Project Change Request (PCR) Process

(Map #6200)


SYSTEM AFFECTED:

All Systems

 

 

PROCEDURE NO.

HS_033_00.01

DRAFT

 

AUTHOR:

William Whiteside

TITLE:

Technical Writer

 

Rob Brown

TITLE:

Manager, Design & Transition

 

Patricia McGrady

TITLE:

Director, Design & Architecture

DATE:

October 5, 2005

 

 

PURPOSE

This procedure explains in detail how a Project Change Request (PCR) is identified and processed differently from an Operations Change Request (CR).

Related Procedures:

Change Control Process Flow

Change Control Process

Change Management Overview

REFERENCE

Please contact the XYZ Manager of Design and Transition to clarify any process within this procedure and for any concern beyond its scope.

OVERVIEW

Most change requests are generated after the Client is classified as steady state or GA (General Availability). However, during the Implementation phase (Roadmap) of the relationship between XYZ Managed Services (XYZ) and the Client, there may be an occasion for a Project Change Request (PCR).

A PCR may be submitted at anytime within the Implementation Roadmap after the Work Order (WO) has been issued by ZZZ. Any change request that is presented between the time the WO is issued and the time the Client is classified GA, is considered a PCR, as opposed to a Change Request (CR), which may be submitted after GA.

Who May Submit A PCR?

The Client contact who is authorized to submit a PCR may vary with each Client. The individual must be identified on the Client Authorization Request form, which is obtained early during the Implementation Roadmap (Map # 6070) after the Work Order is issued.

How Is A Request Submitted?

A PCR initiated by the Client may be in the form of an e-mail, a hard copy letter, or even a telephone call. Whatever form the request is made, it must be presented by the Client to the ZZZ Project Manager (PM), or optionally to the XYZ Project Boarding Manager (PBM).

The Procedure section below provides the details of how a PCR is processed by ZZZ and XYZ.

PROCEDURES

There may be several departments, organizations, and individuals involved in this procedure. Therefore, the “playscript” format is used in this document to ensure the continuous flow of the process and information. This format simply presents the name of the ACTOR on the left, and then the ACTION taken on the right. The following illustrates a sample of this concept.

SAMPLE

A separate procedure section is provided below for each of the primary phases of the process. These sections are:

A—Receive And Review The Project Change Request

B—Process Within Scope

C—Process Out Of Scope

A—Receive And Review The Project Change Request

The following steps are used to receive a PCR and process it.

 

 

Client

  1. The Client submits a PCR in one of the following formats to the ZZZ PM.

  • In Writing

  • E-mail

  • Telephone

Optionally, the XYZ Project Boarding Manager may accept a PCR, but the execution of this process must be performed by, and is the responsibility of, the ZZZ PM.

 

 

ZZZ PM
&
XYZ PBM

  1. Receive the PCR from the Client.

  1. Complete a Project Change Request Form.

  1. Review the PCR to determine if it is within scope of the current project, or if it is not within scope and requires additional analysis. This process may involve other technical resources, and may require additional discussions directly with the requester.

Within Scope—Generally a change that

  • Does not require extending the completion date.

  • Does not increase the resources required to accomplish the original project and the requested change.

  • Does not increase the cost of the original project.

Not Within Scope—Generally a change that may

  • Require extending the completion date.

  • Increase the resources required to accomplish the original project and the requested change.

  • Increase the cost of the original project.

  1. Perform one of the following:

  • If it is within scope, proceed to B—Process Within Scope.

  • If it is not within scope, proceed to C—Process Out Of Scope.

 

 

B—Process Within Scope

The following steps must be used to process a Project Change Request (PCR) that is within scope.

 

 

ZZZ PM
&
XYZ PBM

  1. Update the project plan to reflect any required changes.

  2. Update any Implementation support documents, if necessary.

While updating the support documents may not be a task for which the PM is directly responsible, it is the responsibility of the PM to ensure updates are made in a timely manner.

  1. Forward an approval notification via e-mail to:

  • Client Manager (main contact)

  • Requester (if different from the main Client contact)

  • Build Team

  1. Proceed with the project.

This concludes the PCR process, if the request is within scope.

 

 

C—Process Out Of Scope

The following steps must be used to process a Project Change Request (PCR) that is not within scope.

 

 

ZZZ PM
&
XYZ PBM

  1. E-mail the Project Change Request Form to the XYZ Pre-Sales Team
    (XYZpresales@XYZhs.com).

  1. Forward a status notification via e-mail to:

  • Client Manager (main contact)

  • Requester (if different from the main Client contact)

  • Build Team

The purpose of this notification is to Inform the recipients that a thorough analysis has begun to determine the scope and cost of the PCR.

 

 

Pre-Sales
&
STT

  1. Analyze the PCR to determine:

  • Scope

  • Price

NOTE:  The Implementation Roadmap tasks that are associated with determining the scope and price are in Phase III - Solution Validation (Map # 1000 through Map # 2900). Some or all of these tasks may be required, depending on the extent of the change.

  1. Determine if XYZ standards or the XYZ/ZZZ Master Statement Of Work (MSOW) needs to be modified as a result of the completion of the PCR. If modifications are required, notify the appropriate parties through the Manager of the Design and Transition department. You may click here for the instructions to be used for modifying the standards and the MSOW.

Please continue with the next step at this point.

  1. Forward a status notification via e-mail to:

  • Client Manager (main contact)

  • Requester (if different from the main Client contact)

  • ZZZ Project Manager

  • XYZ Project Boarding Manager

 

 

ZZZ PM
&
XYZ PBM

  1. Obtain the approval or declination from the Client for the implementation of the PCR, and then perform one of the following:

  • If the Client APPROVES the PCR, implement a new Implementation Roadmap for the approved PCR.

  • If the Client DECLINES the PCR, continue with the current project as originally agreed to.

This concludes the PCR Process.

 

 

 

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