[Project Name] Planning: Change Control Plan

[Project Name]

Planning: Change Control Plan

Instruction

This document is used to define how changes to the project (scope, deliverables, timeline, etc.) will be managed.

Project Information

1. 
   Project name
   
2. 
   Project delivery date
   
3. 
   Project manager name
   
4. 
   Department or college (customer/end-user)
   

Definition: Change Control

This section is used to define the specific application of the change control process, including, but not limited to the following:

1. 
   Scope
   
   1. 
      Types of issues that should be submitted through the formal change control process.
      
   2. 
      Types of issues that should be handled outside of the formal change control process (define how each should be handled).
      
2. 
   Who uses the change control process (include roles, responsibilities of each entity/individual in the change control process).
   
   1. 
      Project manager
      
   2. 
      Project team members
      
   3. 
      Customer/end-users
      
   4. 
      Management
      
   5. 
      Others
      

Process Overview

This section is used to define the specific process related to submitting and handling change requests. Consider the following questions as you outline the process.

1. 
   How does someone submit a change request?
   
   1. 
      Paper forms?
      
   2. 
      Online forms?
      
   3. 
      Verbal requests?
      
2. 
   How are change requests tracked and managed? Address steps related to each submission form (paper, electronic, verbal). See “Tracking Change Requests” below.
   
3. 
   Who reviews the change requests?
   
4. 
   Who approves change requests?
   
5. 
   Who responds/acts on the change request?
   
6. 
   What happens when the request is completed/resolved (e.g., is there a testing or verification process)?
   
7. 
   Who communicates to the requestor and how (written, email, voicemail, web-based tracking, other)?
   
   1. 
      During the resolution/implementation stage?
      
   2. 
      Upon completion of request implementation?
      

Tracking Change Requests

This section is used to define how change requests will be managed and tracked. Consider the following as you outline the tracking and management process:

1. 
   Will you use a web-based or online system to track and manage change requests? If yes, who will have access to the system?
   
2. 
   Will you use Excel or Word to track and manage change requests? If yes, who will have access and where will the file reside?
   

Sample Change Request Log

The following serves as an example of a change request log that could be created in Word or Excel (format is condensed for purposes of this planning document). A sample built in Excel is available in the Change Control phase on the intranet. A web-based or online tracking system may have similar or different fields of information and may include a customer/end-user view of current status.

Change Request Log Project Name Project Manager Name Date Created
Change ID	Description	Requestor	Date Requested	Impact (h-m-l)	Approved (Date)	Status (date)	Comments
Example: 1234	Add data field to home screen to indicate file “owner”	Admissions, College of Law	01-01-2011	Medium – could delay project.	M. Knight (01-03-2011)	Completed (01-15-2011)	Delayed delivery of project by 1 week.

Key for Change Request Log above:

• 
  Impact: indicates high/medium/low based on potential impact to cost, schedule, and/or resources.
  
• 
  Approved: indicates who approved the change and on what date (business owner, NUIT management, Project Manager, other).
  
• 
  Status: Indicate one of the following – waiting approval, approved, in progress, completed, cancelled. Also indicate the date on which the field is updated.
  

Document Tracking

Date	Action Taken	By Whom

Date Printed: 10/14/2017 Page of

File Name: NUIT Confidential