Using the Form
To use the form, you need to choose the nature of the proposed change and its area of impact. I’ve set this form up with categories that will be useful in most ICT development areas, but if that's not you, the options can be changed to suit your circumstances by simply changing the contents of the validation section, to the right of the main screen.
Next, you should describe the change as clearly as you can with a good reasoning for why the change is needed. That might read something like: The web component language should be changed from Visual Basic to Java as this is the standard used by the web team and it will save a lot of development and maintenance.
You should record who raised the request, who recorded it and then you need Impact, Urgency and Status analysis. This helps sorting of your area’s priorities.
In practice, the initial assessment by the person raising the request is almost always adjusted later by the people assessing the request, but this template keeps that part simple by ignoring the problem! You could build that in if you like with a second set of boxes giving assessor name and assessor ratings.
The Change Control Authority is the person (or group) that has the authority to approve a change of this type and magnitude. Many organizations have rules about change levels based on impact. Don’t forget when determining this to make sure you think about potential impacts on other related systems and projects – ignoring that is a common career-fatal mistake.
Of course, once a change action is agreed, you as a project manager, need to pay some attention to the finalization of the action. So I’ve allowed a space to record the action and to track the status.