The difference between Change Management and Change Control in a Project.

Lesley Greening : GK Project Management

10 Jun 201904:50

Summary

TLDRIn this video, Leslie Greening distinguishes between change control and change management, two concepts often confused in project management. Change control focuses on regulating scope, cost, and time, maintaining a baseline for project parameters. It involves a change control board (CCB) that reviews and approves modifications to the project plan. On the other hand, change management addresses the broader impact of project changes, including communication, training, and public relations, ensuring stakeholders are informed and prepared for project outcomes. This clarification aims to help organizations avoid confusion and effectively manage projects.

Takeaways

🔍 Change control and change management are distinct concepts that are sometimes confused.
📈 Change control involves controlling scope, cost, and time within a project, ensuring adherence to the established baseline.
📋 A change request is created when there's a need to modify scope, time, or cost, detailing the risk, background, and impact of the change.
👥 The change control board (CCB), sometimes referred to as a change management board, reviews and approves change requests.
🗣️ Change management focuses on managing the impact of the project on stakeholders, including communication and training.
📢 Effective change management involves informing stakeholders about project changes and providing them with adequate notice to adapt.
🏢 Change management can extend to various sectors, including other industries, government, and the general public, requiring public relations strategies.
📝 Training is a key component of change management, with the type and duration of training depending on the project's deliverables.
🛠️ Change control helps prevent issues like scope creep by strictly monitoring and controlling project parameters.
👍 The speaker emphasizes the importance of distinguishing between change control and change management for successful project execution.

Q & A

What is the primary focus of change control?
-Change control is primarily focused on controlling scope, cost, and time within a project. It involves setting up a baseline for these elements and monitoring against them throughout the project life cycle.
How does change control handle changes within a project?
-Change control handles changes by initiating a change request or change note when a risk is realized or an issue arises. This document outlines the nature of the change, its impact, and the background, which is then reviewed by a change control board.
What is the difference between a change control board and a change management board?
-A change control board (CCB) specifically reviews and approves changes related to scope, cost, and time, while a change management board might be more broadly involved in managing the overall impact of changes. The Project Management Institute (PMI) and the Project Management Professional (PMP) credential refer to it as a CCB, emphasizing its role in change control.
What is change management and how does it differ from change control?
-Change management is about managing the impact of a project on stakeholders, including communication, training, and public relations. It differs from change control in that it focuses on how changes affect people and systems rather than the project's scope, cost, and time.
Why is communication so important in change management?
-Communication is crucial in change management because it informs stakeholders about the changes happening throughout the project or at its completion. It helps stakeholders understand what to expect and gives them time to adapt to the changes.
Can you provide an example of when training might be necessary as part of change management?
-Training might be necessary when a project introduces new systems or processes that require users to learn new skills or procedures. This could range from a quick online tutorial to an extensive week-long training course, depending on the project's deliverables.
How does change control prevent issues like scope creep?
-Change control prevents scope creep by having a formal process for requesting and reviewing changes. This ensures that any alterations to the project scope are controlled, documented, and approved, preventing unauthorized or unmanaged changes that can lead to scope creep.
What is the role of a baseline in change control?
-A baseline in change control is a reference point that includes approved scope, schedule, and cost estimates. It serves as a standard against which project performance is measured. Any changes to the baseline require formal change control processes to maintain project integrity.
Why might an organization confuse change control and change management?
-Organizations might confuse change control and change management because both involve dealing with changes within a project. However, the confusion often arises from not distinguishing between the technical aspects of controlling project parameters (change control) and the human and organizational aspects of managing the impact of those changes (change management).
How does public relations fit into change management?
-Public relations is part of change management when a project's changes affect external stakeholders, such as the general public. It involves communicating the project's impact, managing the organization's image, and addressing public concerns to ensure a positive reception of the changes.
What is the significance of the 'like and subscribe' mention at the end of the script?
-The 'like and subscribe' mention is a common call-to-action in video content, encouraging viewers to engage with the video and follow the channel for more updates. It's a way for content creators to grow their audience and increase the visibility of their work.

Outlines

00:00

🔧 Understanding Change Control and Change Management

Leslie Greening discusses the distinctions between change control and change management, which are often confused. Change control involves managing the scope, cost, and time of a project by establishing a baseline and monitoring against it. If changes occur, they are documented in a change request and reviewed by a change control board (CCD). This process helps prevent scope creep and ensures project stability. Change management, on the other hand, focuses on the broader impact of the project on stakeholders, including communication, training, and public relations. It involves informing people about the project's progress and outcomes, providing necessary training, and managing public perception. The video aims to clarify these concepts for those who may find the terminology confusing.

Mindmap

Keywords

💡Change Control

Change control refers to the process of managing changes to the scope, cost, and time of a project. It involves establishing a baseline of approved project parameters and then monitoring against this baseline throughout the project's lifecycle. Any deviation from the baseline requires a formal change request, which is then evaluated and approved or rejected by a change control board. In the script, Leslie Greening explains that change control is crucial for preventing scope creep and ensuring that the project remains aligned with its original objectives.

💡Change Management

Change management is the broader process of managing the impact of change on the people affected by a project. It encompasses communication, training, and public relations to ensure that all stakeholders are informed and prepared for the changes that a project will bring. Leslie Greening highlights that change management is about more than just the project itself; it's about how the project's outcomes will affect others and how they can be prepared for and adapt to these changes.

💡Scope

Scope in project management defines the work that needs to be done to complete a project. It includes the features and functions that will be delivered and is typically outlined in a project's scope statement. In the script, Leslie discusses how change control is about controlling the scope to ensure that the project does not expand beyond what was originally agreed upon, which can lead to delays and cost overruns.

💡Cost

Cost in the context of the video refers to the financial resources allocated to a project. It includes all the expenses that are necessary to complete the project as per the agreed-upon scope. Leslie mentions that change control involves applying costs to the project tasks and monitoring these costs to prevent budget overruns.

💡Time

Time in project management refers to the schedule and timeline for completing the project. It includes the start and end dates for the project, as well as the sequence of tasks and their durations. Leslie Greening explains that change control involves setting up a project schedule and monitoring against this schedule to ensure timely project completion.

💡Baseline

A baseline in project management is a snapshot of the approved project plan at a specific point in time. It serves as a reference point against which project performance is measured. In the script, Leslie Greening describes how the baseline is created from the approved scope, cost, and time and is used to monitor project progress and control changes.

💡Change Request

A change request is a formal proposal to modify any aspect of the project, such as its scope, cost, or schedule. It is typically initiated when a risk materializes or an issue arises that necessitates a change. Leslie Greening mentions that a change request would be developed within the change control process, detailing the change, its impact, and the rationale behind it.

💡Change Control Board (CCB)

The Change Control Board (CCB) is a group responsible for reviewing, evaluating, and approving or rejecting change requests. It ensures that changes are managed in a controlled manner and do not negatively impact the project's objectives. Leslie Greening clarifies that the CCB is distinct from a change management board and is more aptly named for its role in the change control process.

💡Communication

Communication in change management is about informing stakeholders about the project's progress, changes, and outcomes. It is crucial for keeping everyone aligned and prepared for the changes that the project will bring. Leslie Greening emphasizes the importance of communication in change management, noting that it can involve various methods, from public relations to direct notifications to stakeholders.

💡Training

Training in the context of change management refers to the process of preparing stakeholders for the changes that a project will bring. This can range from providing information sheets to conducting full training courses, depending on the project's requirements. Leslie Greening mentions that training is an important aspect of change management, ensuring that stakeholders have the necessary skills and knowledge to adapt to the changes.

💡Public Relations (PR)

Public relations in change management involves managing the project's image and relationship with the public or external stakeholders. It can include activities to inform, influence, and involve the public in the project's outcomes. Leslie Greening discusses how change management might involve public relations, especially when the project impacts a broader audience, such as the general public.

Highlights

Differences between change control and change management are discussed.

Change control is about controlling scope, cost, and time within a project.

A project's scope, time, and cost are established and approved, creating a baseline.

Change control process is initiated by risks or issues, leading to change requests.

Change requests detail the impact of changes and are submitted to a change control board.

Change management involves managing the impact of the project on stakeholders.

Communication is a key aspect of change management, informing stakeholders of project changes.

Public relations may be involved in change management, especially with projects affecting the general public.

Training is often a part of change management, preparing stakeholders for project outcomes.

Change management includes developing training materials and scheduling training sessions.

Change control aims to prevent scope creep and maintain project integrity.

The transcript clarifies the distinction between change control and change management for those who may confuse the terms.

The importance of a clear change control process for project success is emphasized.

Change management's role in training and communication is highlighted.

The transcript provides practical insights for organizations to avoid mixing up the two concepts.

The video encourages viewers to like and subscribe for more informative content.