The Issue and Change Control Procedure is a formal, systematic approach for capturing and handling all potential and approved changes within a PRINCE2 project. This procedure ensures that all changes to the project's baseline (scope, budget, timeline, quality criteria) are properly evaluated, appro…The Issue and Change Control Procedure is a formal, systematic approach for capturing and handling all potential and approved changes within a PRINCE2 project. This procedure ensures that all changes to the project's baseline (scope, budget, timeline, quality criteria) are properly evaluated, approved, rejected, or deferred based on their impact. The procedure begins with capturing the issue in an Issue Register, followed by examining its impact on the project's objectives, business case, and risks. The procedure includes several steps: capturing the issue, examining the issue, proposing a resolution, deciding on the action, and implementing the solution. For minor changes, the Project Manager may have the authority to approve them, while significant changes that affect project tolerances are typically escalated to the Project Board for a decision. The effectiveness of this procedure lies in its ability to provide transparency in decision-making, maintain control over the project's direction, and ensure that all stakeholders are aware of potential changes. It also helps in maintaining a historical record of all issues raised and how they were addressed, which contributes to the lessons learned for future projects. The procedure must be scaled appropriately to the size and complexity of the project, ensuring it's neither too bureaucratic for small projects nor too simplistic for large, complex initiatives.
Issue and Change Control Procedure: A Comprehensive PRINCE2 Guide
Why Issue and Change Control Procedure is Important
The Issue and Change Control Procedure forms a critical backbone of the Change theme in PRINCE2. Its importance stems from the reality that all projects encounter unexpected events, deviations, and requested modifications. Without a structured approach to handle these elements:
• Projects can suffer from scope creep • Costs can spiral out of control • Timelines can extend indefinitely • Quality may be compromised • Stakeholder expectations might not be met
A formal procedure creates accountability, maintains project integrity, and ensures that changes are evaluated appropriately before implementation.
What is the Issue and Change Control Procedure?
The Issue and Change Control Procedure is a systematic approach for capturing, assessing, and acting upon issues that arise during a project. In PRINCE2, an 'issue' is any relevant event that has happened, wasn't planned, and requires management action. Issues can be:
• Request for Change (RFC): A proposal for a modification to a baseline • Off-specification: Something required but not delivered • Problem/Concern: Any other issue requiring resolution
The procedure provides a standardized method to capture, log, evaluate, and determine appropriate actions for each type of issue.
How the Issue and Change Control Procedure Works
The procedure follows these key steps:
1. Capture • Issues are documented using an Issue Report • Information recorded includes description, impact, priority, and category • Each issue receives a unique identifier in the Issue Register
2. Examine • Impact analysis is performed • Options for resolution are identified • Recommendations are formed
3. Propose • Recommendations and impact analysis are presented to decision-makers • A decision is sought on how to proceed
4. Decide • The appropriate authority evaluates the recommendations • Project Board makes decisions for significant changes • Project Manager decides on issues within their authority • Options include: approve, reject, defer, or request more information
5. Implement • Approved actions are carried out • Issue Register is updated to track implementation • Closure is confirmed when implementation is complete
Roles and Responsibilities
• Project Manager: Creates and maintains the Issue Register, analyzes issues, implements approved actions • Project Board: Makes decisions on issues beyond the Project Manager's authority • Change Authority: Optional role that can be delegated decision-making power by the Project Board • Team Manager: Identifies issues and may implement approved actions • Project Support: Assists with issue administration and registry maintenance
Key Documentation
• Issue Report: Documents individual issues in detail • Issue Register: Central log of all issues and their status • Configuration Item Records: Updated to reflect approved changes • Daily Log: May capture minor issues that don't warrant formal registration
Exam Tips: Answering Questions on Issue and Change Control Procedure
1. Know the procedure steps thoroughly Ensure you can name and explain each of the five steps: Capture, Examine, Propose, Decide, and Implement. Questions often ask about the correct sequence or which step addresses a specific scenario.
2. Understand authority levels Be clear on who makes decisions at different thresholds. The Project Manager handles issues within their tolerance, while the Project Board or delegated Change Authority addresses more significant changes.
3. Differentiate between issue types Exam questions frequently test your ability to identify whether a scenario describes a Request for Change, Off-specification, or Problem/Concern.
4. Connect with other themes Recognize how the Issue and Change Control Procedure relates to Risk, Quality, and Progress themes. Changes often impact baselines in multiple areas.
5. Focus on practical application Questions typically present scenarios asking you to identify the correct next step in the procedure or determine who should make a particular decision.
6. Remember documentation requirements Know which documents are updated at each stage of the procedure and their purpose.
7. Understand escalation paths Be familiar with when and how issues should be escalated from the Project Manager to the Project Board.
8. Look for threshold clues Questions may include details about cost or schedule impacts that determine whether an issue is within the Project Manager's authority.
9. Be aware of timing in the project lifecycle The handling of issues may vary depending on which process the project is currently in (e.g., Starting Up, Initiating, Controlling a Stage).
10. Practice with scenarios Before your exam, practice analyzing scenarios to determine issue types, appropriate actions, and decision-making authorities.
Remember that the Issue and Change Control Procedure helps maintain project control while allowing necessary flexibility. The systematic approach ensures changes are properly evaluated before implementation, preserving project viability and business justification.