Feature Overview

Project Change is the formal management process for modifying or adjusting baselined deliverables such as project plans, requirements, design documents, and other project documents.

This feature provides functions for change requests and change reviews, ensuring that every change is properly assessed, formally authorized, recorded, and linked to the original baseline. In this way, teams can maintain project flexibility while preserving disciplined change control.

Use Cases

• Manage new and updated requirements: When business stakeholders propose new requirements, the team can submit them through the change process and assess their impact on the project, preventing informal changes and scope creep.
• Control incremental scope expansion: Small optimization requests can all be brought into formal change management. The system can accumulate their total workload and trigger alerts when thresholds are exceeded, preventing schedules from slipping unnoticed.
• Execute risk response plans: When an identified risk occurs, the team can use the change process to quickly activate a response plan, adjust technical solutions or resources, and record the outcome.
• Handle urgent production issues: For critical production defects, an expedited emergency change path can be used to deploy a quick fix first and complete the impact assessment afterward, balancing speed and governance.
• Support project review and analysis: During mid-project reviews or project closure, teams can trace all changes in the system and analyze their impact on schedule and cost to support future project improvement.

I. Configure the Project Change Feature

Before using the Project Change feature, first check whether the required configuration has been completed:

1. Go to Admin > Feature Switches > Project Change and check whether the Project Change feature is enabled in the system.
2. Go to Admin > Project Workflow > Feature Switches > Project Change. The Project Change feature can be enabled for Waterfall and Hybrid Waterfall projects. It can be turned on or off separately for different project workflows, so first confirm that the target workflow has Project Change enabled.
3. Go to Admin > Project Workflow > Review Workflow. A built-in review workflow is provided for Project Change, and the default is the simplest approval flow. Before use, check whether this approval workflow meets your needs. If not, you can modify it or create a new review workflow.
4. Go to Admin > People Management > Permissions / Project > Settings > Permissions and confirm that permissions for the Project Change feature have been configured.

II. Initiate a Project Change

Click Project Change > Initiate Change in the project to start a project change.

You can also go to Review > Start Review and select the Project Change type to initiate a project change.

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The change level and change type for Project Change can be customized under Admin > Feature Configuration > Project > Project Change.

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The change object can be selected from baselined deliverables whose latest version has already been baselined.

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III. Review a Project Change

When a Project Change is initiated, the system starts the review process according to the approval workflow configured in the project workflow settings.

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After the review is approved, the related change object under the baseline is unfrozen.

If the review is rejected, the user needs to revise the information and resubmit the review, or initiate the Project Change again.

IV. Project Change Workflow

If you want to add fields or actions to Project Change, you can modify them in the Project Change workflow.

If you want to modify the Project Change feature across the entire system, go to Admin > Workflow > Project Change. If you want to modify the Project Change feature for a specific project workflow only, go to Admin > Project Workflow > Workflow > Project Change.

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