The Issue and Change Control Procedure in PRINCE2 7 is a fundamental component of the Issues practice that provides a structured approach for managing all types of issues throughout a project lifecycle. This procedure ensures that problems, concerns, and proposed changes are handled systematically …The Issue and Change Control Procedure in PRINCE2 7 is a fundamental component of the Issues practice that provides a structured approach for managing all types of issues throughout a project lifecycle. This procedure ensures that problems, concerns, and proposed changes are handled systematically and appropriately.
The procedure encompasses five key steps:
1. **Capture**: When an issue arises, it must be formally recorded in the Issue Register. This includes documenting the issue type, description, priority, and severity. Issues can originate from team members, stakeholders, or through routine project activities.
2. **Assess**: Each issue undergoes thorough analysis to understand its impact on project objectives, including time, cost, quality, scope, benefits, and risk. The assessment determines the appropriate response and identifies who has authority to make decisions.
3. **Propose**: Based on the assessment, one or more response options are developed. For change requests, this might involve creating an Exception Plan or adjusting tolerances. The proposal should outline implications and recommendations.
4. **Decide**: The appropriate authority makes a decision based on the proposal. This could be the Project Manager, Project Board, or Change Authority depending on the impact level and delegated tolerances.
5. **Implement**: Once approved, the agreed actions are executed, progress is monitored, and the Issue Register is updated to reflect the current status and resolution.
PRINCE2 7 recognizes three issue types: requests for change (modifications to baselines), off-specifications (products not meeting requirements), and problems or concerns (other matters requiring attention).
Effective issue and change control maintains project integrity by preventing scope creep, ensuring stakeholder alignment, and preserving the business case validity. The procedure provides transparency and accountability while enabling projects to adapt to legitimate needs throughout their duration.
Issue and Change Control Procedure in PRINCE2 v7
Why is Issue and Change Control Procedure Important?
The Issue and Change Control Procedure is essential for maintaining project stability and ensuring that all concerns, requests, and problems are handled systematically. Without a structured approach, projects can become chaotic, with uncontrolled changes leading to scope creep, budget overruns, and missed deadlines. This procedure ensures transparency, accountability, and informed decision-making throughout the project lifecycle.
What is the Issue and Change Control Procedure?
The Issue and Change Control Procedure is a formal process within PRINCE2 that defines how issues (including change requests, off-specifications, and problems/concerns) are captured, examined, and resolved. It provides a consistent method for managing anything that could impact the project's baseline.
There are three types of issues in PRINCE2: • Request for change - A proposal to change a baseline • Off-specification - Something that should be provided but is not (or is forecast not to be) • Problem/concern - Any other issue requiring attention
How Does the Procedure Work?
The Issue and Change Control Procedure follows five key steps:
1. Capture All issues are formally recorded in the Issue Register. Each issue receives a unique identifier and is documented with relevant details including description, priority, and who raised it.
2. Examine The issue is analyzed to understand its impact on the project's objectives, including time, cost, quality, scope, benefits, and risk. An impact assessment is conducted.
3. Propose Alternative courses of action are identified and evaluated. Recommendations are formulated based on the analysis.
4. Decide The appropriate authority makes a decision based on the issue type and impact. This could be the Project Manager, Project Board, or a designated Change Authority depending on delegated authority levels.
5. Implement The approved response is actioned, and the Issue Register is updated to reflect the outcome and closure of the issue.
Key Roles in Issue and Change Control
• Project Manager - Manages the day-to-day procedure and handles issues within their authority • Project Board - Makes decisions on issues outside the Project Manager's authority • Change Authority - May be delegated authority by the Project Board to approve certain changes • Project Support - Often assists with maintaining the Issue Register and configuration management
Important Documents
• Issue Register - Records all issues and their status • Issue Report - Detailed report for significant issues requiring formal analysis • Change Budget - Allocated funds to cover approved changes
Exam Tips: Answering Questions on Issue and Change Control Procedure
1. Know the Five Steps Memorize the sequence: Capture, Examine, Propose, Decide, Implement. Questions often test whether you understand the correct order and purpose of each step.
2. Distinguish Between Issue Types Be clear on the differences between requests for change, off-specifications, and problems/concerns. Exam questions frequently present scenarios asking you to identify the issue type.
3. Understand Authority Levels Know who can approve what. The Project Manager handles issues within tolerance, while the Project Board or Change Authority handles those outside tolerance.
4. Link to Configuration Management Remember that change control works alongside configuration management. Changes to products must be tracked and baselines updated accordingly.
5. Focus on the Change Budget Understand that the Change Authority can only approve changes within the allocated change budget. Anything exceeding this requires escalation.
6. Read Scenarios Carefully Many questions present situations where you must determine the appropriate action. Look for clues about authority levels, budget implications, and issue type.
7. Remember the Issue Register vs Issue Report The Issue Register captures all issues briefly, while an Issue Report provides detailed analysis for more significant issues. Know when each is used.