Updating the Project Documents

When a change is proposed and managed in a project the project manager must document the entire process. This begins with a change request; all change requests must be in writing to ensure that the project manager and the person requesting the change are in agreement about what the project manager is to possibly include in the project.

As the change request moves through the change control systems and through integrated change control the project manager should document how the change may affect each component of the project. This ensures that all thoughts and insight are captured with the
change request and can be useful to communicate with the requestor the total cost, time needed, and outcome the change request will bring to the project. If the change request is declined this too is documented, communicated to the requestor, and kept as part of the
project archives.

If a change request is approved then there are several documents which may need to be updated to reflect this change:

Change log – all change requests and unapproved changes are entered into a change log that the project manager maintains. This log becomes part of the project records and archives.

Scope – if the scope is changed then the project scope statement is updated to reflect the change.

Work Breakdown Structure(WBS) – this visual representation of the project scope may need to be updated to reflect the project scope if a scope change has been approved.

WBS Dictionary – the dictionary that clearly defines all elements of the WBS may need to be updated to reflect the additions to the WBS and the project scope statement.

Project Schedule – a change request that changes the project schedule will cause the project schedule and the associated schedule baseline to be updated.

Project Budget – a cost change will require the project budget and the project cost baseline to be updated.

Project Management Plan – a change in scope, schedule, cost, or contract could cause the entire project management to be updated for additional planning, project execution, control, and closing activities to accommodate the additions to the project.

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