Change is a natural part of any project. No matter how well a project is planned, new requirements, risks, or stakeholder expectations often emerge during execution. This is where Change Requests and a structured Approval Process play a critical role. Understanding how changes are evaluated and approved is not only essential for successful delivery but also a common interview topic for project and product roles.

This blog explains the end-to-end process of evaluating and approving Change Requests in a clear, practical, and interview-friendly way, with a strong focus on Integrated Change Control, Impact Analysis, and Scope Management.

What Is a Change Request in Project Management?

A Change Request is a formal proposal to modify any aspect of a project. It can relate to scope, schedule, cost, quality, resources, or even project objectives.

Change Requests typically arise due to:

  • New or evolving stakeholder needs
  • Technical or business constraints
  • Risk responses
  • Regulatory or compliance updates
  • Continuous improvement opportunities

In structured project environments, changes are not implemented casually. They must pass through Integrated Change Control to ensure alignment with project goals and organizational strategy.

Why Change Requests Must Be Controlled

Uncontrolled changes can lead to scope creep, budget overruns, missed deadlines, and team confusion. Effective Scope Management ensures that every change is evaluated carefully before approval.

A well-defined change control process helps:

  • Maintain project stability
  • Protect business value
  • Ensure transparency and accountability
  • Support informed decision-making

For interview preparation, remember this key idea: not all changes are bad, but unmanaged changes are risky.

Overview of Integrated Change Control

Integrated Change Control is the formal process used to review, approve, reject, or defer Change Requests. It ensures that approved changes are coordinated across all project areas.

This process typically involves:

  • Logging and documenting the change
  • Performing Impact Analysis
  • Reviewing the change with decision-makers
  • Approving or rejecting the change
  • Updating project plans and baselines

Integrated Change Control acts as a central gatekeeper, preventing rushed decisions and maintaining alignment across scope, schedule, cost, and quality.

Step-by-Step Process for Evaluating Change Requests

The change request process begins with the formal submission of a documented request. This ensures that the proposed change, its purpose, and initial impact are clearly captured for evaluation.

Step 1: Submission of the Change Request

Every change starts with a formal request. This may be submitted by stakeholders, team members, customers, or sponsors.

A good Change Request includes:

  • Description of the proposed change
  • Reason and business justification
  • Affected project areas
  • Urgency or priority

Formal documentation avoids misunderstandings and sets the foundation for objective evaluation.

Step 2: Logging and Initial Review

Once submitted, the Change Request is logged into a change register or tracking system.
An initial review checks:

  • Completeness of information
  • Alignment with project objectives
  • Whether it is a valid change or already covered in scope

At this stage, clearly invalid or duplicate requests may be filtered out to save time.

Step 3: Performing Impact Analysis

Impact Analysis is the most critical step in evaluating Change Requests. It examines how the proposed change will affect different project constraints.

Impact Analysis typically covers:

  • Scope impact: Does this add or modify deliverables?
  • Schedule impact: Will timelines change?
  • Cost impact: Are additional funds required?
  • Resource impact: Are new skills or capacity needed?
  • Risk impact: Does this introduce new risks or reduce existing ones?
  • Quality impact: Will standards or acceptance criteria change?

For interviews, emphasize that Impact Analysis supports data-driven decisions rather than emotional or political ones.

Step 4: Review by the Change Authority

After Impact Analysis, the Change Request is reviewed by an authorized decision-making body. This could be:

  • A project sponsor
  • A steering committee
  • A change control board
  • Product or portfolio leadership

The authority evaluates whether the benefits of the change outweigh the costs and risks. This step ensures governance and alignment with organizational priorities.

Step 5: Approval Process and Decision Making

The Approval Process results in one of the following decisions:

  • Approved: The change will be implemented
  • Rejected: The change is not viable or valuable
  • Deferred: The change may be revisited later
  • Approved with conditions: The change proceeds under specific constraints

Clear communication of decisions is essential to maintain trust and avoid confusion.

Step 6: Updating Project Documents and Plans

Once approved, the change must be formally integrated into the project.
This includes updates to:

  • Scope Management documents
  • Schedule and cost baselines
  • Risk registers
  • Requirement documentation
  • Communication plans

Failing to update documentation can create gaps between planning and execution.

Step 7: Implementation and Monitoring

Approved changes are implemented according to the updated plan.
The team monitors:

  • Whether the change delivers expected benefits
  • Any secondary impacts or risks
  • Stakeholder satisfaction

Monitoring ensures that the change adds value rather than introducing new problems.

Role of Scope Management in Change Evaluation

Scope Management plays a central role in evaluating Change Requests. It defines what is included and excluded from the project, making it easier to identify deviations.

Strong Scope Management helps teams:

  • Prevent uncontrolled expansion
  • Evaluate whether a change aligns with objectives
  • Maintain clarity on deliverables

In interviews, highlight that Scope Management does not block change but enables controlled and purposeful change.

Common Challenges in Managing Change Requests

Even with a structured process, teams may face challenges such as:

  • Stakeholders pushing urgent changes without analysis
  • Poorly defined Change Requests
  • Delays in approval decisions
  • Resistance from team members

Addressing these challenges requires clear communication, transparency, and a disciplined Approval Process.

Best Practices for Effective Change Request Management

To manage Change Requests effectively:

  • Encourage early and clear documentation
  • Perform thorough Impact Analysis
  • Maintain a single source of truth for changes
  • Involve the right decision-makers
  • Communicate outcomes clearly to all stakeholders

These practices demonstrate maturity and professionalism, which interviewers often look for.\

Conclusion

Change is unavoidable in projects, but chaos is not. A structured approach to evaluating and approving Change Requests ensures that projects remain aligned, controlled, and value-driven. Integrated Change Control provides the framework, Impact Analysis supports informed decisions, and Scope Management ensures clarity and discipline.

For professionals preparing for interviews, understanding this process end to end shows not only theoretical knowledge but also practical, real-world awareness of how successful projects handle change.