HKSM

Approved change requests are formal authorizations to implement specific changes to project baselines, plans, deliverables, or documents after evaluation by a defined change authority. They specify what will change, when it takes effect, and any conditions for implementation.

Key Points

• Approved change requests document authorized modifications and the decision that allowed them.
• They result from the project's change control process and are inputs to implementing and controlling work.
• Each approval should state scope of change, impacts, constraints, and effective date.
• Traceability is required from the original request through analysis, decision, implementation, and verification.
• They may trigger updates to baselines, plans, contracts, and configuration items.
• In adaptive approaches, approvals can be delegated (e.g., product owner), and prioritized backlog items serve as authorization within governance limits.

Purpose

To provide clear, auditable authorization to modify project work in a controlled manner. This artifact prevents scope creep, aligns stakeholders on what will change and why, and enables consistent implementation, monitoring, and verification.

Who Approves

• Change control board (CCB) for changes that affect baselines or major constraints, as defined in the change management plan.
• Project sponsor for strategic, funding, or scope decisions beyond the CCB's authority.
• Product owner in adaptive approaches for product backlog content and priority within agreed guardrails.
• Project manager for low-impact changes within documented tolerances and delegations.
• Functional managers or resource owners for staffing changes within their allocation authority.
• Procurement/contract authority for vendor-related changes requiring contract amendments.

How to Prepare

• Reference the original change request ID and link to the analysis and decision record (approver, date, outcome).
• Describe the approved change clearly: what is changing, why, scope boundaries, and conditions or constraints.
• Summarize impact analysis results across scope, schedule, cost, quality, risks, value, and stakeholder impact.
• List affected baselines, plans, documents, and configuration items, including new version identifiers.
• Define the implementation approach: tasks, owner, start date, dependencies, rollout steps, and rollback/contingency.
• Specify acceptance criteria, verification method, and how completion will be evidenced and closed in the log.
• Outline communication, training, and procurement actions (e.g., change orders) if applicable.

How to Use

• Update relevant baselines and management plans per the approval and configuration management rules.
• Create or update schedule activities or backlog items, assign owners, and integrate into current iteration or release as appropriate.
• Coordinate with vendors and issue contract change orders when required by procurement terms.
• Communicate the change to affected stakeholders and team members; maintain traceability in the change log.
• Monitor implementation through Direct and Manage Project Work and verify outcomes through quality control.
• Update risks, assumptions, and lessons learned; close the change in the log after verification.

Gate Checklist Example

• Approval recorded with authority, date, and any conditions or limits.
• Baseline and plan updates drafted, reviewed, and versioned in the configuration system.
• Schedule integrated and dependencies analyzed; no conflicts with critical milestones.
• Funding confirmed and cost baseline updated; benefits case still valid.
• Quality and acceptance criteria defined; test or validation plan prepared.
• Risks, communications, and training updates complete; owners assigned.
• Rollback/contingency plan defined and feasible.
• Regulatory, compliance, or cybersecurity impacts assessed and approvals obtained if needed.
• For procurements, contract change order prepared and supplier acknowledgment planned.

Governance Rules

• Define thresholds and delegated authority levels for different change types and impacts.
• Maintain a single change log and configuration management system as the system of record.
• No implementation without recorded approval, except via documented emergency procedures.
• Time-box decisions and set approval expiry if not implemented by a stated date.
• Ensure segregation of duties between requester, analyst, approver, and implementer where practical.
• Retain complete audit trails, including alternatives considered and rationale for the decision.
• Establish change freeze windows and exceptions criteria for critical phases or releases.

PMP Example Question

A change request has been reviewed and approved by the change control board. What should the project manager do next?

1. Update the schedule and implement the change immediately without further actions.
2. Communicate the approval, update baselines and plans as needed, create implementation tasks, and track execution.
3. Reopen impact analysis to confirm the original assumptions before acting.
4. Log the approval and defer implementation to project closeout.

Correct Answer: B — Communicate the approval, update baselines and plans, create tasks, and track execution.

Explanation: Once a change is approved, it is integrated into the project and implemented under controlled execution, followed by verification. Reanalysis or deferral is not appropriate unless conditions have changed.