How should I deal with changes to my project?

Changes to projects are almost inevitable. As project work progresses, discoveries are made, problems are encountered and solved, new requirements are discovered. All of these have the potential to change one or more of the three main constraints that bound any project -- Time (the deadline), Resources (the people, materials and money available to do the project), and Output (the required deliverables).

Any change that affects one of these constraints can seriously affect the ultimate delivery of the project. For instance, if the deadline is tightened, you will need more resources to deliver the same output. If the resources available are reduced (usually in the form of lost people), you will likely need more time to deliver the output. If the output requirements change (usually added functionality or features) you will need either more time or more resources.

Sometimes, changes to a project occur in one major hit  a significant new feature or function is required. Usually, changes occur little by little, over the life of the project. These small changes, in and of themselves, are not significant. However, taken together, they have a serious impact on the project.

For purposes of self-protection as well as for good records, you should document every change to the project. There are several things you should make note of:

• Who is requesting that the change be made?
• What  exactly, and in detail  are they asking to be changed?
• What, in their opinion, is the priority of making the change? How important is it?
• What, in YOUR opinion, is the impact that making the change is likely to have on the project?
• What  exactly, and in detail  is going to happen to the existing project plans as a result of the change? What additional resources will be required? How much additional time will be required? Will it affect either the timing or the content of the delivery? Who needs to be notified about the change? Who is authorizing the change?

That last one, "Who is authorizing the change?" is the key. If you are in a position to authorize the additional resources, the additional time required, or the change in output, great. You can do it. If, on the other hand, you are not in a position to authorize it, your job is to get the information into the hands of whomever is in a position to authorize it. Write it up and get a signature.

If you have comments or questions you would like addressed in this column, contact me via e-mail at jeffcrow@projectkickstart.com or send me a note care of Blackbird Publishing, PO Box 80746, Portland, OR 97280-1746. I look forward to hearing from you.

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