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Change management is a sort of management within a project that combines formal and informal procedures to integrate and coordinate changes during the project lifecycle. It is closely concerned with all functions and sub-systems of the project management. It is focused on providing efficient solutions to secure the project and save it from negative impacts. It is a comprehensive process that presumes the following activities:
- Considering internal and external factors related to the project
- Forecasting potential changes in the project
- Defining changes occurred
- Planning actions to warn negative influences over the project
- Managing accepted changes
- Coordinating changes throughout the project
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Change management assumes formal process of making changes in general plan, budget and work schedules of the project. The system should be built at the initial stage of project development, before the general plan is drawn up. The goal of project management lies in accepting approval for financing the project when the project content is changed. For efficient change management the project team requires a software program to control changes and manage the project.
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VIP Task Manager is an excellent product which is well designed, easy to use and understand. VIP Task Manager offers fast and efficient change control and project management. The software defines precisely what information you may need to store info about changes. VIP Task Manager allows to make estimations of change influences upon the project and calculations of required values. In Calendar view with easy drag-and-drop features there can be created project schedules and timesheets. VIP Task Manager gives you the following advantages for your project change management:
- Creating a new workflow and editing current ones. For fast change management you can easily create a new workflow and add new task statuses. Also the existing workflow can be modified in few steps by using "Custom Workflow" tool.
- Getting secured access to project database. Once a resource is created in the project database, an employee gets personal login and password. Access to the database tasks and task groups can be restricted by using Permission panel.
- Working through LAN or Internet. Project participants can use VIP Task Manager to share tasks and communicate with each other through local networks and internet. The software allows to work with remote users all over the world.
- Getting full history of changes. Each task has "History" option in which the application records all task changes. For effective change management you can use that option in order to track the history of tasks.
- Adding user comments and notes. "Comments" tab or panel is one more task option that allows to leave messages to responsible employees and comment their performance. In "Note" task option you can specify task details. This option has text formatting capabilities, for example, text color, size, alignment, etc.
- Attaching all types of documents and links. To reduce paperwork and increase efficiency of change management you can attach project documents to tasks. In such a way all assigned resources will share the project documentation.
- Featured custom field. To estimate change influence you need to calculate some values like working hours, budget, milestones, etc. VIP Task Manager offers a flexible custom field that can calculate any values.
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- Building detailed reports in popular formats. Reporting is an essential part of change management because well-designed report allows to make quick analysis. In VIP Task Manager you can build a report in graph,text or HTML view. The report includes all task option like "general information", "Attachment", "Notes", "Comments", etc. The task list view can be also exported into Microsoft Excel for further formatting.
- Maintain up-to-date all employees. VIP Task Manager has the system of automatic notifications that alerts responsible resources any time when task is changed. This will help managers to manage changes efficiently. The system can send notifications to email addresses.
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