Change Management Plan For Communications and Outreach

Change management plan.
(Administrative only)
DEVELOPMENT OF COMMUNICATIONS AND

OUTREACH SYSTEM
LUSAKA, ZAMBIA
DATE: 20TH MAY, 2024

Contents
INTRODUCTION..........................................................................................................................................5
CHANGE MANAGEMENT APPROACH..............................................................................................................5
DEFINITIONS OF CHANGE.............................................................................................................................5
CHANGE CONTROL BOARD...........................................................................................................................6
ROLES AND RESPONSIBILITIES.......................................................................................................................7
Project donor.....................................................................................................................................7
Project Manager:...............................................................................................................................7
Project Team/Stakeholders:..............................................................................................................7
CHANGE CONTROL PROCESS.........................................................................................................................7
Monitoring and Evaluation....................................................................................................................8
DONOR ACCEPTANCE............................................................................................................................9
INTRODUCTION
This Change Management Plan outlines the strategies for effectively creating a system for
easy and efficient communications and outreach for the NGO.
This Change Management Plan was created in order to set expectations on how the approach
to changes will be managed, what defines a change, the purpose and role of the change
control board, and the overall change management process. All stakeholders will be expected
to submit or request changes to the Project in accordance with this Change Management Plan
and all requests and submissions will follow the process detailed herein.
CHANGE MANAGEMENT APPROACH

The Change Management approach for the Project will ensure that all proposed changes are
defined, reviewed, and agreed upon by all vital members (head donor, project manager,
various departmental managers and beneficiary) so they can be properly implemented and
communicateed. This approach will also ensure that only changes within the scope of this
project are approved and implemented.
The Change Management approach is not to be confused with the Change Management
Process which will be detailed later in this plan. The Change Management approach consists
of three areas:
 Ensure changes are within scope of the project

 Determine how the change will be implemented
 Manage the change as it is implemented
The Change Management process has been designed to make sure this approach is followed
for all changes. By using this approach methodology, the Project Team will prevent
unnecessary change from occurring and focus its resources only on beneficial changes within
the project scope eliminating wastage of resources and time.
DEFINITIONS OF CHANGE
There are several types of changes which may be requested and considered for this Project.
Depending on the extent and type of proposed changes, changes project documentation and
the communication of these changes will be required to include any approved changes into
the project plan and ensure all stakeholders are notified. Types of changes include:
 Required changes to daily tasks and routines.

 New skills or knowledge needed to operate the system effectively.
 Potential disruptions to existing workflows.
 Creating a new variation of a subsystem
 Using a different programming language
The project manager must ensure that any approved changes are communicated to the
appropriate stakeholders. Additionally, as changes are approved, the project manager must
ensure that the changes are recorded in the project documentation where necessary. These
document updates must then be communicated to the project team and stakeholders as well.
CHANGE CONTROL BOARD

The Change Control Board (CCB) is the approval authority for all proposed change requests
pertaining to the Project. The purpose of the CCB is to review all change requests, determine
their impacts on the project risk, scope, cost, and schedule, and to approve or deny each
change request. The following chart provides a list of the CCB members for the IS Project:
Name Position CCB Role
B.Kapambwe Project Manager Co-Chair

M.Shadreck communications team leader Member
A.Ahmed Marketing Manager Member
As change requests are submitted to the Project Manager by the project team/stakeholders,
the Project Manager will log the requests in the change log and the CCB will come together
every two weeks to review all change requests. For a change request to be approved, all CCB
members must vote in favour. In the event more information is needed for a particular
change request, the request will be deferred and sent back to the requestor for more
information or clarification. If a change is deemed critical, an ad hoc CCB meeting can be
called in order to review the change prior to the next scheduled bi-weekly CCB meeting.
ROLES AND RESPONSIBILITIES

The following are the roles and responsibilities for all change management efforts related to
the Project:
Project manager:
 Approve all changes to budget/funding allocations

 Approve all changes to timings
 Approve any changes in project scope
 Chair the CCB
 Receive and log all change requests.
 Conduct preliminary risk, cost, schedule, scope analysis of change prior to CCB
 Seek clarification from change requestors on any open issues or concerns
 Make documentation revisions/edits as necessary for all approved changes
Project Team:
 Submit all change requests on standard organizational change request forms
 Provide all applicable information and detail on change request forms
 Be prepared to address questions regarding any submitted change requests
 Provide feedback as necessary on impact of proposed changes
CHANGE CONTROL PROCESS
The Change Control Process for this Project will follow the the agreedorganizational standard
change process for all defined projects. The project manager has overall responsibility for
executing the change management process for each change request.
1) Identify why a change required – Change requestor will submit a complete change
request form to the project manager which will be discussed during a change
management meeting.
2) Log the change in the change request register – The project manager will keep a log
of all submitted change requests throughout the project’s lifecycle.
3) Evaluate the change – The project manager will conduct a cost-benefit analysis on the
change.
4) Submit change request to CCB – The project manager will submit the change request,
as well as the cost-benefit analysis, to the CCB for review.
5) Obtain Decision on change request (CCB) – The CCB will discuss the proposed
change and decide whether or not it will be approved based on all submitted
information.
6) Implement change – If a change is approved by the CCB, the project manager will
update and re-baseline project documentation as necessary.
All changes and requests to changes will follow the following communications guidelines
it streamlines the change management process:
Firstly, a communication plan outlining key milestone, system functionalities, and

benefits for staff and beneficiaries will be made.
Various communication channels will be used (e.g., emails, meetings, newsletters) to

keep everyone informed throughout the development and implementation phases.
Conducting of open forums and Q&A sessions to address user concerns and answer
questions.
Establish mechanisms for gathering feedback from users after system deployment.
Conduct surveys or focus groups to identify areas for improvement and address user
concerns.
Encourage open communication and address user feedback in a timely manner.
Monitoring and Evaluation

Regularly monitor user adoption rates and system usage patterns.
Track the success of training programs and identify areas for improvement.
Conduct surveys or feedback sessions to assess user satisfaction with the new system and the
change management process.
Make adjustments to the change management plan as needed based on user feedback and
ongoing evaluation.
ACCEPTANCE
Approved by the Project Manager:
Date:
Mr B. Kapambwe

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Change management plan.

DEVELOPMENT OF COMMUNICATIONS AND

DATE: 20TH MAY, 2024

CHANGE MANAGEMENT APPROACH

 Ensure changes are within scope of the project

 Required changes to daily tasks and routines.

CHANGE CONTROL BOARD

Name Position CCB Role

B.Kapambwe Project Manager Co-Chair

A.Ahmed Marketing Manager Member

ROLES AND RESPONSIBILITIES

 Approve all changes to budget/funding allocations

Firstly, a communication plan outlining key milestone, system functionalities, and

Various communication channels will be used (e.g., emails, meetings, newsletters) to

Monitoring and Evaluation

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