Change control process

Why is the change control process important?

Research shows that 70% of digital transformation projects fail to meet their goals according to digital transformation framework research, and poorly managed changes can be a huge factor. Furthermore, changes that come late in a project cause even more problems than early ones, which shows why having a good system matters.

A solid change control process brings clear advantages. It lets businesses think through their decisions by understanding what might happen before they make any changes. This careful approach stops many of the problems that typically pop up when changes aren’t managed well.

The process also creates clear responsibility by showing exactly who approved each change. By keeping track of these decisions and what happened afterward, teams can see what works and what doesn’t. They therefore get better at making changes over time.

Good change control turns potential disruption into helpful improvements that move the business forward while keeping day-to-day work running smoothly.

What are the goals of a change control process?

The change control process is essential for making sure digital changes are smooth and effective. It helps manage risks, align with business goals, and ensure that changes benefit the organization without causing problems.

Now, let’s explore the key goals of a change control process.

Ensuring consistent and controlled implementation

• Sets a clear process for handling changes to digital tools and systems.
• Through comprehensive business process analysis, checks the impact of changes before they happen to make sure they align with business goals.
• Stops unauthorized changes that might confuse teams or cause issues.
• Keeps everyone informed about upcoming changes and what they will mean.

Minimizing risks and disruptions

• Identifies potential risks and makes plans to address them before making changes.
• Tests changes in safe environments to ensure they won’t hurt live systems.
• Avoids downtime by making sure changes happen without interrupting important business tasks.
• Quickly solves any problems that come up, reducing their impact and fixing them fast.

Enhancing collaboration and stakeholder engagement

• Involves key people in decisions to make sure all points of view are considered.
• Helps teams understand why changes are happening and how they support the business strategy.
• Gathers feedback to improve the process and ensure it meets everyone’s needs.
• Makes roles and responsibilities clear, so everyone knows what they are accountable for during the change.

Who is involved in the change control process?

The change control process in digital adoption involves various stakeholders who play essential roles in ensuring smooth transitions and managing the impacts of changes. 

These people ensure that changes are implemented effectively and align with business goals.

Let’s analyze these stakeholders further.

Internal stakeholders

• Project managers: Oversee the planning and implementation of changes.
• IT department: Manage the technical aspects and ensure changes are integrated smoothly.
• CIO/CTO: Make decisions on which changes align with the company’s digital strategy.
• Change control board: Review and approve or reject proposed changes.
• Employees (end users): Provide feedback on changes and help identify any issues.
• Security and compliance teams: Ensure that the changes meet security and regulatory requirements.

External stakeholders

• Consultants: Provide expertise on how to manage and implement changes.
• Software vendors: Offer tools or systems that may be impacted by changes.
• Regulatory bodies: Ensure that changes comply with industry standards and legal requirements.
• Third-party partners: Assist in the implementation of changes or provide additional services.

What is required for change control process success?

To ensure a successful change control process, focus on three essential areas that will help the organization manage changes smoothly and avoid issues:

Set clear guidelines for change

Create simple, clear change management rules for how changes should be proposed, reviewed, and approved.Make sure everyone in the organization understands these rules so the process stays organized and consistent, reducing the chance of mistakes or confusion.

Involve all key people

Make sure to include the right people in the change process, such as team leaders, technical experts, and anyone who will be impacted by the change. Getting input from everyone helps make sure the change is useful and aligns with the organization’s goals.

Track and review changes regularly

Keep track of all changes to see if they are working as expected. Regularly check on the progress of each change to catch any problems early. This way, adjustments can be made if needed, and the process can continue improving over time.

Why do change control process projects fail?

Change control processes can fail for various reasons. Understanding these challenges helps organizations avoid setbacks and improve their chances of success.

Lack of clear communication

One of the main reasons change control processes fail is poor communication. If stakeholders aren’t properly informed or don’t understand the reasons for the change, confusion and resistance can arise, leading to delays or failed implementations.

Inadequate stakeholder involvement

When key people aren’t involved in the change process, it creates bottlenecks that the theory of constraints helps us understand and address, often leading to misunderstandings and poor decisions.. Lack of involvement from the right departments or teams can create gaps in the planning and execution stages, making it difficult to achieve the desired results.

Insufficient resources and support

A lack of resources, such as time, budget, or expertise, can also cause failure. Without proper support, whether in terms of staff, training, or tools, it’s harder to manage and implement changes effectively.

Change control process use cases

The change control process can look different depending on the industry, context, and the specific goals of the organization. 

While the core principles remain the same—ensuring that changes are carefully managed and aligned with business objectives—the way they are implemented can vary widely across sectors. 

Here are three examples of how the change control process can manifest in different business scenarios.

Software development

Scenario: A software company needs to update its application to fix a security issue.

Method: The change control process starts with submitting a request, evaluating security risks, getting approval from senior management, and scheduling the update.

Outcome: The update is implemented successfully with minimal disruption, fixing the security issue and protecting both the company and its users.

Manufacturing

Scenario: A manufacturing plant wants to change to a new supplier for raw materials to improve efficiency.

Method: The change control process includes evaluating the new supplier, reviewing cost impacts, and getting approval from the supply chain and finance teams.

Outcome: The switch to the new supplier is smooth, leading to faster production and cost savings.

Healthcare

Scenario: A hospital is upgrading its electronic health record (EHR) system to a new version.

Method: The change control process includes reviewing how the upgrade will affect patient care, training staff on the new system, and getting approval from hospital administrators. 

Outcome: The upgrade improves the management of medical records without interrupting patient care or hospital operations.