Program Change Request Management (PgMP) and Flow – The Standard for Program Management

Change is inevitable in every walk of our lives. Project, program, and portfolio management (PPP) are no different. However, the way changes are handled will differ in respective P-P-P management. 

Projects handle change with respect to the baseline and success is typically measured in terms meeting various constraints such as scope, schedule, cost, quality etc. Programs, on the other hands, takes a group of interrelated projects (and/or subprograms) to deliver benefits, which is otherwise not possible if you manage them individually. Hence, the program success is mainly about delivering benefits coming from program outcomes. For portfolios – in sharp contrast – it's fundamentally about managing strategic changes.

Hence, I keep on saying in my interactions with Program Managers:

Projects are agents of change. Programs are coordinators of change. Portfolios are strategists of change. 

In this case, I'll focus on Program Change Management, which is key topic to know for aspiring Program Management Professionals (PgMPs) from Project Management Institute (PMI). 

For PMP change management flow, refer to this article. It’s one of the most-read articles. 

For PfMP change management, refer to this course: PfMP Live Lessons – Guaranteed Pass, which goes deeper into the strategic change management.

Note: There is no concept of processes or knowledge areas in PMI's Program Management Standard (SPgM). Rather we have various supporting activities and of course, the core activity of Program Integration Management. 

Program Management is much complex compared to Project Management as it’ll have a number of interrelated components driven together to deliver benefits. Hence, it’s best to simplify in understanding Change Request management for programs. The simplified flow diagram is shown below.

10 Key Points to Understand Program Change Request Management and Flow

Here are the 10 key points about program change request management. The reference for it taken from the Standard for Program Management from PMI.

1. A Program Change Request (PgCR) is a formal proposal to modify any program document, deliverable, or baseline. A PgCR can be a corrective action, preventive action or an update to program-level document.
2. During program formulation, we have the change assessment in the Program Change Assessment activity (shown above). The output of this activity is the Program Change Assessment. It happens with other assessments related to scope, schedule, financial, information, risk, quality etc.
   This helps in preparation the Program Charter (PgC), which in turn enables the preparation of the Program Management Plan (PgMP).
3. Our next activity is the Program Change Management Planning activity (shown above) in Program Definition phase. Here we create the Program Change Management Plan (PgCMP). It's a subsidiary plan of the PgMP. 
4. The Program Change Thresholds are also decided in the above-mentioned planning activity. The thresholds inform the level of change thresholds that should trigger the change process. For example, above 10% budget impact will be handled at the program level. 
5. The Program Change Management Plan (PgCMP) has the approach for capturing the change requests, evaluating each change, determining how to dispose the change, and communicating the decisions to the (impacted) stakeholders. 
6. The PgCMP is then fed into the next activity, i.e., the Program Change Management activity (shown above). It has both executing and monitoring & controlling aspects. This activity belongs to the Program Delivery Phase of the Program Life Cycle. 
7. All Change Requests are logged in a program-level document called Program Change Log. This log is created during the Program Delivery Phase and it’s created in the Program Change Management activity.  
8. The Program Steering Committee (also known as Program Governance Board) decides to approve or reject a requested change. Whatever may be the decision, it's recorded in the Program Change Log and the decision is communicated. Program Change Control ensures it. 
9. The PgCR, if approved, is called Approved Change Request. It is then implemented and this can result in the updates to component plans as well subsidiary plans of the PgMP such as schedule management plan, financial management plan, program roadmap etc. 
10. The Change Decisions are always in the accordance with the Program Governance.
    The Program Governance Board or an appropriate body is responsible for defining the types of changes that a program manager can independently authorize/approve or that would require further discussion prior to approval.

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The three key activities in Program Change Management cleanly maps into the various phases of the Program Life Cycle. It's shown in the below table.

That’s it! 

Was it difficult to understand? I believe it’s not. 

Again, do note that I’ve highly simplified the concept of program change management. As you go deeper, you’ll find many aspects to program change management. 

Nevertheless, simple things are always easier to remember, recall, and apply. 

Finally, as I close, I'll say this:

For projects, it's about integrated change control. 

For programs, it's about program governance and coordinated change control. 

For portfolios, it's about portfolio governance and strategic change management. 

Change Management:

[1] Change Request Flow (PMP) - PMBOK Guide 

[2] PfMP Live Lessons - Guaranteed Pass or Your Money Back

[3] PMP Live Lessons - Guaranteed Pass or Your Money Back

The Practical Scaling Imperative: 10 Lessons for An Aspiring CIPSA

 

The Certified in Practical Scaled Agile (CIPSA) framework helps professionals navigate scaling complexity by providing principle-driven, hands-on guidance for multi-team delivery. 

Based on the experiences of professionals who have taken the CIPSA course, the following lessons highlight the imperatives, mindset, and practices every aspiring CIPSA must embrace to succeed in real-world scaled Agile delivery.

I interact with them frequently and keenly listen to them. And I learn from them. 

Following are some of the lessons for aspiring CIPSAs.

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1. Never, ever and under no circumstances think only at the team level.

A CIPSA must always see the bigger team, i.e., the CIPSA team, at scale. It is not about the individual Scrum or Kanban teams. To know more on CIPSA team, see here.

Scaled delivery succeeds only when teams understand how their work contributes to the larger product outcome. Thinking only at the team level leads to local optimization, local efficiency, but global ineffectiveness and inefficiency.

2. Never, ever and under no circumstances learn scaling without hands-on approach and software tools.

There is a plethora of Scaled Agile approaches, worldwide. However, not one – I repeat, not even one – tells how to do scaling in a practical, hands-on manner.

Nobody has truly learned anything by reading theoretical content. To learn, you have to do it hands-on. Agility scales through practice, not theory. 

You don’t scale by adopting a framework. You scale by doing the work. 

3. Never, ever and under no circumstances maintain multiple product backlogs for the same product.

One product demands one backlog. Vision at any time is only one and it’s part of the backlog. Multiple Scrum or Kanban teams under the CIPSA Team must move toward one shared vision. 

When teams maintain separate backlogs at the product level, priorities diverge, coordination collapses, and above all, nothing can really get accomplished. The single backlog ensures that all teams pull from the same prioritized source of work.

However, do note that there can be individual team backlogs. All these team backlogs will constitute the CIPSA Backlog – be it CIPSA Sprint Backlog (see here) or CIPSA Kanban Backlog (see here). 

4. Never, ever and under no circumstances ignore cross-team dependencies.

Dependencies are inevitable in scaled environments. In fact, you, as the Principal Scrum Master or Chief Product Owner, must know these dependencies. 

The responsibility of a CIPSA is to identify, visualize, and manage them proactively. Hidden dependencies often become the biggest delivery risks and stifle the delivery of CIPSA Integrated Increment (see here). 

5. Never, ever and under no circumstances refine work (backlog refinement) in isolation.

Backlog refinement in a scaled environment must involve multiple teams when work overlaps. It’s a dedicated meta-event for the CIPSA team and happens periodically. Without this event, the CIPSA Backlog can’t be properly prepared in the CIPSA Planning meta-event. 

Collaborative refinement ensures that teams understand upcoming work, dependencies, and integration points.

6. Never, ever and under no circumstances allow events to happen without synchronization. 

Scaled Agile delivery depends on synchronized events, e.g., in CIPSA Scaled Scrum, the Sprints are synchronized across teams. See here for an in-depth understanding on Sprint synchronization for multiple-teams. 

With it, all teams stay aligned and dependencies are managed effectively. Even if individual teams are performing well, lack of synchronization can cause misalignment, delays, and integration issues. Under no circumstance should a CIPSA allow teams to operate their events in silos when their work contributes to a shared product increment.

7. Never, ever and under no circumstances deliver work that cannot be integrated or cannot deliver an Integrated Increment. 

The purpose of scaling Agile is not parallel development. It’s about integrated delivery. The end goal in every Sprint or Release is to have a CIPSA Integrated Increment. 

You, as a CIPSA or an aspiring one, must ensure that increments from multiple teams combine into a cohesive product increment. See here for CIPSA Integrated Increment. 

8. Never, ever and under no circumstances allow lack of transparency across teams.

Visibility is the lifeblood of scaled agility. CIPSA team-level metrics should be shared clearly. Dashboard should be visible to all. Progress tracking to be on information radiators and entire team should be able to see it. 

This ensures transparency for all team members and stakeholders.

9. Never, ever and under no circumstances avoid CIPSA retrospectives.

The CIPSA framework has meta-events such as CIPSA Planning, CIPSA Retrospectives etc. I’ve consistently maintained that retrospectives and follow-up actions based on these retrospectives are of paramount importance. See here on the importance of retrospective. 

Some of the most critical improvements lie between teams rather than within the teams. Cross-team retrospectives help address systemic issues affecting collaboration, coordination, and flow – the latter in CIPSA Scaled Kanban. See here.

In fact, in the early stages of scaling, it’s CIPSA retrospectives that will bring the most value to your team. 

10. Never, ever and under no circumstances choose a “branded” framework over practical result.

The philosophy behind CIPSA emphasizes practical implementation. It’s a framework with ample guidance on how to proceed with hands-on software tools and scaling. 

Thorough explanation has been given on the implementation part taking real-world projects. This enables you to learn in the most effective way. 

What good is a “brand” if you can’t apply your learning in a hands-on manner from Day-1?

What good is a “brand” if you’ve paid loads of money, but have no real-world, practical use?

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In conclusion, I’ll say the following. 

Many organizations proudly claim they have “Scaled Agile” and doing “Agile Transformation,” yet what they often have is a collection of independent Agile teams moving in different directions in Brownian motion. 

I’ve asked many Scaled Agile Practitioners who have been certified on “branded frameworks”:

• Can you show me a Scaled Backlog?
• Can you show the cross-team dependencies in a Scaled Agile Team?
• Can you show how you add the Meta-Events and how to track them?
• Can you create an integrated Burn-down/up chart for the entire team?
• Can you demonstrate how to allocate scarce, yet critical resources and resolve overallocations?
• And many more practical ones.

They don’t know and can’t demonstrate. And it’s certainly not their fault. 

They’ve just got a “branded certification” to show to their employers. They’ve flocked to it due to end-less marketing, promos and sometimes even film-actors parroting it! But it has no real-life value, no practical use other than “some branded tags”.  

Some believe that simply adding more Scrum or Kanban teams automatically leads to scalable delivery. It does not! Some others assume that coordination will somehow emerge organically once teams adopt Agile practices. The ground reality is far different and harsher. 

My experience in multi-team Agile environments in early last decade, learning from professionals who use my courses over the years, and above all the professionals pursuing the Certified In Practical Scaled Agile (CIPSA) course teach me the following:

True learning, implementation, and delivery happen in a practical, hands-on manner. No other methods come close. The best companies in the world understand this and ask their engineers to do it hands-on from the very beginning. 

If you are serious about understanding how Agile truly works at scale, there is no better way to learn than by immersing yourself in the CIPSA course.

👉 [Enroll Today] Pay via PayPal/Bank transfer. Email: managementyogi@gmail.com. Enroll in 24hrs.

CIPSA Certification:

[1] NEW Scaled Agile Certification Course: Certified In Practical Scaled Agile (CIPSA)

[2] Frequently Asked Questions (FAQs) - CIPSA Certification  

[3] New Practical Scaled Agile Framework – The CIPSA Framework Guide

Practical Scaled Agile (CIPSA) Certification: CIPSA Cross-Team Backlog Refinement – What It Is and What It Is Not!

There are meta-events in the CIPSA Framework such as:

• CIPSA Planning,
• CIPSA Daily Stand-ups
• CIPSA Review
• CIPSA Retrospective, among others.

One of the meta-events which usually gets overlooked is the CIPSA Cross-Team Backlog Refinement. 

It’s an ongoing activity for the CIPSA Team. In this article, we will know more on it.

The content of this article is based on the CIPSA Framework. See here. 

Exhaustive explanation is part of the CIPSA Certification Course. See here. CIPSA is world's only Practical Scaled-Agile certification. It supports both Scrum at Scale and Kanban at Scale.

To read all articles of this series use the below link: 

What It's and What It's Not series for CIPSA

CIPSA Cross-Team Backlog Refinement – What It’s and What It’s Not

Among many, the following are some of the top ones. Detailed explanations with practical, hands-on demonstration using real-world projects is part of the certification course.

1. Not Team Specific, but Cross-Team Effort: The Backlog Refinement is not limited to a single team working on its own backlog items, but it's a cross-team effort. 

Representatives from multiple Scrum or Kanban teams who share the same Product Backlog will be participating in this meta-event. This cross-team collaboration meta-event helps ensure that different perspectives are considered, dependencies are identified early, and the upcoming work is understood.

2. Not Optional, but Mandatory: Backlog refinement is not an optional one, but it's mandatory for the CIPSA Team. 

Backlog refinement in the CIPSA context is not an optional or occasional activity that teams perform only when they feel the need. It is an essential meta-event that ensures the Product Backlog remains clear, relevant, and ready for planning. 

Without this refinement, planning sessions may become inefficient due to unclear requirements, missing details, or unresolved dependencies. Do note that the CIPSA Planning meta-event usually happens after backlog refinement. 

3. Not One-time, but Ongoing: The refinement session is not one-time session, but it's an ongoing one throughout the life of the product/service delivery. 

The backlog is not a static list that remains unchanged until planning begins. Instead, it evolves continuously as new information emerges, feedback is gathered, and priorities shift. The CIPSA Backlog Refinement meta-event reflects this dynamic nature - clarify, adjust, reorder, or even remove as needed.

4. Not Isolated, but Aligned: The refinement session is not done in isolation, but it's in alignment with the organization's strategic goals and objectives.

Backlog refinement does not happen in isolation from the broader product strategy and/or organizational goals. Rather, it ensures that the backlog items remain aligned with the product vision, which is in turn is alignment with strategic priorities of your organization. 

5. Not CIPSA Planning, but a Prep for CIPSA Planning: The Cross-team backlog refinement meta-event doesn't replace the CIPSA Planning meta-event, but in a way complements it.

CIPSA Backlog Refinement should not be confused with the CIPSA Planning meta-event itself. Its role is to prepare backlog items so that planning can be effective and focused. It clarifies scope, identifies inter-team dependencies, and ensures readiness beforehand.

6. Not a Commitment Session, but a Forecasting Tool: This meta-event is not a commitment session for the CIPSA team members, but it's a forecasting tool.

The purpose of backlog refinement is not to commit teams to delivering specific items. Instead, it helps create a realistic forecast of what work might be feasible in upcoming Sprints – as in CIPSA Scaled Scrum (see here), or Releases – as in CIPSA Scaled Kanban (see here).  

CIPSA Cross-Team Backlog Refinement – Summary Table

The summary table is shown below. The complete table is part of the CIPSA certification course.

Conclusion

I believe this post will bring a lot of clarity with respect to the Cross-Team Backlog Refinement meta-event. 

The CIPSA certification, based on the CIPSA framework, focuses on practical scaling with hands-on software tools. The CIPSA certification course has a 70%:30% ratio – 70% practical and 30% theoretical. As a matter of fact, it's world's only Practical Scaled Agile certification. 

Want to experience it hands-on? Become a CIPSA. It’s world’s only Practical Scaled Agile certification.

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CIPSA Success Stories and Reviews:

[1] From CHAMP to CIPSA – Taking Agile to the Next Level with Scaled Scrum and Scaled Kanban

[2] Scaling Agile: Key Insights from the CIPSA Framework Introduction

CIPSA Sample Videos and Questions:

[1] CIPSA Sample Video List (Choose a Video)

[2] CIPSA Video Playlist (Complete Playlist)

CIPSA Certification:

[1] Scaled Agile Certification Course: Certified In Practical Scaled Agile (CIPSA)

[2] Frequently Asked Questions (FAQs) - CIPSA Certification