CHANGE MANAGEMENT PLAN

Project: National Stadium & Digital Ticketing Platform
Prepared by: Alex – Project Manager
Approval Authority: Ministry Steering Committee
Date: December 2025

  1. Purpose

The Change Management Plan defines the process used to evaluate, approve, implement, and monitor changes affecting the project baselines.

The objective is to ensure that all modifications to scope, schedule, cost, quality, or procurement arrangements are evaluated systematically and approved through proper governance before implementation.

This process supports Perform Integrated Change Control.

  1. Change Management Objectives

The change management process aims to:

  • Maintain integrity of the scope baseline, schedule baseline, and cost baseline
    • Ensure governance visibility over significant changes
    • Evaluate impacts before implementation
    • Prevent uncontrolled scope expansion (scope creep)
    • Ensure traceability and documentation of all approved modifications
  1. Types of Changes

The following categories of changes may occur during the project:

3.1 Scope Changes

Modifications affecting project deliverables, features, or requirements.

Examples:

  • Additional stadium seating
  • New digital ticketing functionality
  • Regulatory compliance modifications

3.2 Schedule Changes

Changes affecting planned activity sequencing, durations, or milestones.

Examples:

  • Construction delay due to weather
  • Vendor delivery delays
  • Infrastructure integration adjustments

3.3 Cost Changes

Changes affecting the approved cost baseline.

Examples:

  • Commodity price fluctuations
  • Contract adjustments
  • Additional regulatory requirements

3.4 Quality Changes

Changes affecting quality standards or acceptance criteria.

Examples:

  • Turf certification requirements
  • Security compliance standards

3.5 Procurement Changes

Changes affecting vendor contracts or procurement strategies.

Examples:

  • Contract modifications
  • Vendor substitution
  • Scope adjustments within vendor agreements
  1. Change Request Initiation

Any stakeholder may submit a Change Request.

Common sources of change requests include:

  • Project team members
    • Sponsor or steering committee
    • Vendors or contractors
    • Regulatory authorities
    • Risk response actions

All change requests must be formally documented using the Change Request Form.

  1. Change Control Process

The project will follow the steps below.

Step 1 – Submit Change Request

The requester submits a documented change request including:

  • description of the change
  • justification
  • impacted deliverables
  • urgency

Step 2 – Impact Analysis

The Project Manager coordinates analysis of the potential impact on:

  • scope
  • schedule
  • cost
  • quality
  • risk
  • procurement contracts

Supporting tools may include:

  • expert judgment
  • schedule modeling
  • cost estimation updates
  • risk analysis

Step 3 – Change Control Board (CCB) Review

Significant changes are reviewed by the Change Control Board (CCB).

For this project, the CCB includes:

  • Ministry Steering Committee representative
  • Project Manager
  • Infrastructure Director
  • Digital Systems Director
  • Finance representative

Step 4 – Decision

The CCB may:

  • Approve the change
  • Reject the change
  • Request additional analysis
  • Defer the decision

Step 5 – Update Project Documents

If approved, the following may be updated:

  • Project Management Plan
  • Schedule Baseline
  • Cost Baseline
  • Risk Register
  • Procurement Documents

Step 6 – Communicate Decision

The Project Manager communicates the decision to all relevant stakeholders.

Step 7 – Implement Approved Change

Project execution teams implement the approved change and track performance.

  1. Change Authority Levels

Different change levels require different approval authorities.

Change Type

Approval Authority

Minor schedule adjustment (no baseline impact)

Project Manager

Minor cost adjustment within contingency

Project Manager

Baseline scope change

Change Control Board

Budget increase

Ministry Steering Committee

Contract modification

Procurement Authority

  1. Change Documentation

All change requests will be recorded in the Change Log including:

  • request ID
  • description
  • impact assessment
  • approval decision
  • implementation status
  1. Emergency Changes

In situations where immediate action is required to protect:

  • safety
  • regulatory compliance
  • critical infrastructure

the Project Manager may authorize temporary corrective actions before formal CCB approval.

Such actions must be documented and submitted for retrospective review.

  1. Change Communication

All approved changes will be communicated through:

  • Project status reports
  • Governance meetings
  • Updated project documentation
  • Stakeholder notifications
  1. Change Management Principles

The project will follow these principles:

  • No baseline change without governance approval
  • All changes must be documented
  • Impact analysis precedes approval
  • Transparency over speed
  • Traceability across project artifacts
  1. Tools and Techniques

Change control may use:

  • Expert Judgment
  • Data Analysis
  • Meetings
  • Project Management Information System (PMIS)
  1. Success Criteria

The change management process will be considered effective if:

  • All changes are traceable
  • Baselines remain stable unless justified
  • Stakeholders have visibility of impacts
  • Uncontrolled scope expansion is avoided
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