Change Management: How to Meet Your Project Scope on Time

-----Original Message-----

From: Kimble, Samantha L TOPLIANCE CORPORATION

Sent: Friday, December 09, 2011 1:50 PM

To: Doe, Jane L TOPLIANCE CORPORATION

Subject: RE: Online Sales Program Project Management

To ensure successful execution of the project plan, I have defined clear goals and conveyed them to the team members. The team has a real aptitude for website development and knows what tasks need to be completed as well as the timeline for when each task. The entire team was involved in creating the timeline and deciding who should be tasked to each individual assignment. We brainstormed to ensure that everyone’s area of expertise was utilized. Doing this gave the team a greater feeling of involvement in the project and increased proficiency.

Because they were involved in the planning, they take ownership of the project and it has caused each member to be more actively involved in ensuring the project gets done the right way. The team has a real can-do attitude and is excited to see the website develop into, what we hope will be the number one source of sales for TopLiance Corporation. We want to bring sales numbers to levels this company has never achieved with sales agents alone.

Milestones have been put into place to control the project and the projects quality. Measuring the progress of the project helps ameliorate the website. Metrics have been defined for the duration of each task to ensure timeliness, budget requirements, and quality expectations are met. Any quality issues will be addressed using Root Cause Analysis.  Performance and status reports will be provided to senior management biweekly.

The scope of the project will only be allowed to change if absolutely necessary. The requirements for the scope change would have to be essential. No cosmetic changes will be tolerated. A change management system will be in place to access the impact and help allocate time to any changes that absolutely must be made. I feel that the best way to prepare for any potential change is to ensure we are on track at all times so that we can best deal with any delay that may be caused.

The closing process will begin when the projects deliverables are completed. First, I will conduct audits to assess the completion and efficiency of the project. The website will then need to be transferred to a department that will oversee its upkeep and deal with any further technical issues. Select team members may also need to transfer with the website to help with any questions they have initially have. A small closing celebration will be organized to thank everyone for their hard work before the remainder of the team members are released to their next project assignments. I will complete the project file and ensure no essential information was left out before sending a final report to our stakeholders.

I feel that we have taken every step necessary in preparing for the successful completion of TopLiances online sales program. I am very excited to get started and look forward to working with you in the future. Let me know if there are any other questions that you need answered.

Thanks!

Samantha Kimble

Project Manager, TopLiance Corporation

Samantha.Kimble@TopLianceCorporation.com

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> -----Original Message-----

> From: Doe, Jane L TOPLIANCE CORPORATION

> Sent: Friday, December 09, 2011 1:33 PM

> To: Kimble, Samantha L TOPLIANCE CORPORATION

> Subject: Online Sales Program Project Management

>          Please provide an outline on how you will assure the successful completion of the  

> project. I am concerned that if the scope of the project changes, your team will not meet the  

> deadline.

>          v/r

>          Jane Doe

>          Director, TopLiance Corporation

>          Jane.Doe@TopLianceCorporation.com