propose or recommend the change solution,
  obtain approval, rejection, or rework and negotiate agreements on
  schedule and effort commitments of all affected parties.

 Integrate changes into project plan - update or re-baseline the project
  plan(s), estimates, and schedule. Communicate the final changes to
  commitments or assignments to all affected parties, and obtain approval
  of the updated project plan and schedule.

 Track to completion – track the change from identification through
  update project plan and schedule.

5 SCOPE CHANGE/REQUIREMENTS MANAGEMENT
The Requirement Management Plan will be used to define and manage the
product scope of the project in support of and consistent with the project
objectives throughout the life of the project. It details the process, assigns
responsibilities and identifies the techniques to be used, associated tools,
and documentation needs.
In summary the plan for Requirements Management is to:
 (1) Identify stakeholders and gather, validate, prioritize, and document
     stakeholder needs and constraints,
 (2) Transform needs into high-level requirements, evaluate and correct
     deficiencies, validate findings with stakeholders, and prepare a matrix
     for tracing requirements,
 (3) Assign and categorize the high-level requirements to products, refine
     the high-level requirements to obtain greater precision and detail, and
     validate that the detailed requirements align with the high-level
     requirements,
 (4) Verify through each phase of the project that the end product or
     deliverable meets the requirements specifications, i.e. the code meets
     the design specification,
 (5) Use the project’s change management process to manage deletions,
     modifications and additions to stay in line with the original objectives or
     to formally modify these objectives, and the supporting schedule and
     resources.
 (6) Change requests will follow the control process outlined below:
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        A Change Control Board (CCB) consisting of project team members
         has been created to analyze changes and clarifications in terms of
         cost and schedule impacts. This board will meet on a “as needed”
         basis.

           o Change Control Board Members

                   Business Analyst – MCLAUGHLIN, Amy E

                   System Architect - SACKS, Jason S

                   Project Manager – MALLORD, Pete

        All functional changes will be reviewed by the CCB prior to
         implementation in any project deliverables.

   Scope Control Process
   Step     Action

   1.       Someone requests a change or clarification.

            Their representative documents a high level description of the change using
            the project’s change request forms and convenes a CCB meeting.

   2.       The CCB analyzes the change.

            The CCB will meet as necessary to analyze the change in terms of scope and
            impact to the project cost and schedule. The CCB will coordinate changes with
            the JAD group as necessary

   3.1      The CCB makes a decision.

            The CCB will make decisions that don’t affect schedule milestones and will
            coordinate with the JAD group as necessary.

            If the schedule milestones are affected then the CCB will make a
            recommendation to the Steering Committee for their decision.

   3.2      The Steering Committee makes a decision.

            The steering committee will make decisions that affect schedule milestones.

   4.       The Project implements the decision.

            The Business Analyst is responsible to ensure the Use Cases are updated.
            The System Architect is responsible to ensure the design is updated. The
            Project Manager is responsible to ensure the plan and schedules are updated.

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6 SCHEDULE CHANGE MANAGEMENT

Changes that affect the project schedule will be controlled based on the
impact the change causes in respect to tasks or milestones

    If a change does not impact a milestone completion date in the
     project plan, the modification of the project schedule may be
     authorized by the approval of the project manager.

    If a change impacts a milestone completion date in the project plan,
     the modification of the project schedule may be authorized only by
     the approval of the steering committee

During the lifecycle of the project, the following processes will be in place
depending on the status of the schedule:
   Schedule Control
   Status    Trigger                 Result

   Green     Milestones on              Weekly team status meetings,
             schedule
                                        Pre-approved leave requests,

                                        Weekly individual status updates (email)

   Yellow    Milestones 1 week          Weekly team status meetings (formal)
             behind
                                        Daily individual updates (informal),

                                        Leave Requests require pre-approval,

                                        Weekly individual status updates (email).

   Red       Milestones > 2             Daily team status meetings (formal),
             weeks behind
                                        Daily individual status updates (tracking document),

                                        Non-emergency leave requests on-hold

7 COST CHANGE MANAGEMENT
Describe how the budget will be developed how cost change and cost
baselines will be changed and under what conditions or agreements. If the
projects Cost Management Procedures are detailed a general description
should be provided here with a reference to the cost management plan and
processes.

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8 TECHNICAL CONFIGURATION MANAGEMENT
The eXPRS Project is dependent on several technical configurations.
Please see the Implementation Plan for details on each technical
configuration.

Technical Configuration changes made, either internal to the project or by
other departments/projects, that creates an impact to quality, scope, or cost
will be controlled by the related change management or quality
management plans/processes.

The Configuration Management Plan for the eXPRS Project is located at:
     4_Controlling\Configuration Mgmt\eXPRS Configuration Mgmt. Plan.doc


9 UTILIZED FORMS
The following documents are the forms that the eXPRS Project will use to
manage and document change control.




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                                                  CHANGE MANAGEMENT TRACKING LOG
                                                              EXPRS
 No Issue Requestor                    Title of                   Impact and Deliverables affected   Resp.    Compl Date Recommendati
     Date                              Request                                                       Person               on or Status
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 4.
 5.
 6.
 7.
 8.
 9.
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 11.
 12.
 13.
 14.
 15.
 16.
 17.
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