MODULE 1

PROFESSIONAL DIPLOMA
IN PROJECT MANAGEMENT
LESSON 5:
CHANGE CONTROL & RISK MANAGEMENT
DID YOU
KNOW?
According to ACS Distance Education 90% of
global senior executives and project
management experts say good project
management is key to delivering successful
results and gaining a competitive edge.
 5
LESSON
OBJECTIVES
Change Management
• Request change
• Impact analysis
• Approve/Deny
• Implement
• Review/Report

Risk Management
• Identify risk
• Risk categories
• Analyse & respond to risk

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 CHANGE
MANAGEMENT
 CHANGE MANAGEMENT PROCESS
Request for change
O CO M E
Change request
forms 1

Review/Reporting
5 2 Impact analysis

4 3
Implement change Approve/Deny

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 CHANGE REQUEST

Proposing to alter project tasks or add new tasks

Before logging a change request you need to consider the following:

Have you done enough research to stand by your suggestion?

Is the change within the defined project scope?

Will implementing the change contribute to project goals?

Would the change be considered high priority (RAG) ?

What resources would be needed to implement the change?

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

DISTINGUISH
BETWEEN THE
NECESSARY AND
THE "NICE-TO- What external business change has resulted in this
change request?
HAVE" What internal factor has resulted in this change
request?

How will this change affect the time taken to

complete the project?

How will this change affect the use of the end-

product?

What cost-savings will be made by implementing this

change?

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

PROJECT NAME DATE CREATED

PROJECT MGR. VERSION DATE

ORGANISATION VERSION NO. 0.0.0

PROPOSED
Detailed overview of proposed change
CHANGE

WHY CHANGE IS Detailed overview of reasons necessitating the change and how the change corresponds with the
REQUIRED organization's mission

INTENDED
Detailed overview of resulting achievements and benefits
OUTCOME

ESTIMATED TIME
Anticipated time frame for preparation, planning, consultation, implementation, and evaluation
FRAMES

(Smartsheet,2020)
ADDITIONAL Consider any other factors crucial to the successful implementation of proposed change, such as the
FACTORS need for change awareness, work environment climate, previous changes, etc.

ESTIMATED
Anticipate cost to make the suggested change
COSTS
STAKEHOLDERS Identify stakeholders and the potential benefits and adverse effects for each
IMPACT POTENTIAL BENEFITS POTENTIAL ADVERSE EFFECTS

STAKEHOLDER 1

STAKEHOLDER 2

STAKEHOLDER 3

STAFF & Identify areas likely to be impacted by the change, and the potential benefits and adverse effects for
OPERATIONS each
IMPACT POTENTIAL BENEFITS POTENTIAL ADVERSE EFFECTS

PROCESS

(Smartsheet,2020)
TECHNOLOGY

STRUCTURE

OTHER
 IMPACT ANALYSIS

Change Estimate time, Establish

sequence cost & resources priority
CHANGE CONTOL

Present proposed change

Project managers may approve minor changes
(situation based)

During change control there are 3 outcomes:

01 APPROVAL

02 REJECTION

03 DEFERMENT
 01 - CHANGE APPROVAL

Plan, schedule & execute Have a regression plan in Post implementation

changes place review
 02 - CHANGE REJECTION

High risk Timeline, budget & scope

Resource Availability
limits
 SPECIAL CASES
Urgent/Emergency Change: (Service Transition) A
change that must be introduced as soon as possible. For
example to resolve a major incident or implement a
security patch. The Change Management Process will
normally have a specific procedure for handling
Emergency Changes.

Changes that are required quickly due to a pressing need

(Domoulin, 2020)
such as legal requirement or a business need but are not
related to restoring service.

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 IMPLEMENT
CHANGE
Update your project deliverables to align
with the change

Update stakeholders

Update Change Control Register

Update the project team

Incorporate change cost, time and scope

into project plans and schedules

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 CHANGE REVIEW

Impact on the Ensure information Impact on

project outcomes is accurate operations
 RISK
MANAGEMENT
 IDENTIFY RISKS
MAIN RISK TYPES:

UNFORESEEN
FINANCIAL SCHEDULE PERFORMANCE TECHNICAL ENVIRONMENTAL
CIRCUMSTANCES

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 HOW CAN YOU
IDENTIFY THESE
RISKS?
Interview key stakeholders

Liaison with clients

SWOT analysis

Known unknowns

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 IDENTIFY RISK CATEGORY
KNOWNS

KNOWN KNOWNS

Things we are aware of and understand.

UNKNOWNS

KNOWNS UNKNOWNS

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 IDENTIFY RISK CATEGORY
KNOWNS

KNOWN UNKNOWNS

Things we are aware of but don’t understand.

UNKNOWNS

KNOWNS UNKNOWNS

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 IDENTIFY RISK CATEGORY
KNOWNS
UNKNOWNS

UNKNOWN KNOWNS

Things we understand but are not aware of.

KNOWNS UNKNOWNS

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 IDENTIFY RISK CATEGORY
KNOWNS
UNKNOWNS

UNKNOWN UNKNOWNS

Things we are neither aware of nor

understand.

KNOWNS UNKNOWNS

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 ANALYSE & RESPOND TO RISKS

Mistrust of the
ACCEPT
Looking THEfix/
for a quick Looking for ‘the secret’
TRANSFER
to AVOID RISK Looking for guidance scientific health
magic
RISKbullet health & longevity MITIGATE
community RISK
RISK

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 ANALYSE & RESPOND TO RISKS

Mistrust of the
ACCEPT
Looking THEfix/
for a quick Looking for ‘the secret’
TRANSFER
to AVOID RISK Looking for guidance scientific health
magic
RISKbullet health & longevity MITIGATE
community RISK
RISK

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 MEASURING
RISK

LOW MEDIUM HIGH

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 RISK MATRIX – PRIORITISING RISKS
IMPACT

Negligible Minor Moderate Significant Severe

Very likely Low Med Medium Med Hi High High

LIKELIHOOD

Likely Low Low Med Medium Med Hi High

Possible Low Low Med Medium Med Hi Med Hi

Unlikely Low Low Med Low Med Medium Med Hi

Very unlikely Low Low Low Med Medium Medium

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 RISK REGISTER –
OFFICE RELOCATION
RISK ID DESCRTIPTION RISK CATEGORY RISK OWNER IMPACT RISK LEVEL RISK RESPONSE

Equipment
1 damage
Technology John Doe High Medium AVOID

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 RISK TRACKING
According to AcqNotes risk tracking activities include:

Communicating risks to all affected Stakeholders

Monitoring risk management plans
Reviewing regular status updates
Displaying risk management dynamics
Tracking risk status within the Risk Reporting Matrix

(AcqNotes, 2020)
Alerting management as to when Risk Mitigation Plans
(RMP) should be implemented or adjusted

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 Identify Risk

RISK TRACKING

Analyse Risk

RISK
MONITORING Plan Risk
Response

(AcqNotes, 2020)
Risk
Response
Implementation

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 R ESPONSIBLE
A CCOUNTABLE
CONSULTED
I NFORMED
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
 LESSON 6:

PROJECT
EXECUTION
Tasks involved in project execution
• Documents produced through execution phase
• Key performance areas

• Project Leadership
• Soft vs Hard Skills
• Directive vs Supportive Leadership

Monitoring & controlling

• 10 phases of monitoring & control

Integrated change control

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

SUMMARY
Change Management
• Request for change
• Impact analysis
• Approve/Deny
• Implement change
• Review/Reporting

Risk Management
• Identify risk
• Risk categories
• Analyse & respond to risk

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 CAN YOU IDENTIFY THE RISK
KNOWNS
CATEGORY?
KNOWN UNKNOWNS
Things we are aware of but don’t understand.

UNKNOWN KNOWNS
Things we understand but are not aware of.

UNKNOWN UNKNOWNS
Things we are neither aware of nor understand.
UNKNOWNS

KNOWN KNOWNS
Things we are aware of and understand.

KNOWNS UNKNOWNS

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 In this world that is
undergoing huge changes ,
anything you can do to
upskill
and expand your knowledge
will make you a valuable
candidate in the work force.
 “Future-proofing your career is less
about picking a safe job and more about
constantly updating your skills
throughout your career”
says author Joseph Aoun

Robot-Proof: Higher Education in the Age of Artificial

Intelligence.
 At Shaw Academy,
we b e l i e v e that students need to
build your o w n c r e d e n t i a l s ,
d e s i g n your own learning,
and develop a multitude of s k i l l .

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

MEMBERSHIPS

P R O F E S S I O N A L D I P LO M A I N
PROJECT MANAGEMENT & LEADERSHIP
SEE YOU SOON
MODULE 1

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MODULE 4

PROFESSIONAL DIPLOMA PROJECT MANAGEMENT

 REFERENCES
• Project Management Advisor v2.2. (2020, January 22). Stage 3: Plan the Project .
Retrieved from Project Management Advisor v2.2: https://pma.doit.wisc.edu/plan/3-
2/print.html

• Clarizen . (2020, January 22). The Importance of Cost Control in Project

Management. Retrieved from Clarizen : https://www.clarizen.com/importance-cost-
control-project-management/

• O'REILLY. (2020, January 22). A Guide to the Project Management Body of

Knowledge (PMBOK® Guide), Fifth Edition. Retrieved from O'REILLY:
https://www.oreilly.com/library/view/a-guide-to/9781935589679/sub7.1.xhtml

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

 REFERENCES

• Chebanova, A. and Petlovana, Y. (2020). “What is MVP and why is it necessary?”.

[online] Steel Kiwi. Available at: https://steelkiwi.com/blog/what-mvp-and-why-it-
necessary/ [Accessed 14 Feb. 2020].

• AcqNotes. (2020). Risk Tracking - AcqNotes. [online] Available at:

http://acqnotes.com/acqnote/tasks/risk-tracking [Accessed 17 Feb. 2020].

PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT