Project Management guide · Risk, quality and control
Change Control in Project Management: Process and Template
Change control is the formal process for proposing, assessing, approving or rejecting, and recording changes to a project's agreed baselines, such as scope, schedule, cost and deliverables. It lets a project adapt to new needs without losing control of what it has committed to.
Key takeaways
- Change control makes the impact of changes visible before they are accepted.
- Every request is logged, analysed, decided by the right person and recorded.
- Delegate authority by change size so small changes move quickly.
- Update baselines and communicate after each approved change.
Why change control matters
- Prevents scope creep: unapproved additions that consume time and budget.
- Makes the impact of each change visible before it is accepted.
- Ensures the right people decide, at the right level of authority.
- Keeps plans, baselines and documents consistent.
- Creates an audit trail of what changed, when and why.
The change control process
- Raise a change request: anyone can submit one, using a standard form.
- Log it: record it in the change log with an ID and status.
- Initial review: the project manager checks it is complete and not a duplicate.
- Impact analysis: assess the effect on scope, schedule, cost, quality, risk, resources and benefits, and consider options.
- Decide: the project manager, sponsor or a change control board (CCB) approves, rejects or defers it, depending on delegated authority.
- Update baselines and plans: if approved, update the schedule, budget, requirements and any affected documents under configuration management.
- Implement and verify: carry out the change and confirm it delivers what was approved.
- Communicate and close: tell affected stakeholders and close the log entry.
Change request template
| Field | Content |
|---|---|
| Change ID and date | Unique reference and date raised |
| Requested by | Name and role |
| Description | What change is requested |
| Reason | Why it is needed and the benefit |
| Priority | Urgency and consequence of not making it |
| Impact: scope | Deliverables or requirements affected |
| Impact: schedule | Effect on milestones and critical path |
| Impact: cost | Additional or saved cost |
| Impact: quality and risk | New risks, testing needs |
| Options considered | Including 'do nothing' |
| Recommendation | Project manager's recommendation |
| Decision | Approved, rejected or deferred; by whom and when |
Change log example
| ID | Change | Cost | Schedule | Decision | Status |
|---|---|---|---|---|---|
| CR-04 | Add single sign-on to the portal | +£18,000 | +2 weeks | Approved by CCB | Implemented |
| CR-05 | Change report colours to new brand palette | +£1,200 | None | Approved by PM | Closed |
| CR-06 | Add mobile app to scope | +£120,000 | +4 months | Deferred to phase 2 | Closed |
| CR-07 | Remove legacy data export | -£6,000 | -1 week | Pending impact analysis | Open |
Change control in Agile
In Agile approaches, changing requirements are expected. New ideas go into the product backlog, and the product owner reorders it, so most change is handled through backlog prioritisation rather than formal requests. Formal change control is still used for changes to contracts, budgets, fixed dates or the overall product goal. See change management vs change control for how this differs from the people side of change.
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Frequently asked questions
What is change control in project management?
The formal process for submitting, assessing, approving or rejecting and recording changes to a project's baselines.
What are the steps in the change control process?
Raise a request, log it, review it, analyse impact, decide, update plans, implement and verify, then communicate and close.
What is a change control board?
A group with authority to approve or reject changes above a set threshold, often including the sponsor, key users and technical leads.
What is a change request in change control?
A formal proposal to change scope, schedule, cost, deliverables, processes or documents.
What is a change log in change control?
A record of all change requests, their impacts, decisions and status.
What is integrated change control?
The PMBOK term for reviewing all change requests and managing changes to deliverables, documents and plans across the whole project; see integration management.
Who can raise a change request under change control?
Usually any stakeholder, though it is best submitted through the project manager using a standard form.
What is the difference between change control and configuration management?
Change control decides whether a change is made; configuration management tracks versions of items and makes sure the approved change is reflected accurately.
Should change control record rejected change requests?
Yes. Recording rejected and deferred requests prevents the same request being raised repeatedly and supports audits.
How do you stop scope creep with change control?
Agree clear scope and acceptance criteria, route every change through change control, and make the cost and time impact of each request visible.
Do Agile projects use change control?
They manage most change through backlog prioritisation, but still apply formal control to contracts, budgets and fixed commitments.