Control Management 3rd.docx

Shivansh Monga 00238297T 28/10/2018 Project Execution and Control Assignment 1 Part B

Table of Contents Introduction ..................................................................................................................................... 3 Why Corwin Corporation Failed? ................................................................................................... 3 Common Project Management Mistakes ........................................................................................ 4 Significance of Change Control Process......................................................................................... 4 Change Control Process .................................................................................................................. 5 Workflows and Work Breakdown Systems .................................................................................... 5 Conclusion ...................................................................................................................................... 6 References ....................................................................................................................................... 7 Appendix ......................................................................................................................................... 8 Filled Sample for Change Request ................................................................................................. 8

Introduction Clients are always right and demanding. However, the change must be anticipated by the project leader to streamline activities and avoid over-run costs, time and resources. The change control process is significant as it not explores new options but also provide with risk assessment. During any project, the uncontrolled changes must be avoided to avoid disruption in services. The main reason behind misalignment of project objectives with expectations is due to improper documentation of change request. Whenever client or business organisation misses out change request process, the activities may not result in desired result. The most important thing during any project is to keep track of available time, resources and budget with proposed changes. Proposed change must be implement through change control process to avoid miscommunication and wastage of time and resources.

Why Corwin Corporation Failed? Corwin case study highlights number of project management issues which must be avoided. Firstly, the requirements were vague and incomplete. Secondly, Mr. Pat applied surplus of changes (unnecessary and uncontrolled). Thirdly, Corwin Corporation lacked change control and open communication. Lastly, Mr. Dan of Corwin Corporation didn’t implement techniques and tools of project management due to his inexperience (Corwin, n.d). All such factors lead to failing of the project as Peter’s company terminated the contract. The reputation and good working relationship of Corwin Corporation suffered a blow and they also had to bear financial burdens as the selection process wasn’t well thought and change control mechanism wasn’t implemented. The managers and stakeholders must be aware of the fact that change is unavoidable and changes must be implemented in a controlled manner to minimize the risks involved. Changes have direct impact on scope, time and budget of the project (Project Management Institute, 2013). The absence of change control process results in inconclusive results, hectic and confused working environment and improper communication. The successful project managers control the change rather than avoiding change (Wysocki, 2013). Moreover, control change process allows the client as well the business organisation to keep track of objectives, have risk analysis and re-evaluate the plan.

Common Project Management Mistakes Corwin Corporation made a lot of blunders throughout the process. Despite the fact that top management was on vacations and regular project manager wasn’t available, Corwin Corporation bid and signed the agreement cursorily due to the incentive of 5-year profit sharing deal. Moreover, the contractual manager didn’t take into consideration the fixed price contract. Likewise, project manager Mr. Dan, lacked experience in project management and as a result he didn’t implemented change control process and allowed undue interference of client in his project and team. Lastly, the funds were used beforehand to purchase raw material for test matrix. It can be concluded that continuous changes, vague requirements, absences of control change mechanism and improper communication resulted in failure of project.

Significance of Change Control Process Benefits of change control process are multi-fold (Krezner, 2017); 1- Filters and manage changes 2- Document, submit and review the changes 3- Open communication 4- Impact and Risk analysis

No organisation or project leader may achieve the desired results without proper implementation of change control process. The most important aspect of change control management is open communication through which proposed changes can be discussed, planned and executed (Stackpole, 2013). Mr. Dan failed to document changes which resulted in communication gap among project leader, staff, management and client. Moreover, with the help of change control process the activities can be streamlined and everyone can know their roles in a better way. Similarly, change control process involves the top management in the project and they can review the proceedings. Lastly, the change request process helps in tracking all the proposed changes and it leads to clear reporting and measuring of milestones. If implemented properly, change control process avoids uncontrolled and unnecessary changes and also creates a shared working environment.

Change Control Process Change control process may include number of steps or stages. However, all the change control process must have (Stasis, 2013): 1- Change request; to propose and formalize the change request by documenting and submitting it. 2- Risk assessment; to identify the risks involved and analyse the impact on budget, scope, time and quality of the project. 3- Review and discuss; it is necessary that the management review and discuss the change request. 4- Decision; after deliberation, decisions are wither made in favour of proposed change or against it. 5- Implementation; after approval the change is implemented and plan is re-evaluated as per new objectives and proposed change. 6- Post-Implementation Review and Closure; the requestor review the implemented change and then officially the change request is closed by entering it in a change log.

Workflows and Work Breakdown Systems Automated workflows and work breakdown systems are the tools which help in tracking and managing changes. These tools help in creating a platform where clients, project team and management can keep track of activities and objectives. The means and ends are properly stated and open communication channel is established. The focal point of all such available tools is to create a shared working atmosphere where everyone can participate proactively and confidently. In short, documentation of change request is essential to collaborate and communicate effectively and efficiently.

Conclusion Change control process is a systematic process which helps in controlling change and avoiding over-run costs and time. Change is unavoidable and leaders must be adaptive to change to avoid miscommunication and misalignment in project scope and objective. Change control process begins with documenting change request, reviewing change request, anticipating risk analysis and implementing change after decision by management. Change control process filters the changes and avoid unnecessary changes from occurring. In this way, management is kept involved in the project and proper communication channels are established among all stakeholders. Moreover, risks assessment is done to forecast the impact of proposed changes. The risks may be of low, medium or high level and after risk analysis the decisions are made whether or not the proposed changes be implemented.

References Angelos Stasis, J. W. (2013). A Critical Examination Of Change Control Processes. Procedia CIRP (11), 177-182. Corwin Corporation. (nd) Pages 229-239. Heldman, K. (2013). PMP Project Management Professional Exam Study Guide (7th ed.). Indianapolis, IN: Wiley. Kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Project Management Institute. (2013). A guide to the project management body of knowledge (PMBOK Guide®) (5th ed.). Newtown Square, Pennsylvania: Project Management Institute. Stackpole, C. S. (2013). A Project Manager's Book of Forms (2nd ed.). Wiley. Wysocki, R. K. (2013). Effective project management: traditional, agile, extreme, (7th edition). Indianapolis, IN: John Wiley and Sons.

Appendix Filled Sample for Change Request ABC Project Name Requested By Client Presented To

Change Name

Change Number

CR21

Date of Request

26/10/2018

Project Manager

Test Matrix

Description of Change: Generate new funds for buying raw materials for new test series.

Reason for Change: Initial 5 tests failed to give satisfactory result.

Effect on Deliverables: Time and Cost

Effect on Organization: Time and Cost

Effect on Schedule (including Estimated Completion Date for this change): 5 days approximately

Effect on Project Cost: Hours

Item Description

Reduction

Dollars Increase

Reduction Increase

Work Hours

X

$ 10,000.00

Raw Materials

X

$ 15,000.00

Total Net Change in Cost:

$ 25,000.00

Effect of NOT Approving this Change: May result in termination of contract.

Reason for Rejection (if applicable): High Cost

Functional Project Manager Approved

Signature:

ABCD

Rejected

Title:

Project Manager

Date:

27/10/2018

USF IT Approved

Signature:

XYZ

Rejected

Title:

CEO

Date:

28/10/2018