HKSM

Documented changes to the project management plan, including baselines and subsidiary plans. Updates reflect approved changes or adaptive planning decisions so the plan remains accurate, controlled, and useful for guiding delivery.

Key Points

• Updates are made only after approval through the project's change control approach or agreed adaptive cadence.
• They may modify baselines (scope, schedule, cost) and subsidiary plans, with versioning and traceability maintained.
• Each update includes why the change is needed, what it affects, and when it takes effect.
• Rebaselining is performed when approved changes alter performance measurement references.
• Updates are communicated to impacted stakeholders and the delivery team promptly.
• Configuration management ensures the current plan is accessible and previous versions are archived.

Purpose

• Keep the plan aligned with current scope, priorities, and organizational strategy.
• Provide a single source of truth for how work will be executed, monitored, and controlled.
• Enable transparent governance, showing what changed, why, and who authorized it.
• Maintain accurate performance baselines to measure progress and forecast outcomes.
• Support stakeholder communication and reduce confusion caused by outdated guidance.

Typical Sections

• Change summary and rationale.
• Affected plan components (e.g., baselines, governance, approach, subsidiary plans).
• Impact assessment results (scope, schedule, cost, quality, risks, benefits, value).
• Baseline treatment (no change, minor adjustment, or formal rebaseline) and effective date.
• Version, configuration ID, and references to related artifacts.
• Approvals and authority (sponsor, CCB, product owner, steering committee).
• Communication and rollout plan for the update.

How to Create

• Confirm the change is approved per governance (e.g., CCB decision, product owner prioritization).
• Consolidate impact analysis and determine which plan components require updates.
• Draft the specific wording and revised figures for the affected sections and baselines.
• Assign a new version, update configuration metadata, and link to the change request.
• Route for review and obtain formal approval from the required authorities.
• Decide whether rebaselining is necessary and document the effective date.
• Publish the updated plan in the controlled repository and retire the superseded version.
• Communicate the changes and any required actions to the team and stakeholders.

How to Use

• Guide execution and control by following the current approved plan and baselines.
• Align team workflows, definitions of done, acceptance criteria, and governance checkpoints.
• Update reporting thresholds and metrics to match the new baselines and targets.
• Trace decisions and measure performance against the correct version of the plan.
• In adaptive life cycles, synchronize plan updates with backlog changes, release plans, and team agreements.

Maintenance Cadence

• On demand after each approved change request or significant adaptive planning decision.
• At regular intervals for adaptive approaches, typically each sprint, iteration, or release.
• At major governance events such as phase gates, quarterly reviews, or rebaselining checkpoints.
• When external factors shift constraints or policies (e.g., funding, compliance, vendor changes).

Example

Sample entry for a project management plan update:

• Change ID: CR-2025-014.
• Summary: Add training module to scope; extend schedule by 2 weeks.
• Affected Components: Scope baseline (WBS), schedule baseline (milestones), communications plan.
• Impact: Cost +3%, schedule +10 working days; no quality criteria change; risk exposure increased moderately.
• Baseline Treatment: Formal rebaseline of schedule only, effective 15 May.
• Approvals: CCB on 10 May; sponsor concurrence.
• References: Change request, impact analysis report, updated milestone chart.
• Communication: Notify team and stakeholders via release note and stand-up; update dashboard.

PMP Example Question

A change request to add a new regulatory requirement is approved, extending the schedule by two weeks. What should the project manager do next?

1. Inform stakeholders and start the additional work immediately.
2. Update the project management plan and schedule baseline, obtain required approvals, then communicate the change.
3. Update only the risk register because the change is already approved.
4. Ask the team to replan tasks informally without changing the baseline.

Correct Answer: B — Update the project management plan and schedule baseline, obtain required approvals, then communicate the change.

Explanation: After approval, the plan and affected baseline must be updated under configuration control before execution. Communication follows to ensure all parties work to the current plan.