Project Change Management Execution Framework

Managing change in a project requires a well-defined, structured framework to address every aspect comprehensively and efficiently.  This Knowledge Base Article describes the Project Change Management Office Execution Framework highlighting the integration of essential templates, techniques and professional tips.

 

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Phase 1 - INITIATE - The initiation phase lays the groundwork for the project by defining its purpose, scope, and key players.

  • Steps to Follow:
    • Define the Project Goal
      • Understand why the change is necessary and articulate the outcomes you want to achieve.
      • Example:  Transitioning to a new HR system to streamline employee management processes.
    • Develop the Project Charter
      • The charter is a high-level document that outlines the project's purpose, objectives, scope, and constraints.  It also identifies key stakeholders.
      • Template: Charter
    • Identify Stakeholders
      • Use a Stakeholder Register to list everyone affected by the change or involved in the project, such as staff, departments, divisions, faculty, and / or students.
      • Template: Stakeholder Register
    • Secure Initial Approvals
      • Obtain Project Charter Approval and Sign-off from project sponsor(s) and / or leadership to proceed to the next project phase - planning.
      • Conduct Project Kick-off Meeting

Phase 2 - PLAN - This phase focuses on developing a detailed road map to guide the project through execution.

  • Steps to Follow:
    • Create a Change Management Plan or Workbook
      • This plan identifies potential risks, outlines mitigation strategies, and sets change ,management activities to support a smooth transition.
      • Template: Change Management Plan or Workbook
    • Develop a Communications Plan
      • Clear and consistent communication is essential for stakeholder engagement.  The plan should specify:
        • What will be communicated
        • The audience for each message
        • The frequency
        • The method (e.g., emails, meetings, reports)
      • Template: Communications Plan
    • Create Project Schedule
      • Develop the work break down structure in Team Dynamics by incorporating the Waterfall and Card wall plans to include manageable steps, assigning tasks, time lines, and resources for each activity,

Phase 3 - IMPLEMENT - This phase involves execution the plan and monitoring progress to ensure alignment with the project's objectives.

  • Steps to Follow:
    • Execute the Plan
      • Begin implementation by following the step-by-step process defined during the planning phase.
    • Engage Stakeholders
      • Use the Communication Plan to keep everyone informed and address feedback or concerns.
    • Monitor Progress
      • Regularly track progress against success metrics and address issues or deviations promptly.
    • Document Changes
      • Record any changes to the scope, time line, or deliverable, ensuring they approved and communicated.

Phase 4 - CLOSE - The closing phase ensures the project is wrapped up properly, with all objectives met and lessons documented.

  • Steps to Follow:
    • Review Objectives
      • Verify that all goals and deliverable have been met.
    • Conduct a Final Stakeholder Check-In
      • Ensure stakeholders are satisfied with the results and address any remaining concerns.
    • Document Lessons Learned
      • Reflect on what worked well and what could be improved for future projects.
    • Archive Project Documentation
      • Store all project artifacts in their respective folders (e.g. charter, stakeholder register, change management workbook) for reference.
    • Celebrate Success
      • Acknowledge the team's hard work and the projects completion.
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