Step by Step Procedure for Handling a Change Request-1:

1. Stakeholder makes a change request (either verbally/written. But formal written is

recommended)
2. Before submitting the change request to CCB, PM should record this change request
in formal written form and update into the change log. (e.g. change ID#, category,
description of change, requestor name, submission date and the end status of
requested change (at this point, the Status would be open and blank as it will be
updated once CCB approves/rejects etc.)
3. Meet with stakeholder to understand the reasons behind the change and what he
needs to change (add these details in description of change in change log)
4. Analyse the impact of the change on baselines (e.g. scope, cost & time etc.) with the
project team. (e.g. this change will add three weeks to the project length, require
$20,000 additional funding and have no effect on resources)
5. Measure/estimate risks for such change/changes (risk report can be referred)
6. Inform stakeholder about the impact that could happen due to requested change
(before informing the external customer, PM should discuss with his sponsor about
the solutions/alternatives to come up with, because we simply cannot reject a
change if it is a legal requirement etc. However, informing stakeholder about the
impact is not always done at this point as the change request still needs to be
submitted to CCB officially including the analysis PM has done. And, sometimes, the
impacts will be small. Plus, anyhow the end result will be shared officially after CCB
approves/rejects/defers the change with reasons why it was rejected in writing and
the same will be communicated to the requestor and other key stakeholders). At
this point, the PM can also decide not to include CCB if the requested change is not
impacting/affecting project management plan, baselines, policies and procedures,
charter, or contracts, or statements of work. PM can directly approve it at this point
without involvement of CCB/sponsor. If, the change is impacting project
management plan, baselines, policies and procedures, charter, or contracts, or
statements of work, then PM should submit/send this change request to CCB/Sponsor
for approval.
7. Send change request to change authority including the impact analysis documents
which PM has done including his project team (change authority can be CCB or
Project Sponsor/Customer + PM or other delegated authority. CCB is not the only
board that always accepts a change request. Exam questions will be sometimes
asking about a change and CCB won’t be mentioned in the options. In that case, we
have to understand that any of the mentioned above can accept change request)
8. Send another change request to the sponsor (even if CCB approves change request,
PM should also have to take approval from sponsor/customer if they are not part of
CCB. And if sponsor/customer is already part of CCB, then no need to raise another
change request)
9. If, change request is approved/rejected/defer, then update CHANGE LOG and
inform stakeholders about the status of change request.

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 10. Approved changes then require new or revised cost estimates, activity sequences;
schedule dates, resource requirements, and/or analysis of risk response alternatives.
Hence, these changes can require adjustments/updates to the project management
plan and other project documents
11. Communicate/inform the key stakeholders (e.g.: Change Requestor) about the status
of the change (either approved/rejected/defer)
12. Implement the approved change by project team in Direct and Manage Project Work
process.
13. Once it is implemented, it should also be verified in Control Quality process.

Step by Step Procedure for Handling a Change Request-2:

What is a change control document?

Projects are susceptible to changes right from the initiation and planning phases. While
changes can be made with ease during these early phases, no changes can be made after
the scope statement of work; project charter and work breakdown structure have been
finalized. If there are any changes that have to be made due to unforeseen reasons on
account of unidentified risks, or external or internal factors, changes have to be approved by
all or majority of the stakeholders along with the project sponsor. There is a process for

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