PRINCE2_LESSON_09.pdf

PRINCE2® Foundation Lesson 9—Change Theme

Based on AXELOS PRINCE2® material. Material is reproduced under licence from AXELOS Limited. All rights reserved. PRINCE2® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. AXELOS® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.

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The Swirl logo™ is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.

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Objectives After completing this lesson, you will be able to:

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●

Define Change theme

●

Explain the PRINCE2® approach to Change theme

●

Define the roles and responsibilities in Change theme

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Purpose of Change Theme The purpose of the Change theme is to identify, assess and control any potential and approved changes to the baseline.[1]

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●

Change can be raised by any stakeholder.

●

Change control is a continuous activity.

●

Change can only be considered in relation to an established baseline.

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Change Terms—Definitions The key terms related to this theme are as follows: Configuration management is the technical and administrative activity concerned with the creation, maintenance and controlled change of configuration throughout the life of a product (or item).[2] A configuration item is an entity that is subject to configuration management. The entity may be a component of a product, a product or a set of products that form a release.[2] A release is a complete and consistent set of products that are managed, tested and deployed as a single entity to be handed over to the user(s).[2]

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Change Terms—Definitions (contd.) The other key terms related to this theme are as follows: PRINCE2® uses the term ‘issue’ to cover any relevant event that has happened, was not planned and

requires management action.[2] Issue and change control procedures ensure that all issues and changes which may affect the

project’s agreed baselines are identified, assessed and either approved, rejected or deferred.[3] Issue and change control procedures need to be integrated with the configuration management system used by the project.[2]

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Types of Issues Issues may be raised at any time during the project, by anyone with an interest in the project or its outcome. PRINCE2® defines the following three types of issues: Off-specification

Request for change

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●

A proposal for a change to a baseline

●

Although it is not specified in the current corporate branding standards, the corporate logo should be shown on the greeting cards being sent out to existing customers of a corporate organisation

●

● ●

Should be provided by the project, but currently is not (or is forecast not to be) provided This might be a missing product or a product not meeting its specification The corporate organisation had specified in the contract that all the greeting cards should be in colour. However, it has been found that its supplier has printed the first 20 cards in black-and-white. The Project Manager has raised this as an issue and the supplier has to reprint those 20 cards in colour

Problem/concern ●

Any other issue that the Project Manager needs to resolve or escalate

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PRINCE2® Approach to Change—Establish Controls Controls are defined and established by Initiating a Project process. Configuration management procedure and issue and change control procedures are (if necessary)

updated at the end of each management stage by using following management products: ● Configuration Management Strategy ● Configuration Item Records ● Product Status Account ● Daily Log

● Issue Register ● Issue Report

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Configuration Management Strategy Configuration Management Strategy defines: ●

the configuration management procedure.

●

the issue and change control procedure.

●

the tools and techniques to be used.

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how the records will be kept.

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how to measure and report the performance of the procedures.

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timing of configuration management and issue and change control activities.

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roles and responsibilities for managing changes.

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For composition of Configuration Management Strategy, please refer PRINCE2® Manual Appendix A. Copyright 2014, Simplilearn, All rights reserved.

Configuration Management Strategy (contd.) The Configuration Management Strategy should define the way issues are handled in terms of priority and severity. ●

There are numerous ways to prioritise issues, one of which is called MOSCOW where the issues are rated as:

●

o

Must have,

o

Should have,

o

Could have or

o

Won’t have (for now).

There are numerous ways to rate the severity of issues, such as numeric scale of 1 to 10 or descriptive (e.g. minor, medium, major or critical).

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Configuration Management Strategy (contd.) Depending upon the severity of issues, the Project Board may consider to delegate some part of decision making like accepting/rejecting requests for change or off-specifications to a change

authority. Change Authority For projects where there are likely to be considerable changes, the Project Board may choose to delegate some decisions to a person or group, called the Change Authority. It may be appropriate for example, to make the Project Manager the Change Authority for Work Packages. Change Budget

Sum of money that the customer and supplier agree on, which will be used to fund the cost of requests for change and possibly also for their analysis costs. 10

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Configuration Management Strategy—Example

In a project, a laptop has been assigned a unique asset id. However, a desktop computer, which performs the similar functions as a laptop in the same project, has been considered as a combination of 3 separate configuration items: the monitor, the CPU and the keyboard. Each of these configuration items has been given an asset id. Configuration Management Strategy for the project will determine the level of

configuration management to be achieved in a project.

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Key Terms in Change Theme Understanding the key terms is important for the comprehension of configuration management procedure.

Configuration Item Records The purpose of the Configuration Item Records is to provide a set of records that describe information such as the status, version and variant of each configuration item and any details of important relationships between items. Product Status Account Provides information about the status of the products, e.g. to find out the latest version number of a product/set of products in a stage. The report could cover the entire stage, project or history of a particular product.

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For composition of Configuration Item Record please refer PRINCE2® Manual Appendix A. Copyright 2014, Simplilearn, All rights reserved.

Key Terms in Change Theme (contd.) The other key terms associated with Change theme are as follows: Daily Log Maintained by Project Manager to record informal issues, required actions or significant events not noted in other PRINCE2® registers or logs. There may be more than one Daily Log as Team Managers may elect to have one for their Work Packages. Issue Register To capture and maintain information on all the issues that are being managed formally. Monitored by Project Manager regularly. Issue Report Includes description, impact assessment and recommendation for requests for change, off-specification and problem/concern that are managed formally. The author of an Issue Report may be different from the person or team raising the issue.

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For composition of Product Status Account please refer PRINCE2® Manual Appendix A. Copyright 2014, Simplilearn, All rights reserved.

Key Terms in Change Theme—Example

Variant: The official PRINCE2® manual is available in more than 10 languages including English, German and Spanish. Relationship between the configuration items: If the Operating System is upgraded from Windows XP to Windows 8, some of the software installed on the PC need to be upgraded as well; otherwise the new Operating System may not support the existing software. Issue Report: A customer of Hotels.com has raised an issue about a hotel that was booked last week. However, the Issue Report would be prepared by the associate from Hotels.com handling the customer’s complaint.

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Configuration Management Procedure The configuration management procedures can vary depending on the size of the project, organisation policies and standards, but they typically include five core activities:

Planning

●

●

Determining level of configuration management required by the project. Planning how to achieve it.

Identification

●

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Specifying and identifying configuration items. A good practice is to use a coding system and a unique identifier for each configuration item.

Status Accounting

Control

●

●

Ability to approve and baseline products. Ensuring that proper approvals are taken from appropriate people.

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●

Reporting of current and historical data. Product status account to be maintained.

Verification and Audit ●

●

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Reviewing and auditing to check the actual status of all products as against the agreed state as recorded in the Configuration Item Records. Configuration management strategy also to be checked.

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Issue and Change Control Procedure The different steps in this procedure are: Capture, Examine, Propose, Decide and Implement.

Figure 9.1. Issue and change control procedure. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Decision Making This is one of vital steps in the process.

Request

Project Board (or Change Authority) response

Request for Change

●

Approve the change

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Reject the change

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Defer decision

● ●

Considerations If a request for change involves extra cost, there are 3 principal ways to fund it: 1.

Use the change budget (if it is functional and of sufficient size)

Request more information

2.

Increase the project budget

Ask for an Exception Plan (if the request for change control cannot be implemented within the limits delegated to the Change Authority)

3.

De-scope other elements of the project

Tolerance should not be used to fund requests for change

Text in box is from Managing Successful Projects with PRINCE2®. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Decision Making (contd.) The table below lists the decision making process of off-specification and problem/concern issues.

Request

Project Board (or Change Authority) response

Off-specification



Grant a concession



Instruct that the off-specification be resolved



Defer decision



Ask for an Exception Plan (if the request for change control cannot be implemented within the limits delegated to the Change Authority)



Provide guidance



Ask for an Exception Plan

Problem/concern

Considerations The Project Board may decide to accept the offspecification without immediate corrective action. This is referred to as a concession. When a product is granted a concession, the Product Description will need to be revised before the product is handed over to the User

Could the problem/concern be resolved by relaxing the stage tolerances

Text in box is from Managing Successful Projects with PRINCE2®. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Roles and Responsibilities in Change Theme The table depicts the responsibilities of Corporate or programme management, Executive, Senior User and Senior Supplier in Change theme. Role

Responsibilities

Corporate or programme management

●

Provides the corporate or programme strategy for change control, issue resolution and configuration management.

Executive

● ● ● ● ●

Determines the change authority and change budget. Sets the scale for severity ratings for issues. Sets the scale for priority ratings for requests for change and off-specifications. Responds to requests for advice from the Project Manager. Makes decisions on escalated issues, with particular focus on continued business justification.

Senior User

● ●

Responds to requests for advice from the Project Manager. Makes decisions on escalated issues, with particular focus on safeguarding the expected benefits.

Senior Supplier

● ●

Responds to requests for advice from the Project Manager. Makes decisions on escalated issues, with particular focus on safeguarding the integrity of the complete solution.

Text in box is from Managing Successful Projects with PRINCE2®. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Roles and Responsibilities in Change Theme (contd.) The table depicts the responsibilities of Project Manager, Team Manager, Project Assurance and Project Support in Change theme. Role

Responsibilities

Project Manager

●

Team Manager

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Implement corrective actions.

Project Assurance

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Advise on examining and resolving issues.

Project Support

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Administer the configuration management and issue and change control procedures: o Maintain Configuration Item Records o Produce Product Status Accounts o Assist the Project Manager to maintain the Issue Register

Manages the configuration management procedure, assisted by project support where possible. ● Manages the issues and changes control procedure, assisted by project support where possible. ● Creates and maintains the issue register, assisted by project support where possible. ● Implements corrective actions.

Text in box is from Managing Successful Projects with PRINCE2®. Copyright © AXELOS Limited 2013. Material is reproduced under licence from AXELOS. All rights reserved.

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Quiz

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QUIZ

Which of following is a pre-requisite of effective issue and change control procedure?

1

a.

Configuration Item Records

b. Configuration Management Strategy

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c.

Issue Register

d.

Daily Log

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QUIZ

Which of following is a pre-requisite of effective issue and change control procedure?

1

a.

Configuration Item Records

b. Configuration Management Strategy c.

Issue Register

d.

Daily Log

Answer: b. Explanation: Configuration Management Strategy is a pre-requisite of effective issue and change control procedure. Effective issue and change control is only possible if it is supported by a configuration management system. 23

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QUIZ

Which of the following is not captured in Configuration Item Records?

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a.

Status

b. Version

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c.

Variant

d.

Priority

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QUIZ

Which of the following is not captured in Configuration Item Records?

2

a.

Status

b. Version c.

Variant

d.

Priority

Answer: d. Explanation: Priority is not captured in Configuration Item Records. Configuration Item Records describe status, version, variant and relationship between the configuration items. 25

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QUIZ

PRINCE2® uses the term __________ to cover any relevant event that has happened,

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which was not planned and which requires management actions. a.

problem

b. change

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c.

issue

d.

off-specification

Copyright 2014, Simplilearn, All rights reserved.

QUIZ

PRINCE2® uses the term __________ to cover any relevant event that has happened,

3

which was not planned and which requires management actions. a.

problem

b. change c.

issue

d.

off-specification

Answer: c. Explanation: PRINCE2® uses the term issue to cover any relevant event that has happened, which was not planned and which requires management actions. 27

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QUIZ

Which of the following provides information about the state of the products within

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defined limits? a.

Daily Log

b. Issue Register

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c.

Configuration Item Records

d.

Product Status Account

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QUIZ

Which of the following provides information about the state of the products within

4

defined limits? a.

Daily Log

b. Issue Register c.

Configuration Item Records

d.

Product Status Account

Answer: d. Explanation: Product Status Account provides information about the state of the products within defined limits. 29

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QUIZ

Which management product is used to record problems/concerns that can be handled

5

by the Project Manager informally? a.

Daily Log

b. Issue Register

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c.

Issue Reports

d.

Product Status Account

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QUIZ

Which management product is used to record problems/concerns that can be handled

5

by the Project Manager informally? a.

Daily Log

b. Issue Register c.

Issue Reports

d.

Product Status Account

Answer: a. Explanation: A Daily Log is used to record problems/concerns that can be handled by the Project Manager informally. 31

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QUIZ

Which of the following is not a correct step of issue and change control procedure?

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a.

Capture

b. Estimate

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c.

Propose

d.

Decide

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QUIZ

Which of the following is not a correct step of issue and change control procedure?

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a.

Capture

b. Estimate c.

Propose

d.

Decide

Answer: b. Explanation: Estimate is not a correct step of issue and change control procedure. The five steps of issue and change control procedure are capture, examine, propose, decide and implement. 33

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QUIZ

Which management product is used to capture and maintain information on all the

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issues that are being managed formally? a.

Issue Report

b. Issue Register

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c.

Daily Log

d.

Project Status Account

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QUIZ

Which management product is used to capture and maintain information on all the

7

issues that are being managed formally? a.

Issue Report

b. Issue Register c.

Daily Log

d.

Project Status Account

Answer: b. Explanation: The purpose of the Issue Register is to capture and maintain information on all the issues that are being managed formally. 35

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QUIZ

Which of the following is funded from a change budget?

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a.

All changes to the baseline cost of the project

b. Increased tolerance required by the Project Manager to complete a stage

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c.

Changes to approved baselined products

d.

The correction of an off-specification

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QUIZ

Which of the following is funded from a change budget?

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a.

All changes to the baseline cost of the project

b. Increased tolerance required by the Project Manager to complete a stage c.

Changes to approved baselined products

d.

The correction of an off-specification

Answer: c. Explanation: Changes to approved baselined products is funded from a change budget.

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QUIZ

Which of the following is not the responsibility of an Executive relevant to Change theme?

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a.

Maintain the Configuration Item Records

b. Determine the Change Authority and change budget

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c.

Set the scale for priority ratings for requests for change and off specifications

d.

Respond to requests for advice from the Project Manager

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QUIZ

Which of the following is not the responsibility of an Executive relevant to Change theme?

9

a.

Maintain the configuration item records

b. Determine the change authority and change budget c.

Set the scale for priority ratings for requests for change and off specifications

d.

Respond to requests for advice from the Project Manager

Answer: a. Explanation: Maintain the configuration item records is not performed by the executive as a part of configuration management responsibility rest all is performed by the executive. 39

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QUIZ

Identify the correct sequence of the steps involved in the issue and change control

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procedure? a.

Capture-Examine-Propose-Decide-Implement

b. Capture-Propose-Examine-Decide-Implement

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c.

Propose-Capture-Decide-Implement-Examine

d.

Decide-Propose-Capture-Examine-Implement

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QUIZ

Identify the correct sequence of the steps involved in the issue and change control

10

procedure? a.

Capture-Examine-Propose-Decide-Implement

b. Capture-Propose-Examine-Decide-Implement c.

Propose-Capture-Decide-Implement-Examine

d.

Decide-Propose-Capture-Examine-Implement

Answer: a. Explanation: The correct sequence of steps involved in the issue and change control procedure is Capture-Examine-Propose-Decide-Implement. 41

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Summary Here is a quick recap of what we have learnt in this lesson:

●

The purpose of the Change theme is to identify, assess and control any potential and approved changes to baselines

●

There are three types of issues: Request for Change, Off-specification and Problem/Concern

●

The different steps of Issue and Change Control Procedure are: Capture,

Examine, Propose, Decide and Implement

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Thank You

Based on AXELOS PRINCE2® material. Material is reproduced under licence from AXELOS Limited. All rights reserved. PRINCE2® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.

AXELOS® is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved. The Swirl logo™ is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.

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Copyright2014, 2014, Simplilearn, All rights reserved. Copyright Simplilearn, All rights reserved.

References [1] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Change, Purpose. [2] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Change, Change defined, Configuration management. [3] Based on Managing Successful Projects with PRINCE2®, by AXELOS. Change, Change defined, Issue

and change control.

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