Changes Project Management: Integrated Change Control in

PMBOK v8 Definition

A change request is a formal proposal to modify a document, deliverable, or baseline. The change management plan establishes the change control board (CCB), documents the extent of its authority, and describes how the change control system will be implemented. Changes are made to create improvements to the original plan and baseline, often based on changing conditions, and the results of changes should be monitored to ensure they yield the desired results.

Why It Matters for the Exam

Change management is tested heavily on the PMI exam because it is a core process that spans all project management performance domains. Expect questions in situational scenarios where you must determine the correct sequence of change control activities, identify who approves which types of changes, and recognize when adaptive versus predictive approaches apply.

Key Points to Remember (for the exam)

• Main Input: Change requests (formal proposals to modify a document, deliverable, or baseline)
• Main Output: Approved, rejected, or deferred change requests recorded in the change log
• Key Tool: Change control board (CCB) – formally established group responsible for reviewing, evaluating, approving, deferring, or rejecting changes
• Common Confusion: Corrective action vs. preventive action vs. defect repair – corrective action fixes a problem that has occurred, preventive action prevents a potential problem, defect repair fixes a nonconforming deliverable
• Critical Rule: Changes impacting a project baseline require integrated change control following a formal process
• Adaptive Approach: In adaptive approaches, managing changes involves backlog management rather than a formal change request process; changes are continuously assessed and prioritized throughout iterative development
• Customer/Sponsor Approval: After CCB approval, customer or sponsor approval may be required unless they are CCB members

Typical PMI Exam Example

A project manager receives a change request to add a new feature that impacts the scope baseline. The CCB reviews the request and approves it. The project manager must now update the project management plan, adjust the schedule, reassess resource requirements, and update risk assessments. The change is recorded in the change log as approved.

PMI Exam Traps

• Trap: Confusing the project manager's authority with the CCB's authority

• Reality: The project manager can approve changes that do not impact baselines; the CCB approves changes that impact baselines

• Trap: Thinking all changes require formal CCB approval

• Reality: In adaptive approaches, changes are managed through backlog prioritization, not formal change requests

• Trap: Assuming CCB approval is final without customer/sponsor input

• Reality: Customer or sponsor approval may be required after CCB approval unless they are CCB members

• Trap: Confusing "change request" types (corrective action, preventive action, defect repair)

• Reality: Corrective action addresses existing nonconformity, preventive action avoids potential nonconformity, defect repair fixes a defective deliverable

Important PMI Connections

Quick Review Questions

1. Who is responsible for approving a change request that impacts the project baseline?
2. What is the difference between a corrective action and a preventive action change request?
3. In an adaptive approach, how are project changes typically managed?
4. What information should a change request typically include before it can be approved?
5. What happens to the project management plan and other documents when a change is approved?

PMBOK v8 Reference

Section 2.1.6.8.2 – Adaptive Approaches Section 2 – Project Management Performance Domains (Figure 2-11)