Thursday, October 7, 2010

How to implement a SharePoint "Change Management Process"

Not so much from the technical point of view, SharePoint Change Management is the process of monitoring and controlling changes within a SharePoint project. By managing the implementation of change, you can:

• Reduce the impact of changes to the SharePoint project

• Identify new issues and risks as a result of changes raised

• Ensure that changes do not affect the SharePoint project's ability to achieve its desired objectives

• Control the cost of change within the SharePoint project

Change Management is comprised of the following processes:

Step 1: Identify Change: The first step in the change process is to identify the need for change. Any team member can suggest a change to the SharePoint project, if he or she believes it is needed to keep the SharePoint project producing deliverables to the customer's specified requirements. After identifying a need for change, the team member records relevant information on a Change Request Form (commonly called a CRF), describing the change, and identifying drivers, benefits, costs and likely impact of the change on the SharePoint project. The CRF is forwarded to the SharePoint Project Manager for review and approval.

Step 2: Review Change: The SharePoint Project Manager investigates the change to identify the reason for it and its impact. Then he or she decides whether it is critical to the successful delivery of the project. Changes which are not critical to SharePoint Project delivery should be avoided whenever possible to prevent "scope creep" (i.e. the gradual increase in scope throughout the SharePoint project Lifecycle).
If the change is deemed critical to success, the SharePoint Project Manager either approves the request or seeks approval for the CRF raised. In some cases, the SharePoint Project Manager has the direct authority to approval minor change requests; however, in most cases the SharePoint Project Manager needs to seek CRF approval from the Project Board.

Step 3: Approve Change: The Project Board reviews the details in the CRF to determine whether or not the change should be implemented. Based on the level of risk, impact, benefits and cost to the SharePoint project, it may decide to decline, delay or approve the change request.

Step 4: Implement Change: The SharePoint Project Manager approves all changes, which are then are scheduled and implemented accordingly. After implementation, the SharePoint Project Manager reviews the effects of the change on the SharePoint project to ensure that it achieved the desired outcome, when the change is then closed in the Change Register.
Throughout the Change Management Process, the SharePoint Project Manager can monitor and control changes to the SharePoint project by keeping this Change Register up-to-date.

There you have it. By completing these 4 steps, you can carefully monitor and control SharePoint project changes, to increase your likelihood of success.


Jordon said...

Thats very good piece of information. Thanks for sharing. I really enjoyed reading this.

Share Point said...

Very usefull content. Thank you

Ashish Shandilya said...

Thanks for sharing this useful info. Keep updating same way.
Regards, AshishChange Management

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