hello everyone welcome to my channel PMP with Ray. I am Ray, and I'm a PMP
certified project manager in this channel I am here to help you pass your
PMP exam in the first attempt
now when I took my PMP exam seven to eight months back there was one area
which I really struggled with and that was integrated change control system (PICC) if
you are also struggling to solve questions from the integrated change
control process you will find this video very helpful when I was reading this
subject and trying to answer questions I was getting a lot of questions wrong but
the issue was I was not able to understand why I was getting those
particular questions wrong now when I try to analyze that why I was getting
the questions from integrated change control wrong, I found out that to answer
those questions in a correct manner there is a sequence of steps which is
required to be remembered or which is required to be memorized to answer those
questions correctly and the funny part is if you miss any particular part of
that sequence, you will get those questions wrong so let's go back to the
whiteboard take a look at the flow chart and solve some questions
[Music] welcome to the whiteboard we will
understand the integrated change control flowchart through a scenario which is
displayed on the screen it goes as you are the project manager
and your project is to purchase and deliver an iPhone 10 to your friend who
is Angela so here your client is Angela and for this example let us take that
your sponsor is XYZ bank or who is financing the phone for Angela so as we
develop the CMP flowchart now we will keep this example as our reference so
the first step of change control process our request comes for a change so if you
take this example maybe Angela comes to you and says that she wants an iPhone 11
or but not our iPhone 10 so that is a change so what request comes for a
change that is step one next what do you have to do is you have to ask what the
change is to your customer so that is mostly top-line because often maybe
Angela can come to you one day and ask that hey I want a change to my iPhone so
that doesn't mean anything so you need to ask her that okay what is the change
you are asking so then he/she says that okay I want i phone 11 but not an iPhone
10 so that's what is this step about next is document and
create a formal change request now this is the most important step guys and this
gets skipped very often so what are your Knicks need to do is after you know that
angela is asking for a iPhone 11 and order iPhone 10 you need to first
document this change on a proper change request
next is link the change to project scope
now here what you will do is you will go to the project charter and check that
okay what was the project about so for this example let us take that the
project was to buy her iPhone for Angela so that's okay now maybe he wants a
higher version so that is a change but no doubt it is linked to the project
scope because maybe the project scope is just to buy her an iPhone so that's with
this particular step now here after this step comes a
decision point okay a decision point what is meant is there NBI yes or there
can be a no now the first scenario that this change is not linked to the project
scope then what you need to do consider
as separate scope or project now this is very important that you need to go back
to the customer and say that hey this change is not linked to the project
charter so it's better that we consider it as a separate project and not take it
as a part of this project so you can go and tell Angela that okay maybe the
higher version is not within the scope so it you have to consider it as a
separate project now if this is yes that you agree that it is a part of the
project scope then the next step is
within teams evaluate the impact of the change
now what this means is that you need to go back to the drawing board and see
that whether this change is affecting the schedule affecting the cost
affecting the resources affecting the communications affecting the quality
affecting the procurement so you need to go through each of the ten knowledge
areas of PMBOK and understand that what this particular change impacts in terms
of the knowledge areas and it is very important to go through this in detail
because that is what will take you through the to the next step which is so
this next step is more there are two parts to it one is internal which is go
to your sponsor and discuss change implications
and the external part goes as go to your customer and same now let us take this
example that iPhone 11 maybe costs $1,500 more than iPhone 10 so in this
internal aspect what you need to do is you go back to your sponsor which is
your XYZ bank right here and tell them that there will be an extra cost of
$1,500 in the project are they okay to it or is your sponsor okay to it that is
the first step second step you go to Angela who is your customer and ask that
okay since she is going for an iPhone 11
which is of a higher version than iPhone 10 there will be an incremental cost of
$1,500 is she okay with it now this step is called the icc loop so what
essentially happens in this step is within the sponsor and the client both
of them gets aligned with the impact of the change now the impact may be in
terms of cost only which is may be this particular iPhone it costs there is an
impact only in terms of cost may be the impact can be in terms of schedule so
maybe iPhone 11 will take 15 days more to procure than iPhone 10
so both the sponsor and Angela both of them should be aware and should align
that okay it is acceptable to have 15 days more of a schedule hurt and a cost
hurt of $1,500 to get thus this scope or get this change aligned now when this
change is aligned with in the ICC loop that both the sponsor and the customer
both are aware of what the impact of change is in terms of the 10 knowledge
area then comes the next step which is the change is taken to the
take change request to change control board now this may be something new for
some of the organizations because other than the core project management
organizations there doesn't exist a change control board but the ideal role
of this board is to evaluate all the changes coming from the different
projects so this is an independent body which is present in a company which
evaluates all the chains coming from the different projects running at the same
time in the company now after this ICC loop is closed then the change is taken
to the change control board okay with both the positives and negatives of the
change now a change can also be positive guys like if this we take this example
maybe iPhone 11 costs $1,500 more but maybe it is quicker to procure than
iPhone 10 okay so there can be a positive change that by going to I phone
11 we can expedite the schedule by 7 days so you can also think like this now
the next step which is after this change is taken to the change control boards
there is another decision point and this decision points has three arcs to it
maybe three options first is approval that the change is approved by the
change control board so the change Control Board says okay go ahead and
proc your iPhone 11 and we are okay to take the heart of $1500 and 14 days to
get a iPhone 11 rather than iPhone 10 the second option may be a change goes
on hold that the change control board is not very sure or maybe they can say that
this step is not done properly now maybe there has been some confusions in terms
of some of the knowledge so the change control can board can tell
the project manager to go back and revisit the impact and come back to them
the third one will be rejected so the change Control Board says that Angela
should remain happy with iPhone 10 and she will not get iPhone 11 so that's
okay yeah now what happens when the change is
approved you update change log and
execute so once the change is approved you get all the funds you have all the
alignments in place you update the change log and go ahead and execute the
change if it is on hold then what do you do you update the change log as well
here and put it on hold so change log the repository of all the changes which
has come or which is coming or which will be coming for us for a project and
it has a categorization of which changes are approved which are on hold or which
are rejected so a change on hold means maybe the change Control Board will
visit this change once again in a couple of days now if it is rejected will you
close the loop here maybe not so the important thing here also is you need to
update the change log
this step as we talked right now which is updating the changelog is a very
important one and it often gets missed by a lot of MP candidates okay and they
say that okay if the change is rejected we go ahead and close the project or
move ahead with the project and they miss out on this option it is very
important please keep in mind that without updating the change lock no
change loop is closed another important point which I will write just here is
sponsor is the final approver okay of any change now this is very important
guys I have personally got two to three questions wrong in some of my mock exams
where it may blindfold you or it may confuse you by saying that okay the CCP
approves the change or the CCP puts the change on hold it's it's not like that
as per PMBOK the sponsor is the final approver of change now even if CCP goes
ahead and gives them recommendation that the change is rejected if the sponsor
thinks that the change needs to be done it will be done so it is very important
to keep in mind that the sponsor is the final approver
with that we come to the closure of the
CMP flowchart okay now what you need to do is you need to go through this chart
again step by step and understand that which step is with what intent that is
very important and try to answer some questions so with respect to this
particular flowchart and that will really help so next what we will do is
we will take up two quick questions from Rita Mulkey and use this flow chart
which you write see on your screen to solve those questions and you will see
the beauty of this flow chart that how this flow chart with easily help you
will easily help you to eliminate the wrong options and choose the right
options so we move on to question number one
this is the first question feel free to pause the video and take a shot at it
now the answer to this question lies here which is the change control flow
chart now what this question is asking it is asking that the primary customer
of a project has requested an application change and now how should
you address the issue the correct answer to this question is option B which is
create a formal change request now why is this option correct if you see here
the customer has requested and change application change okay now if you go to
this portion of the flowchart what it says that after a request comes and you
know that what the customer is asking that you know that up line what the
change is document and create a formal change request and that's why option B
is the correct option now if you go with develop a risk management plan or inform
the project sponsor of the changes to cost hope excetra which essentially
links to these steps of icc loop you will get the question wrong because it
violates the flow chart or the flow of the change management process so the
correct answer to this question is option B this one is the second
question-it is also from rita Mulkey pause the video and try to answer this
question the correct answer to this question is option number D which is
evaluate the impact on other project constraints now why is this option
correct if you focus on this part of the CNP flowchart it says that after a
formal change request has been created and you have established the linkage to
the project scope none of these are present in the options you move on to
the evaluation purpose so that is why this option is the most correct option
now if there was one option which talked about document the formal change request
or try to link the change to project scope that would have been the right
answer but if you see these options it does not mention these two steps okay
and that is why option D is the correct option option C is wrong and why is that
because it talks about a process which happens far down the change control
process change control flowchart which is this one so CCP comes into picture
here which is later then after you evaluate the changes and with the impact
on all okay so that is why option C is wrong and D is the correct answer to
this question
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[Music]