When an organization is planning on a major change that will incur significant cost, risk, time and engagement of resources along with organizational impact, it is best practice to initiate this activity through the Service Portfolio process. Before this new or significantly changed service is chartered, it is important that it be reviewed for how it may impact the short, medium and long term support of other services currently being delivered, the pool of limited resources that will be utilized for this undertaking and on the change schedule itself.
The Change Proposal is used to communicate a high level description of the change and is normally submitted to Change Management for authorization. Authorization, however, is not an approval for implementation, but is a measure to allow the service to be chartered so design activity on the service can begin. In some cases the proposal may be created by someone other than Portfolio Management, such as the PMO or SMO.
This high level description of the service must include business outcomes to be supported and the level of utility and warranty that need to be provided and include a business case with all risks, issues and alternatives listed and well defined. Budget and all financial considerations must be laid out in detail. A detailed schedule for the design, build, test, release and deployment must also be included.
Once this is provided, Change Management will review the Change Proposal along with the current change schedule to ensure that there are no potential conflicts or issues. Any issues or conflicts identified must be agreed and have an appropriate resolution defined. Once the Change Proposal is authorized, the change schedule will be updated to include an outline of all changes within the Change Proposal.
After the Change Proposal has been chartered, RFC’s will be utilized to implement the individual changes contained within the project plan so that they can be appropriately prioritized and carried out according to the project plans implementation schedule. Now the real work begins!
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