The Change Authority is a person or group responsible for making decisions about requests for change or off-specifications. In PRINCE2, not all changes can be evaluated by the Project Board due to time constraints and the potential volume of changes. Therefore, the Project Board may delegate author…The Change Authority is a person or group responsible for making decisions about requests for change or off-specifications. In PRINCE2, not all changes can be evaluated by the Project Board due to time constraints and the potential volume of changes. Therefore, the Project Board may delegate authority to approve or reject changes to a person or group based on defined criteria such as impact thresholds. The Change Authority operates within the tolerances set by the Project Board and provides a more efficient mechanism for handling changes without constantly involving senior management. This role is formally documented in the Communication Management Approach and ensures that changes are handled at the appropriate level within the organization. The Change Authority reviews each proposed change, assesses its impact on the project's objectives, baselines, and business case, and determines whether it should be approved, rejected, or escalated to the Project Board for decision. The effectiveness of the Change Authority depends on clear delegation criteria and well-defined procedures for evaluating changes. By having a dedicated Change Authority, projects can maintain control over changes while ensuring timely decisions that don't unnecessarily burden the Project Board. The role may be assigned to the Project Manager for smaller projects or to a specific individual or committee for larger projects with more complex change requirements.
Change Authority in PRINCE2
In PRINCE2, Change Authority is a crucial concept within the Change Theme that helps projects manage and control changes effectively.
Why Change Authority is Important: Change Authority is important because it streamlines the change approval process. It delegates decision-making authority for specific types of changes, preventing the Project Board from being overwhelmed with every change request. This leads to more efficient project governance and timely decisions.
What is Change Authority: The Change Authority is a person or group appointed by the Project Board to make decisions about requests for change or off-specifications. It essentially acts as a "change budget holder" with authority to approve changes within predetermined limits.
The Change Authority: - Makes decisions on behalf of the Project Board - Operates within tolerances set by the Project Board - Escalates changes that exceed its authority to the Project Board - Can be a specific role, individual, group, or committee
How Change Authority Works: 1. The Project Board defines the limits (cost, time, scope, risk) within which the Change Authority can approve changes 2. Change requests are submitted through the change control procedure 3. The Project Manager analyzes impacts of proposed changes 4. Changes within the Change Authority's tolerance limits are presented to them for decision 5. Changes exceeding these limits are escalated to the Project Board 6. The Change Authority maintains records of all decisions made
The Change Authority can be: - The Project Manager (for small projects) - A Change Budget holder - A Change Board (for complex projects) - The Project Assurance role
Exam Tips: Answering Questions on Change Authority
1. Remember the delegation principle: The Project Board delegates authority but retains accountability. In exam scenarios, always note that the Change Authority makes decisions on behalf of the Project Board but within set boundaries.
2. Identify tolerance boundaries: Questions may ask about when a change should be escalated. Remember that changes beyond the Change Authority's tolerances must go to the Project Board.
3. Know who can be the Change Authority: For small projects, the Project Manager might be the Change Authority. For larger projects, it might be a dedicated Change Board.
4. Understand relationship with other themes: The Change Authority connects to the Progress theme (through reporting) and the Plans theme (through updating plans after approved changes).
5. Focus on formal documentation: Exam questions might test whether you know that all decisions made by the Change Authority must be formally recorded.
6. Recognize escalation paths: Know when issues should go to the Change Authority versus when they should go straight to the Project Board.
7. Distinguish between types of issues: Understand that the Change Authority deals with both requests for change and off-specifications, but not with issues that are simply problems or concerns.
8. Remember the purpose: The Change Authority exists to make the change control process more efficient while maintaining proper governance standards.