Managing Change Requests in Project Management [Template]

July 7, 2020 by

Change happens in projects, whether we’re prepared for it or not.

Sometimes, the change is minimal and doesn’t have any impact on your project. In other cases,  the change requires adjustments to your project’s scope, plan, and budget.

To make sure your project goes to plan, you need to stay on top of the change so that it doesn’t have any negative impacts. It’s nearly impossible to stop change from happening, but you can manage it.


What is a change request?

A change request is a formal proposal to modify any element of the project from the baseline.

A baseline is a formally agreed version of scope, time, cost, or other aspects between the performing team and stakeholders.

Change Requests are submitted when issues are found while project work is in progress.

Project issues may arise when product scope, project cost, project schedule, or quality of the project or product results are modified. Other change requests cover the needed preventive or corrective actions to forestall a negative impact later in the project.


How to manage change requests?

Any project stakeholder may request a change. Teams that are internal or external to the project can initiate the change request, and they can be optional or legally/contractually mandated.

Initiated change requests are submitted to the Project/Organizational Change Control Board (CCB).

A change control board (CCB) is a formally chartered group responsible for reviewing, evaluating, approving, deferring, or rejecting changes to the project, and for recording and communicating such decisions.

Change control meetings are held with a change control board (CCB) that is responsible for gathering and reviewing the change requests and approving, rejecting, or deferring change requests.


Types of Change Requests include:

  • Corrective Actions
  • Preventive Actions
  • Defect Repairs.


Corrective actions are process changes that realign current performance with the plan.

Preventive actions are process improvements that focus on future performance.

Defect repair actions modify a nonconforming product or component.


Approved change requests are an output of the Change Control Review Meeting. They include any requests reviewed and approved for implementation by the project manager or by the change control board (CCB) when applicable.

The passed and recommended change request may be a corrective action, a preventive action, or a defect repair. Approved change requests are scheduled and implemented by the project team.


What is in a Change Request form?

  • Change Number: Change request number for tracking
  • Requestor: User who requested the change.
  • Category: The category of the change
  • Short description: A synopsis of the change request
  • Detailed description: Explain the problem.
  • Recommendations: Solution for the problem
  • Priority: To define how quickly this change should be approved ad implemented
  • Impact: To measure the effect of a change on the project aspects/elements. Details of Scope Impact, Quality Impact, Requirements Impact, Cost Impact, Schedule Impact, and Process/Documents Impact
  • Risk: The risk level for the change. The risk of a change. High, Medium or Low is a possible option
  • Justification for proposed change: Indicate the reason for the change.
  • State: The state of the change request. It can include New, Under Review, Approved, Deferred, or Rejected.
  • Disposition: Explanation by CCB for approved, deferred, or rejected changes.


Download your Change Request Template

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Aditya Chinni
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