Change Request Form: Getting All the Details Down
What happens when you need to change project scope? In the article Defining Project Scope: Tips & Free Template we learned to recognize and define the parameters of a project. We learned why and when we should be alert for scope creep. In this article, you will find a free, downloadable form--a Word doc--that you can complete whenever you realize that you must request a change in your project. Utilizing this Request Project Change form will help you identify what you want to change in a way that coordinates efforts among all stakeholders and project team participants.
As you have already learned, defining project scope includes:
- Identifying who will be affected.
Identifying budgetary changes.
- Identifying staffing changes.
- Identifying changes in the project schedule.
- Assessing the potential for risk.
Considering any change in the end quality of the product or service you're working on.
- Pinpointing any other departments affected or other phases of the project that are affected.
The form contains fields where you can enter text or choose options. It is protected but not with a password; if you want to alter it for your own needs, choose the Review Tab, and in the Protect Group you will select Restrict Editing. Then you can go to the Home tab, look for the Editing tab on the far right, choose Select, and then Select All. Go to the Developer Tab, and in the Controls Group you will Select Group and then Ungroup. When you're done with the form (inserting a row so that you can add your company logo, perhaps) you can reverse these instructions.
As you move through the form, you will first identify the name of the project, and then on the next line (just click where it says) type in your name. You will choose the date when you're submitting your request for change and the date when you would like to have approvals in line.
Next, you should describe the change you are requesting. The text field will let you type as much as you need, but keep it brief because you will enter additional information in subsequent sections. Note the image of a completed form, where I entered $150,000 for the cost of equipment; there was an appropriate space for this a few lines down in the budget section.
You will also identify that this is change number X out of a total of X changes. If you're using Microsoft Project, this is a good time to set a baseline.