Feature introduction

Project change is the formal management process of modifying and adjusting baselined deliverables, such as project plans, stories, designs, and documents. This feature provides change application and review functions. It ensures that every change is fully evaluated, authorized, recorded, and linked to the original baseline. This maintains strict control while preserving project flexibility.

Usage scenarios

• Manage story additions and modifications: When the business side proposes new stories, submit them through the change workflow to evaluate their impact on the project, avoiding verbal changes and scope creep.
• Control minor scope expansions: Integrate minor optimization requests into change management. The system accumulates their total workload and automatically issues warnings when a threshold is exceeded, preventing silent schedule overruns.
• Execute risk response plans: When an identified risk occurs, use the change workflow to quickly trigger contingency plans, adjust technical solutions or resources, and record the execution results.
• Handle emergency production issues: Open an "emergency change" green channel for critical online defects. You can deploy a quick fix first and supplement the evaluation report later, balancing speed with compliance.
• Project retrospectives and data analysis: During the mid-term or at project closure, trace all changes through the system to analyze their impact on schedule and cost, providing a solid basis for future project improvements.

1. Project change configuration

Before officially using the project change feature, please verify the following configurations:

• Admin > Feature Settings > Project Change: Check if the system's overall project change feature is enabled.
• Admin > Project Process > Feature Settings > Project Change: Waterfall and Hybrid Waterfall projects can enable the project change feature. You can independently enable or disable project changes for different project processes. Please verify this setting for your specific project process.
• Admin > Project Process > Review Process: Project changes have a built-in review process, which defaults to a simple approval flow. Check if this default flow suits your needs. If not, you can modify it or create a new review process.
• Admin > Members > Permissions: Check if permissions for the project change feature have been correctly assigned to relevant users.

2. Initiate project changes

Click Project Change > Initiate Change under the project menu to start a project change. Alternatively, you can navigate to Review > Initiate Review and select the project change type to start a change request.

图1

You can customize the change levels and change types by navigating to Admin > Feature Configuration > Project > Project Change.

图2

For the change object, you can select deliverables that have already been baselined at their latest version.

图3

3. Project change review

When a project change is initiated, the system triggers the review workflow according to the configured review process.

图4

If the review passes, the change object under the baseline will be unfrozen. If the review fails, the user must modify the information and re-initiate the review, or submit a completely new project change request.

4. Project change workflow

If you want to add custom fields or actions to the project change module, you can modify the project change workflow.

• To modify the project change feature globally across the system, navigate to Admin > Workflow > Project Change.
• To modify the project change feature for a specific project process, navigate to Admin > Project Process > Workflow > Project Change.

图5