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Project Change Management Plan, a real example and template

Author: Liam James Published on: Saturday Feb 29, 2020
Project Change Management Plan, real example template

Creating a Project Change Management Plan is a step in project management planning practices when planning all project initiatives.

This article presents the most real-world example of a Project Change Management Plan you can use in your professional practice, or for educational purposes and the composition of academic materials.

Below you will also find a form to request a change.

Project Change Management Plan

The purpose of this document is to ensure that all the changes to the project are reviewed, evaluated, and approved as per requirements, track changes through to completion, bring the appropriate parties into the discussion, negotiate changes and communicate them to all affected parties. All the stakeholders must be notified of approving any change to the project scope.

Roles and responsibilities

Project manager

The project manager will serve as the change manager and lead change evaluator. Responsibilities include: 

  • receive and log change requests
  • perform the timely and adequate evaluation of changes in terms of their impacts on project deliverables and constraints
  • outline options and recommend courses of action and priorities for changes
  • track and facilitate timely decisions on changes
  • incorporate changes into the appropriate project documents 
  • communicate changes to the project team and others

Project sponsor

The project sponsors will serve as change evaluators and change decision-makers. Responsibilities include: 

  • evaluate options and recommended courses of action for these changes
  • approve or reject changes
  • Ensuring that adequate resources and funding are available to support the execution of the change management plan, ensuring the approved changed are implemented.

Change requester

The change requester, who is any stakeholder, may submit project change requests following the submittal process indicated below.

The Change Approval Process

Change requests will be going through a whole series of analyzing and evaluation processes, from the requester to the project manager, then to the executive committee. Eventually, the project sponsors will make the final decision. The below process will be strictly followed:

Planning and Evaluation

After a change request has been submitted, it will be analyzed by technical teams, marketing teams, or any other relevant team related to the change request, which cannot be responded in an hour or day. Due to the fact of receiving the request, the teams will initiate the process of performing a change request analysis, making a plan of the estimated time, materials, resources, funds, technology, and anything else related to the extra work.

After the planning and evaluation, the requester will receive the proposed parameters for additional time and resources and send a response to the decision accordingly. Once the terms have been accepted, the new plan will begin to implement.

 Change Request Form Instruction

Any project change request must be submitted in written form using the Change Request Form, which is added as an annex to this document. Consider the following aspects before filling the information:

The type of change

Define the type of the change: project/production plan, strategic direction, policy, process /procedure, product design, technical specification, organizational structure, stakeholders, supplier, contract/orders, regulatory requirements, or others.

Description of the change

Describe the expected nature of the change management project. What are the main elements of the change plan? (e.g. people/culture, systems/technology, documentation, positions/roles, process, skills). Each of these elements may require a particular focus in the change plan. 

The priority of the request

The scale and the impact of a change decide the priority of the request, a change that has to be done urgently before the next stage is considered as critical, or it involves the change of the major technical functionalities. Any change request should be well-timed, indicate if the change is urgent, or it can hold based on the benefits and the damage to the project.

The reasons for the change

Describe the situation and the problem. Define the context and challenges surrounding your initiative. 

The impact of the change

Specify the impact of the change, such as how much a change will damage (delay, cost, demote teams, create inconvenience to outsiders), or improve. Explain the details of what the project will achieve, what the future state will be. Determine whether this will affect job roles, process changes, policy changes, and/or structural organization. List the departments, workgroups, systems, or other components that may change.

The alternatives for the change

Are there any other workarounds to the proposed change? List if there is an alternative that can lead to the same outcome.

Technical change 

Describe what technical changes and technologies are required to apply the change.

Risk Assessment

What are the possible risks of the change process? What risks may occur upfront during implementation, and after implementation? What tactics will you put in place to minimize these risks?

Estimated cost and resources

What would be an estimate of the total cost and the resources for the activities required to carry out the change initiative? Where will the funds come from? Has this been negotiated with the customer and sponsor?

Outcomes of the project:

Describe how will the change to be proven as effective and what will be the end result after the change to the whole project.

Change Request Form

Change Request Form 



Date of Request:


Requester:(Name and Title)


Change Request Number:


Type of the Change: 

⃞  Project/Production plan   ⃞  Strategic direction  ⃞  Policy   ⃞  Process/Procedure  ⃞  Product design                 ⃞  Technical Specification  ⃞  Organizational structure  ⃞  Stakeholders                    ⃞  Supplier  ⃞ Contract/Orders  ⃞  Regulatory requirements     ⃞  Others: Please specify ______________

Description of the Change:


⃞     Critical   (I can’t move forward until this change is made)

⃞      High     (The situation is fine right now, however, the change has to be made as soon as possible, otherwise I can’t  move forward.)

⃞     Medium (It’s not urgent, but the change will have to be made in the near future)    

⃞     Low (This change is not affecting my ability to move forward with the project.

Change Duration:

Proposed  Start Date:

Proposed  End Date:

Reasons for the change:

Impact of the change:

Alternatives to the change:

Describe the technical changes and technologies needed to apply the change:

Description of the possible risks:


Estimated costs and resources needed to implement the change:

Outcomes of the project:

Change Request Status:

⃞  Request approved         ⃞  Request rejected             ⃞  Delayed   

Comments on the status:

Approving party:




Comments to "Project Change Management Plan, a real example and template"

  1. Wolf Steube
    Here is my draft for the document:

    1. Description

    Any manufacturing or documentary design changes must be officially approved and documented to be traceable and compliant.
    The procedure describes the main steps for approving and updating the necessary documentation during and after the introduction of the changes.

    2. Scope of the procedure

    The procedure applies to all products manufactured by the company and subcontractors, as well as products from current projects.
    The procedure is applicable for updating product information and documentation such as:
    • Technical documentation
    • Technical drawings and assembly drawings
    • Installation drawings
    • Documentation for the main technical components
    • Test specification
    • Software
    • Hardware
    Clients of the company must use the approved version of the Permanent Change Request or Temporary Change Concession

    3. Responsibilities

    Head of Engineering Department - responsible for this procedure.
    Controller Request for Change and Request for Concession - the requests are controlled by the Engineering Department.
    Database controller - the updating of information and dissemination of solutions is controlled by the Engineering Department.
    Project Manager - if the change requests have come from projects, then the main responsibility for the Request for Change and the Concession for Change lies with the Project Manager of the project.

    4. Basics of the procedure

    An applicant for the change - when it comes to internal company projects the change is submitted by the Project Manager of the project. In case of an external application, the Request for permanent change or the Request for temporary change is filled in by the project manager of the applicant company as follows Annex 3 and is distributed by the Project manager of the contractor company.

    Description of the change - a change that is not defined in the scope of the project. To be filled in by the applicant Description of the reason - a detailed description of the reason that led to the request for change and the impact on the business. To be filled in by the applicant.

    A detailed description of the alternatives - description of the alternatives for achieving the requested change. To be filled in by the applicant.
    Description of the technical changes and technologies needed for the implementation of the change - to be filled in by the technology department.
    Description of the possible risk and impact - describes whether the change will slow down, increase the cost or improve the project. To be filled in by the technology department after a discussion with the Applicant Project Manager.
    Level of criticality - to what extent this will affect the project. Criticality can be: Small - does not require financial assets; Medium - change in the Project Plan and Large - related to costs and complete change of the Project Plan

    Urgency - this is determined by the Project Manager depending on the opinion of the Technology Department and the stage of implementation of the requested change

    Opinion - approved, rejected, and postponed. This decision is made by the Project Director and the Project Sponsor.
    Reason for the opinion - description of the opinion taken and the necessary steps to achieve the request.
  2. Benjamin Tremblay
    Thanks really for the detailed article and sample template. Your materials work for me.
  3. Theo Evans
    Thanks for the helpful article. Can I use it for the projects in my office?
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