Change Request Approval Process Examples

Explore diverse examples of the Change Request Approval Process to enhance your project management skills.
By Jamie

Understanding the Change Request Approval Process

In project management, a Change Request Approval Process is crucial for adapting to changes in project scope, timelines, or resources. It ensures that any modifications are reviewed, assessed, and approved systematically, minimizing disruptions and maintaining project integrity. Below are three practical examples that illustrate how the Change Request Approval Process can be implemented in various contexts.

Example 1: Software Development Change Request

In a software development project, a new feature request has emerged from user feedback. The project team needs to evaluate this change before proceeding.

The team gathers to discuss the change request, considering its potential impact on the project timeline and budget. After a thorough review, they decide to proceed with a formal change request.

Change Request Form:

  • Requestor: Product Manager
  • Date: 2023-10-15
  • Change Description: Add a user authentication feature to the app.
  • Justification: User feedback indicates a strong need for enhanced security.
  • Impact Assessment:
    • Time: Additional 4 weeks
    • Budget: $10,000 additional cost
  • Approval Needed From: Project Sponsor and Development Lead

After submitting the form, the project sponsor reviews the change request. Once approved, the development team can initiate planning and implementation.

Notes: It’s essential to communicate the implications of the change clearly to all stakeholders involved to ensure alignment.

Example 2: Marketing Campaign Adjustment

A marketing team is executing a campaign but realizes mid-way that they need to change the target audience based on preliminary results.

The team leader initiates a change request to adjust the demographics of the campaign.

Change Request Form:

  • Requestor: Marketing Coordinator
  • Date: 2023-10-20
  • Change Description: Shift target audience from Millennials to Gen Z.
  • Justification: Initial campaign data shows better engagement from Gen Z.
  • Impact Assessment:
    • Time: 2 weeks to revise materials
    • Budget: No additional cost expected
  • Approval Needed From: Chief Marketing Officer (CMO)

The CMO reviews the request and approves it during a scheduled meeting, allowing the team to rapidly adjust their marketing efforts.

Notes: It’s beneficial to include data and analytics in the justification to support the change request.

Example 3: Construction Project Change Order

In a construction project, the contractor identifies a need to modify the building design due to unforeseen site conditions.

A formal change order is submitted to request approval for the necessary alterations.

Change Request Form:

  • Requestor: Site Manager
  • Date: 2023-10-25
  • Change Description: Modify foundation design due to high water table.
  • Justification: Structural integrity concerns must be addressed to comply with safety regulations.
  • Impact Assessment:
    • Time: Additional 3 weeks
    • Budget: $15,000 for redesign and materials
  • Approval Needed From: Project Owner and Architect

Once the change order is submitted, it goes through a formal review process involving meetings with the project owner and architect. Upon approval, the changes can be implemented without causing delays.

Notes: It’s important to document all communications related to the change for transparency and future reference.