A change management flow chart is a visual aid that enables you to understand how the change control process integrated within the organization looks like. The flow chart helps show the modifications made, the controls put in place as well as the framework that is used to manage the changes within the system.
Breakdown of the Change Management Flow Chart
1. Change Initiation Request
The first step that you will encounter in any change management flow chart is the change initiation point. This is the point at which a problem is identified within the organization, and which will require you to change the system in order to solve it.
One of the parties who can initiate change is the customer, who may request for a change in how things are done to deal with a problem that has arisen. This customer may also complain of the inability to access certain functionalities within the current system.
Sometimes the stakeholders within the organization itself may initiate the change. In such a case, the initiation of change may arise due to challenges that the organization faces in its field, which in turn may affect its competitiveness.
2. Change Request Analysis
Once a request for change has been put forward, the next part of the flow chart will show the steps taken to analyze that request. The relevant parties within the organization, which may include the project manager or feasibility committee, will have to determine if making changes is a feasible thing.
The costs and benefits as well as technical feasibility will be determined at this stage.
3. Change Evaluation
If the change request is given merit, then the parties concerned will give their approval. Otherwise, the potential change process is cancelled or alternatives will be offered.
4. Change Planning
Change planning is also part of the flow chart showing the change management process. Since change does not happen overnight, steps have to be taken to determine the extent of change to be made and its impact in the organization.
During the change planning stage, the framework that will be used is decided upon and saved subject to modifications later on, should the need arise. Without this stage, the process of implementing changes will not succeed.
5. Change Implementation
At the change implementation stage, the actual changes within the system of the organization are executed to solve the problems that the customer complained about.
Tests are done to ensure the new system after the changes is up to task. Documentations and policies are also modified to reflect the new changes.
During the change implementation stage, the new system is published to allow the relevant stakeholders to access and use it.
6. Change Review and Completion
Once the new system has been published, the changes made are reviewed and verified. That change is then deemed complete, which means another change request should result in a new process all over again.
Additional Things Included In the Change Management Flow Chart
In addition to the different stages and processes required to initiate change and see it through to the end, there are other things included in the flow chart for change management.
Some of the additional things include descriptions of the processes and activities, definitions of tasks to be done, the specific parties who will implement the changes within the system as well as the deliverables that each activity should bring about.
Once you understand the change management flow chart, it becomes much easier to implement any changes required in your organization.