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 Change Board  Change Board   SETUP Introduction   SETUP Introduction

In the change request evaluation process, we first of all receive a request from the business for a change or improvement to a business process: a business change request. Often, these are sent via e-mail or within unstructured documents. More often, organisations aim for standardisation and seek to regulate and arrange these into a standard design on a change request form. Forms are normally amassed, collated and presented to a change board. The change board will conventionally meet periodically to review, communicate and decide upon change requests. Where a change request is submitted to the change board and it does not have sufficient information for a decision to be made on progress, these change requests are returned to the originator with a demand for more information. The necessary information is gathered later and the change request is presented back to the change board at the next available sitting. A change request may go through a number of these cycles until sufficient information is available for the purposes of a change board decision.

Where a change request is deemed to be a valid request (and frankly we could write a book on this topic alone, so let us leave it there for now) then the change request is returned to the originator with a request for a proposal including the high-level costs, plan and benefits. This proposal, when complete, is presented back for approval or rejection.

This is where organisations differ wildly. Some use the change board to authorise proposals and others use the business, proposal assessment boards and many other teams, quangos or semi permanent evaluation bodies.

In the Toolkit, we always aim for the fit for purpose approach and for the most cost effective solution. Bearing in mind that your organisation may already have a different process at this point or that your organisation may elect to do something different altogether, we are going to suggest that you present proposals back to the change board.

The change board is already in place so there is nothing new that needs to be set up other than making sure the skills of the change board are appropriate. The change board members will be people who are sufficiently knowledgeable to decide on the change as well as the efficacy and appropriateness as described in the proposal. However, we will assume this will already be the case as we allowed them to assess our business change request already. Furthermore, the change board is already aware of the change request having spent some of the organisations valuable resources assessing it.

Finally the communications are already in place and have been tested during the change request evaluation. So let us assume we use the change board to manage the assessment of proposals as well as change requests.

Cycles of requests for more information are performed on proposals as they are with change requests and a proposal may go through a number of cycles until clarification is provided to the change board. A successful proposal is called an approved proposal and this will be presented back to the business for their agreement. The change board is there to establish whether a change is worthy of project status and to confirm the organisation has the capability or can establish the capability in time to deliver the project either on its own or with outside assistance.

Proposals can be rejected as they are with change requests that fail evaluation. A rejected change request or rejected proposal may be subject to rework within the business and represented to the change board at a later date. So, successful change requests become valid demands for proposals and approved proposals are passed to the business for sign off. Once the business sponsor signs off the proposal, this is confirmation that we have defined the change and the opportunity to realise benefits for the organisation.

This is also an acknowledgement that the organisation wishes to invest resources in the project venture, has completed the Define phase and wishes to begin the next stage of the project.

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Change request evaluation process






   


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