Prince2 Foundation: Lesson 9-Change Theme

PRINCE2 Foundation
Lesson 9Change Theme
Based on AXELOS PRINCE2 material. Material is reproduced under licence from AXELOS Limited. All rights reserved.
PRINCE2 is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
AXELOS is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
The Swirl logo is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved. Copyright 2014, Simplilearn, All rights reserved.
1 Copyright 2014, Simplilearn, All rights reserved.
Objectives
After completing Define Change theme

this lesson, you will
be able to: Explain the PRINCE2 approach to Change theme
Define the roles and responsibilities in Change theme

Purpose of Change Theme
The purpose of the Change theme is to identify, assess and control any potential and approved
changes to the baseline.[1]
Change can be raised by any stakeholder.
Change control is a continuous activity.
Change can only be considered in relation to an established baseline.

Change TermsDefinitions
The key terms related to this theme are as follows:
Configuration management is the technical and administrative activity concerned with the creation,
maintenance and controlled change of configuration throughout the life of a product (or item).[2]
A configuration item is an entity that is subject to configuration management. The entity may be a
component of a product, a product or a set of products that form a release.[2]
A release is a complete and consistent set of products that are managed, tested and deployed as a
single entity to be handed over to the user(s).[2]

Change TermsDefinitions (contd.)
The other key terms related to this theme are as follows:
PRINCE2 uses the term issue to cover any relevant event that has happened, was not planned and
requires management action.[2]
Issue and change control procedures ensure that all issues and changes which may affect the
projects agreed baselines are identified, assessed and either approved, rejected or deferred.[3]
Issue and change control procedures need to be integrated with the configuration management
system used by the project.[2]

Types of Issues
Issues may be raised at any time during the project, by anyone with an interest in the project or its
outcome. PRINCE2 defines the following three types of issues:
Request for change Off-specification Problem/concern
A proposal for a change to a Should be provided by the project, Any other issue that the Project
baseline but currently is not (or is forecast Manager needs to resolve or
not to be) provided escalate
Although it is not specified in the This might be a missing product or a
current corporate branding product not meeting its specification
standards, the corporate logo The corporate organisation had
should be shown on the greeting specified in the contract that all the
cards being sent out to existing greeting cards should be in colour.
customers of a corporate However, it has been found that its
organisation supplier has printed the first 20
cards in black-and-white. The Project
Manager has raised this as an issue
and the supplier has to reprint those
20 cards in colour

PRINCE2 Approach to ChangeEstablish Controls
Controls are defined and established by Initiating a Project process.

Configuration management procedure and issue and change control procedures are (if necessary)
updated at the end of each management stage by using following management products:
Configuration Management Strategy
Configuration Item Records
Product Status Account
Daily Log
Issue Register
Issue Report

Configuration Management Strategy
Configuration Management Strategy defines:

the configuration management procedure.
the issue and change control procedure.
the tools and techniques to be used.
how the records will be kept.
how to measure and report the performance of the procedures.
timing of configuration management and issue and change control activities.
roles and responsibilities for managing changes.
! For composition of Configuration Management Strategy, please refer PRINCE2 Manual Appendix A.

Configuration Management Strategy (contd.)
The Configuration Management Strategy should define the way issues are handled in terms of priority
and severity.
There are numerous ways to prioritise issues, one of which is called MOSCOW where the issues are
rated as:
o Must have,
o Should have,
o Could have or
o Wont have (for now).
There are numerous ways to rate the severity of issues, such as numeric scale of 1 to 10 or
descriptive (e.g. minor, medium, major or critical).

Configuration Management Strategy (contd.)
Depending upon the severity of issues, the Project Board may consider to delegate some part of
decision making like accepting/rejecting requests for change or off-specifications to a change
authority.
Change Authority
For projects where there are likely to be considerable changes, the Project Board may choose to
delegate some decisions to a person or group, called the Change Authority. It may be appropriate
for example, to make the Project Manager the Change Authority for Work Packages.
Change Budget
Sum of money that the customer and supplier agree on, which will be used to fund the cost of
requests for change and possibly also for their analysis costs.

Configuration Management StrategyExample
In a project, a laptop has been assigned a unique asset id. However, a desktop
computer, which performs the similar functions as a laptop in the same project, has
been considered as a combination of 3 separate configuration items: the monitor, the
CPU and the keyboard. Each of these configuration items has been given an asset id.
Configuration Management Strategy for the project will determine the level of
configuration management to be achieved in a project.

Key Terms in Change Theme
Understanding the key terms is important for the comprehension of configuration management
procedure.
Configuration Item Records
The purpose of the Configuration Item Records is to provide a set of records that describe
information such as the status, version and variant of each configuration item and any details of
important relationships between items.
Product Status Account

Provides information about the status of the products, e.g. to find out the latest version number
of a product/set of products in a stage. The report could cover the entire stage, project or history
of a particular product.
! For composition of Configuration Item Record please refer PRINCE2 Manual Appendix A.

Key Terms in Change Theme (contd.)
The other key terms associated with Change theme are as follows:
Daily Log
Maintained by Project Manager to record informal issues, required actions or significant events not noted in other
PRINCE2 registers or logs. There may be more than one Daily Log as Team Managers may elect to have one for
their Work Packages.
Issue Register
To capture and maintain information on all the issues that are being managed formally. Monitored by Project
Manager regularly.
Issue Report
Includes description, impact assessment and recommendation for requests for change, off-specification and
problem/concern that are managed formally. The author of an Issue Report may be different from the person or
team raising the issue.
! For composition of Product Status Account please refer PRINCE2 Manual Appendix A.

Key Terms in Change ThemeExample
Variant: The official PRINCE2 manual is available in more than 10 languages

including English, German and Spanish.
Relationship between the configuration items: If the Operating System is

upgraded from Windows XP to Windows 8, some of the software installed on the
PC need to be upgraded as well; otherwise the new Operating System may not
support the existing software.
Issue Report: A customer of Hotels.com has raised an issue about a hotel that
was booked last week. However, the Issue Report would be prepared by the
associate from Hotels.com handling the customers complaint.

Configuration Management Procedure
The configuration management procedures can vary depending on the size of the project,
organisation policies and standards, but they typically include five core activities:
Status Verification and

Planning Identification Control
Accounting Audit
Determining level of Specifying and Ability to approve Reporting of current Reviewing and
configuration identifying and baseline and historical data. auditing to check
management configuration items. products. Product status the actual status of
required by the A good practice is to Ensuring that proper account to be all products as
project. use a coding system approvals are taken maintained. against the agreed
Planning how to and a unique from appropriate state as recorded in
achieve it. identifier for each people. the Configuration
configuration item. Item Records.
Configuration
management
strategy also to be
checked.

Issue and Change Control Procedure
The different steps in this procedure are: Capture, Examine, Propose, Decide and Implement.
Figure 9.1. Issue and change control procedure. Copyright AXELOS Limited 2013. Material is
reproduced under licence from AXELOS. All rights reserved.
Decision Making
This is one of vital steps in the process.
Request Project Board (or Change Authority) response Considerations
Request for Approve the change If a request for change involves extra cost, there are 3 principal
Change ways to fund it:
Reject the change
1. Use the change budget (if it is functional and of sufficient
Defer decision size)
Request more information 2. Increase the project budget
Ask for an Exception Plan (if the request for change 3. De-scope other elements of the project
control cannot be implemented within the limits
delegated to the Change Authority) Tolerance should not be used to fund requests for change
Text in box is from Managing Successful Projects with PRINCE2. Copyright AXELOS Limited
2013. Material is reproduced under licence from AXELOS. All rights reserved.
Decision Making (contd.)
The table below lists the decision making process of off-specification and problem/concern issues.
Request Project Board (or Change Authority) response Considerations

Off-specification Grant a concession The Project Board may decide to accept the off-
specification without immediate corrective action. This
Instruct that the off-specification be resolved is referred to as a concession. When a product is
granted a concession, the Product Description will
Defer decision
need to be revised before the product is handed over
Ask for an Exception Plan (if the request for change to the User
control cannot be implemented within the limits
delegated to the Change Authority)
Problem/concern Provide guidance Could the problem/concern be resolved by relaxing the
stage tolerances
Ask for an Exception Plan
Roles and Responsibilities in Change Theme
The table depicts the responsibilities of Corporate or programme management, Executive, Senior
User and Senior Supplier in Change theme.
Role Responsibilities
Corporate or programme Provides the corporate or programme strategy for change control, issue resolution and
management configuration management.
Executive Determines the change authority and change budget.
Sets the scale for severity ratings for issues.
Sets the scale for priority ratings for requests for change and off-specifications.
Responds to requests for advice from the Project Manager.
Makes decisions on escalated issues, with particular focus on continued business justification.
Senior User Responds to requests for advice from the Project Manager.
Makes decisions on escalated issues, with particular focus on safeguarding the expected
benefits.
Senior Supplier Responds to requests for advice from the Project Manager.
Makes decisions on escalated issues, with particular focus on safeguarding the integrity of the
complete solution.
Roles and Responsibilities in Change Theme (contd.)
The table depicts the responsibilities of Project Manager, Team Manager, Project Assurance and
Project Support in Change theme.
Role Responsibilities
Project Manager Manages the configuration management procedure, assisted by project support where
possible.
Manages the issues and changes control procedure, assisted by project support where
possible.
Creates and maintains the issue register, assisted by project support where possible.
Implements corrective actions.
Team Manager Implement corrective actions.

Project Assurance Advise on examining and resolving issues.
Project Support Administer the configuration management and issue and change control procedures:
o Maintain Configuration Item Records
o Produce Product Status Accounts
o Assist the Project Manager to maintain the Issue Register
Quiz

QUIZ
Which of following is a pre-requisite of effective issue and change control procedure?
1
a. Configuration Item Records

b. Configuration Management Strategy
c. Issue Register
d. Daily Log

QUIZ
Which of following is a pre-requisite of effective issue and change control procedure?
1
a. Configuration Item Records

b. Configuration Management Strategy
c. Issue Register
d. Daily Log
Answer: b.
Explanation: Configuration Management Strategy is a pre-requisite of effective issue and
change control procedure. Effective issue and change control is only possible if it is
supported by a configuration management system.

QUIZ
Which of the following is not captured in Configuration Item Records?
2
a. Status
b. Version
c. Variant
d. Priority

QUIZ
Which of the following is not captured in Configuration Item Records?
2
a. Status
b. Version
c. Variant
d. Priority
Answer: d.
Explanation: Priority is not captured in Configuration Item Records. Configuration Item
Records describe status, version, variant and relationship between the configuration items.

QUIZ PRINCE2 uses the term __________ to cover any relevant event that has happened,
3 which was not planned and which requires management actions.
a. problem
b. change
c. issue
d. off-specification

QUIZ PRINCE2 uses the term __________ to cover any relevant event that has happened,
3 which was not planned and which requires management actions.
a. problem
b. change
c. issue
d. off-specification
Answer: c.
Explanation: PRINCE2 uses the term issue to cover any relevant event that has happened,
which was not planned and which requires management actions.

QUIZ Which of the following provides information about the state of the products within
4 defined limits?
a. Daily Log
b. Issue Register
c. Configuration Item Records
d. Product Status Account

QUIZ Which of the following provides information about the state of the products within
4 defined limits?
a. Daily Log
b. Issue Register
c. Configuration Item Records
Answer: d.
Explanation: Product Status Account provides information about the state of the products
within defined limits.

QUIZ Which management product is used to record problems/concerns that can be handled
5 by the Project Manager informally?
a. Daily Log
b. Issue Register
c. Issue Reports

QUIZ Which management product is used to record problems/concerns that can be handled
5 by the Project Manager informally?
a. Daily Log
b. Issue Register
c. Issue Reports
Answer: a.
Explanation: A Daily Log is used to record problems/concerns that can be handled by the
Project Manager informally.

QUIZ
Which of the following is not a correct step of issue and change control procedure?
6
a. Capture
b. Estimate
c. Propose
d. Decide

QUIZ
Which of the following is not a correct step of issue and change control procedure?
6
a. Capture
b. Estimate
c. Propose
d. Decide
Answer: b.
Explanation: Estimate is not a correct step of issue and change control procedure. The five
steps of issue and change control procedure are capture, examine, propose, decide and
implement.

QUIZ Which management product is used to capture and maintain information on all the
7 issues that are being managed formally?
a. Issue Report
b. Issue Register
c. Daily Log
d. Project Status Account

QUIZ Which management product is used to capture and maintain information on all the
7 issues that are being managed formally?
a. Issue Report
b. Issue Register
c. Daily Log
d. Project Status Account
Answer: b.
Explanation: The purpose of the Issue Register is to capture and maintain information on all
the issues that are being managed formally.

QUIZ
Which of the following is funded from a change budget?
8
a. All changes to the baseline cost of the project

b. Increased tolerance required by the Project Manager to complete a stage
c. Changes to approved baselined products
d. The correction of an off-specification

QUIZ
Which of the following is funded from a change budget?
8
a. All changes to the baseline cost of the project

b. Increased tolerance required by the Project Manager to complete a stage
c. Changes to approved baselined products
d. The correction of an off-specification
Answer: c.
Explanation: Changes to approved baselined products is funded from a change budget.

QUIZ Which of the following is not the responsibility of an Executive relevant to Change
9 theme?
a. Maintain the Configuration Item Records

b. Determine the Change Authority and change budget
c. Set the scale for priority ratings for requests for change and off specifications
d. Respond to requests for advice from the Project Manager

QUIZ Which of the following is not the responsibility of an Executive relevant to Change
9 theme?
a. Maintain the configuration item records

b. Determine the change authority and change budget
c. Set the scale for priority ratings for requests for change and off specifications
d. Respond to requests for advice from the Project Manager
Answer: a.
Explanation: Maintain the configuration item records is not performed by the executive as a
part of configuration management responsibility rest all is performed by the executive.

QUIZ Identify the correct sequence of the steps involved in the issue and change control
10 procedure?
a. Capture-Examine-Propose-Decide-Implement
b. Capture-Propose-Examine-Decide-Implement
c. Propose-Capture-Decide-Implement-Examine
d. Decide-Propose-Capture-Examine-Implement

QUIZ Identify the correct sequence of the steps involved in the issue and change control
10 procedure?
a. Capture-Examine-Propose-Decide-Implement
b. Capture-Propose-Examine-Decide-Implement
c. Propose-Capture-Decide-Implement-Examine
d. Decide-Propose-Capture-Examine-Implement
Answer: a.
Explanation: The correct sequence of steps involved in the issue and change control
procedure is Capture-Examine-Propose-Decide-Implement.

Summary
Here is a quick The purpose of the Change theme is to identify, assess and control any
recap of what we
potential and approved changes to baselines
have learnt in this
lesson:
There are three types of issues: Request for Change, Off-specification and
Problem/Concern
The different steps of Issue and Change Control Procedure are: Capture,
Examine, Propose, Decide and Implement

Thank You
Based on AXELOS PRINCE2 material. Material is reproduced under licence from AXELOS Limited. All rights reserved.
PRINCE2 is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
AXELOS is a [registered] trade mark of AXELOS Limited, used under permission of AXELOS Limited. All rights reserved.
The Swirl logo is a trade mark of AXELOS Limited, used under the permission of AXELOS Limited. All rights reserved.
43 Copyright2014,
Copyright 2014, Simplilearn,
Simplilearn, All rights
All rights reserved.
reserved.
References
[1] Based on Managing Successful Projects with PRINCE2, by AXELOS. Change, Purpose.
[2] Based on Managing Successful Projects with PRINCE2, by AXELOS. Change, Change defined,
Configuration management.
[3] Based on Managing Successful Projects with PRINCE2, by AXELOS. Change, Change defined, Issue
and change control.

Prince2 Foundation: Lesson 9-Change Theme

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PRINCE2 Foundation

Lesson 9Change Theme

After completing Define Change theme

Define the roles and responsibilities in Change theme

2 Copyright 2014, Simplilearn, All rights reserved.

Change can be raised by any stakeholder.

Change control is a continuous activity.

Change can only be considered in relation to an established baseline.

3 Copyright 2014, Simplilearn, All rights reserved.

The key terms related to this theme are as follows:

4 Copyright 2014, Simplilearn, All rights reserved.

The other key terms related to this theme are as follows:

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Request for change Off-specification Problem/concern

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Controls are defined and established by Initiating a Project process.

Configuration Item Records

Product Status Account

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Configuration Management Strategy defines:

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Product Status Account

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Variant: The official PRINCE2 manual is available in more than 10 languages

Relationship between the configuration items: If the Operating System is

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Status Verification and

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This is one of vital steps in the process.

Request Project Board (or Change Authority) response Considerations

Request Project Board (or Change Authority) response Considerations

Team Manager Implement corrective actions.

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a. Configuration Item Records

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a. Configuration Item Records

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a. All changes to the baseline cost of the project

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a. All changes to the baseline cost of the project

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a. Maintain the Configuration Item Records

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a. Maintain the configuration item records

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