Change Request Template
Comprehensive Template for Change Request (CR) Submission and Trade-Off Negotiation in ERP Implementations
This template is designed to facilitate the structured submission, evaluation, and negotiation of change requests in ERP projects. It ensures all relevant information is captured and communicated effectively to the Change Control Board (CCB) and other stakeholders, providing a foundation for informed decision-making and trade-off analysis.
Change Request Identification
- CR Number: [Unique identifier for tracking]
- Date Submitted: [Date]
- Submitted By: [Name, Department]
- Project Phase: [e.g., Planning, Design, Development, Testing, Deployment]
Change Request Details
- Title: [Brief title summarizing the change]
- Description: [Detailed description of the proposed change, including the specific aspects of the ERP system it affects]
- Rationale: [Explanation of why this change is necessary, including any problems it aims to solve or opportunities it seeks to capitalize on]
Impact Assessment
- Affected Areas: [List of project areas, system components, or processes affected by the change]
- Current Status: [Description of the current state of the affected areas]
- Proposed Changes: [Detailed description of the proposed modifications to the affected areas]
- Expected Benefits: [Outline of the benefits expected from the implementation of the change]
- Risks and Mitigations: [Identification of potential risks associated with the change and proposed mitigation strategies]
Trade-Off Analysis
- Scope Impact: [Assessment of how the change affects the project scope]
- Quality Impact: [Evaluation of the change's impact on system quality and performance]
- Cost Impact: [Estimation of the additional costs associated with the change]
- Timeline Impact: [Analysis of how the change will affect the project timeline]
- Alternatives Considered: [Description of any alternative solutions that were considered, including why they were not chosen]
- Recommended Trade-Offs: [Proposed compromises or adjustments to balance the change's impact across scope, quality, cost, and timeline]
Approval and Implementation
- CCB Review Date: [Scheduled date for CCB review]
- Decision: [Approval status and any conditions or modifications required]
- Implementation Plan: [High-level plan for integrating the change into the project, including any adjustments to project plans, resources, and timelines]
- Assigned To: [Name of the individual or team responsible for implementing the change]
- Target Completion Date: [Estimated date by which the change should be fully implemented]
Documentation and Communication
- Documentation Updates: [List of project documents that need to be updated to reflect the change]
- Stakeholder Communication Plan: [Plan for informing stakeholders about the change, including what will be communicated, to whom, and how]
- Feedback Mechanism: [Process for collecting and addressing feedback from stakeholders during and after the implementation of the change]
Instructions for Use
- Completion: Fill out this template thoroughly for each CR submitted.
- Submission: Submit the completed template to the project's change management team or directly to the CCB, as per your project's defined processes.
- Review and Negotiation: Be prepared to participate in discussions and negotiations with the CCB and other stakeholders to refine the CR and its impact analysis.
- Implementation: If approved, follow the implementation plan, adhering closely to the outlined steps and timelines.
- Documentation: Ensure all changes are documented according to the plan, updating all relevant project documentation and communicating with stakeholders as necessary.
This template serves as a comprehensive guide to manage change requests effectively, ensuring that each request is considered carefully and that its impacts and trade-offs are thoroughly analyzed to support successful ERP implementation.
For guidance on implementing a robust Change Management Governance Framework, refer to this article.