Project Toolkit

Project Change Control

Project Change Control

Managing changes to project scope, schedule, cost, and quality through a formal control process.

Project Change Control

Change control is the process of managing changes to the project baseline in a controlled way, ensuring impacts are understood before decisions are made.

Why Change Control Matters

Key Insight: Uncontrolled change is a leading cause of project failure. Without proper change control, scope creeps, budgets overrun, and timelines slip.

What Needs Change Control?

Element Examples
Scope New features, removed functionality
Schedule Milestone changes, deadline extensions
Cost Budget increases, resource changes
Quality Acceptance criteria changes
Requirements New or modified requirements
Design Architecture or approach changes

Change Control Process

flowchart LR A[Request] --> B[Log] B --> C[Assess] C --> D[Recommend] D --> E[Decide] E --> F[Implement] F --> G[Close] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E,F,G blue
Step Description
Request Change is formally raised
Log Recorded in change register
Assess Impact analysis completed
Recommend Options presented with recommendation
Decide Authority approves, rejects, or defers
Implement Approved change is actioned
Close Change completed and verified

Change Request Content

A change request should include:

Section Content
Description What is being requested?
Rationale Why is this change needed?
Impact Effect on scope, time, cost, quality
Options Alternatives considered
Recommendation Proposed course of action
Priority Urgency of the change

Impact Assessment

Assess impact across all constraints:

Dimension Questions
Scope Does this add or remove deliverables?
Time Does this affect the schedule?
Cost What are the financial implications?
Quality Does this affect quality standards?
Risk What new risks does this introduce?
Resources Are additional resources needed?
Benefits Does this affect expected benefits?

Decision Authority

Define who can approve changes at different levels:

Change Impact Authority
Minor (< £5k, < 1 week) Project Manager
Moderate (< £25k, < 4 weeks) Senior Supplier / Senior User
Significant (< £100k, < 3 months) Project Board
Major (> £100k or scope change) Programme Board / Sponsor

Change Categories

Category Description Typical Action
Emergency Critical issue requiring immediate action Expedited approval
Scope change New or modified requirements Full assessment
Defect fix Correcting an error Technical approval
Enhancement Improvement beyond requirements Assess for future

Change Register

Track all changes in a central register:

Field Description
Change ID Unique identifier
Date raised When submitted
Requestor Who raised it
Description What is requested
Status Open, approved, rejected, implemented
Priority Urgency level
Impact Assessment summary
Decision Outcome and date
Owner Who is implementing

Avoiding Change Control Pitfalls

Pitfall Mitigation
Bypassing the process Enforce governance, educate stakeholders
Slow approvals Define SLAs, empower decision-makers
Incomplete assessment Use impact checklist
Scope creep Strong baseline, visible tracking
Change overload Batch non-urgent changes
Poor communication Update stakeholders on decisions

Change Control Best Practices

  1. Establish baseline early - Can’t control changes without a baseline
  2. Make it easy to request - Simple forms encourage proper process
  3. Assess consistently - Use standard impact criteria
  4. Decide promptly - Delays frustrate stakeholders
  5. Communicate decisions - Keep everyone informed
  6. Track trends - Many changes may indicate poor planning

Change Control Checklist

  • Change control process defined?
  • Decision thresholds established?
  • Change register in place?
  • Baseline documented?
  • Stakeholders understand process?
  • Impact assessment template ready?
  • Communication approach defined?
Last updated: 13 January 2026
Themes

Governance

Delivery