What is change control?

Definition

Change control is the process through which all requests to change the approved baseline of a project, programme or portfolio are captured, evaluated and then approved, rejected or deferred.

Definition from APM Body of Knowledge 7^th edition

Change control

Change control is of particular importance when the project is part of a larger programme or portfolio because the consequential effects of unmanaged change may be far-reaching within the planned change environment and to business-as-usual activities.

The project professional implements the following steps to control change:

• Log change request in a change register (or log).
• Initial evaluation where the change is reviewed.
• Detailed evaluation where the impact on baseline success criteria, benefits, scope, quality, time, resources, costs, risks, stakeholder engagement or any other criteria important to achieving the business case are considered.
• A recommendation is made to the sponsor and/or wider governance board to approve, reject or defer the change.
• The plan is updated is a change is approved.
• Implementation where the necessary actions are taken and monitored.

It is important to differentiate change control from the wider discipline of change management. Change control is a subset of overall change management and it is useful to not mix up the language. Change management is a structured approach to move an organisation from a current state to a future desired state.

Change requests

Change requests may arise as a result of issues that occur from the management of work or external sources. Issues that result in changes to scope or any other part of the baseline plan are progressed through change control.

Any success criteria that need to be changed at any time in the project life cycle are subject to approval through change control. Formal change control is required when tolerances are breached.

Change control is of particular importance when the project is part of a larger programme or portfolio because the consequential effects of unmanaged change may be far-reaching within the planned change environment and to business-as-usual activities.

Find out more about how to create a change request template available on APM Learning.

Process overview - project change control

Source: Planning, scheduling, monitoring and control

Planning, scheduling, monitoring and control

Planning, Scheduling, Monitoring and Control offers practical guidance on all planning aspects of preparing to undertake a project, executing a project, controlling its delivery to budget, time and quality, and delivering it safely.

Related resources

How to control change in a project

In a well-planned project there will be scheduled milestones and regular formal reviews, which allow those involved to assess progress, discover new risks and identify issues that might require a change to the project... read more.

Introduction to project control

There is a narrow view of control which is about delivering projects in accordance with their plans, using disciplines like earned value and risk management. Introduction to Project Control, offers a wider perspective, which includes doing the right projects.

APM Enabling Change Interest Network

The Enabling Change Interest Network is highly collaborative, supporting and enabling the change agenda across other Interest Networks and APM members through the Regional Networks, and participating in change related discussions across APM.

APM Body of Knowledge 7^th edition

The APM Body of Knowledge 7^th edition is a foundational resource providing the concepts, functions and activities that make up professional project management. It reflects the developing profession, recognising project-based working at all levels, and across all sectors for influencers, decision makers, project professionals and their teams.