Change occurs in almost every project. It may come in the form to increased project scope, decreased budgets, or accelerated timelines. With all of these opportunities for change, project managers must be prepared to adjust the project plan in response to change. Unfortunately, ineffective project change management practices is one of the most common sources of project failure. Project managers must become better equipped at responding to change in order to increase project success. In this presentation the need for project change management is identified and several tools and strategies for effectively dealing with project change are presented.

1. INCREASING PROJECT SUCCESS THROUGH
EFFECTIVE PROJECT
CHANGE MANAGEMENT
Project Management Workshop
Brandon Olson, PhD

2. Purpose
•Define projects and project management
•Describe change and its influence on projects
•Determine the best practices for managing change
•Develop a plan to create a formalized project change
management practice

3. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

4. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

5. Definitions of Project Management
•
"...a complex, non-routine, one-time effort limited by time, budget, resources, and
performance specifications designed to meet customer needs
(Gray & Larson, 2008)
•
"...a temporary endeavor undertaken to create a unique product, service, or
result.“ (PMI, 2013)
One-Time

6. Project Characteristics
Multiple Disciplines
Funding Limitations
Defined Start
and End Dates
Consume Human and
Nonhuman Resources
Specific Objective with
Defined Specifications
Kerzner, 2009

7. Purpose of Project Management
A
Project Management
Change
B

8. Operations vs. Projects
Operations
Projects
Taking notes in class
Writing a research paper
Recording sales into ledger
Setting up sales kiosk for convention
Practicing a musical instrument
Writing a new piece of music
Manufacturing the iPhone
Designing the new OS
Attaching sales tags to merchandise
Implementing a new RFID system
Adapted from Gray & Larson, 2008

9. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

10. Project Success Rates
60%
50%
1994
40%
1996
30%
1998
2004
20%
2009
2011
10%
0%
Successful
Challenged
Failed
Gale, S. (2011). Failure rates finally drop. PM Network, 25(8), 10-11.

11. Sources of Project Failures
1.
No project champion
6.
Over optimism
2.
Process shortcuts
7.
Resource assumptions
3.
Unable to manage
expectations
8.
Inadequate people
management skills
4.
Variable lock-in
9.
Unable to adapt to change
5.
Poor estimating techniques
10. Insufficient resources
Adapted from Whitten & Bentley, 2007

12. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

13. Project Management
Scope
Project
Manager
Budget
Schedule

14. Project Management Variables / Constraints

15. Schedule Compression

16. Budget or Staff Cuts

17. Scope Change

18. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

19. Additional / Revised Scope
• New functions
• Increased scale of functionality
• Increased quality of functionality

20. Scope Creep
• Functional Stakeholders
• “Wouldn’t it be cool if…”
• Small changes
• Each change does not influence budget or schedule
• Over time accumulated changes influence budget
and schedule
• Example:
Add sound to submit button
• Change color of submit button
• Confirmation screen
• Cancel option
•

21. Feature Creep
•
Project Team Members
•
“I can improve it by adding this…”
•
Project team builds in unrequested features
•
Each change does not influence budget or schedule
•
Over time accumulated changes
influence budget and schedule
•
Example:
• Add sound to submit button
• Change color of submit button
• Confirmation screen
• Easter egg (Google Images – Atari Breakout)

22. Business Change
• New strategies
• New external environment
• Project deliverables no longer needed
• Project deliverables no longer effective

23. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

24. Expectations Management Matrix
Measures of Success
Max / Min Constrain Accept
Cost
Schedule
Scope
Adapted from Whitten & Bentley, 2007

25. Expectations – Moon Landing
Measures of Success
Cost
Schedule
Scope
Max / Min Constrain Accept

26. Expectations – Change in Speed to Market
Measures of Success
Cost
Schedule
Scope
Max / Min Constrain Accept

27. Stakeholder Education
Client
Stakeholder
Project
Manager
Scope
Budget
Schedule

28. Enforce Change Management Process
New
Change
Change
Management
Process
Project
Plan

29. Agenda
• Definitions
• Project Failures
• Project Management Variables
• Project Change Issues
• Project CM Best Practices
• Project Change Management Process

30. Change Management Process
Requested
Change
Change
Request
Review
Request
Change
Proposal
Approved?
Adjust
Plan
Inform
and
Continue
Execute
New Plan
Project
Plan
Docs

31. Change Request
Tracking Data
Specifications
• Changer Order ID
• Change Description
• Request Date
• Anticipated Benefits
• Project Name
• Anticipated Goals
• Requester Name
• Requester Phone/Email

32. Change Proposal
• Summarize Project Change
• Project Scope Implications
• New Project Deliverables or Design
• Change Budget
• Change Schedule
• New Project Budget
• New Project Schedule

33. References
•
Gale, S. (2011). Failure rates finally drop. PM Network, 25(8), 10-11.
•
Gray, C.F., & Larson, E.W. (2008). Project management: The managerial process (4th
ed.). Boston, MA: McGraw Hill.
•
Kerzner, H. (2009). Project management: A systems approach to
planning, scheduling, and controlling. New York, NY: Wiley.
•
Project Management Institute (2013). A guide to the project management body of
knowledge (5th ed.). Newtown Square: PA: Author.
•
Whitten, J.L. & Bentley, L.D. (2007). Systems analysis and design methods (7th ed.).
New York, NY: McGraw-Hill Irvin.