Change Management Policy Template

Introduction

Change management policy Template details the procedures and protocols for effectively managing transitions within an organization. The policy encompasses various aspects, including the methods of communicating changes to all relevant parties, engaging employees throughout the process, and offering necessary support to facilitate adaptation.  A well-structured change management policy not only ensures that all stakeholders are aligned and understand their roles but also promotes a culture of adaptability, collaboration, and continuous improvement within the organization.

Purpose Of The Change Management Policy

The purpose of this Change Management Policy is to establish a standardized approach for managing changes to the organization’s information systems, infrastructure, and processes in alignment with the principles of the COSO Enterprise Risk Management (ERM) framework. This policy ensures that all changes are systematically reviewed, approved, and implemented in a controlled manner to reduce risks and support the organization’s strategic objectives.

Under the COSO framework, effective change management contributes to maintaining the integrity, confidentiality, and availability of information assets, which are essential for achieving organizational goals. Change Management Policy not only minimizes disruptions and risks associated with changes but also ensures that they are executed in a manner that supports the organization’s long-term sustainability and success.

Categories Of Change In Change Management Policy Template

The document outlines the management of normal, emergency, and major changes. While standard changes are pre-approved due to their low risk, they must still be recorded in the service desk system, and their implementation process must be fully documented, although they do not require the full review and approval process.

a. Normal Changes

Normal changes involve routine updates or modifications handled through the established change management process defined in this policy. These changes are managed to maximize resource efficiency and are not treated with the urgency required for emergency changes.

b. Emergency Changes

Emergency changes are implemented to resolve critical incidents or issues that affect live systems, whether internal or external. Ideally, all changes should be planned, but emergency changes must be logged promptly, even if complete details are unavailable at the time. The Change Advisory Board (CAB) must be informed to ensure proper oversight.

Steps for managing emergency changes include:

• Logging the change request as soon as possible.

• Informing the CAB of the situation.

• Following the standard change management process to the greatest extent possible.

• Convening an Emergency CAB (E-CAB) if expedited approval is required.

The Change Manager is responsible for:

• Ensuring adequate staffing and resources are available.

• Conducting as much testing as is feasible for the emergency change.

• Preparing and documenting back-out plans, which are provided to the implementer.

c. Major Changes

Major changes have a wide-reaching impact and are handled within the change management framework but require escalation to the IT Steering Group due to their significance. These changes are managed as projects, complete with dedicated budgets, project teams, and business cases. Any additional change requests arising during the project are treated as normal changes and follow the standard process.

Policy Statements In Change Management Policy Template

a. Documentation - All changes must be comprehensively documented to provide a clear record of their purpose, scope, and implementation details. This documentation should include information such as the reason for the change, the systems or processes affected, and the expected outcomes. All records must be securely stored in a centralized Change Management system, ensuring they are accessible for review, compliance checks, and future reference.

b. Review and Approval - Every change must undergo a structured review process to evaluate its necessity, feasibility, and alignment with organizational goals. This process involves assessing the potential benefits and risks of the change. Approval must be granted by the designated authority, such as the Change Advisory Board (CAB), before implementation. This ensures accountability and consistency in decision-making.

c. Minimize Disruption - Changes should be carefully planned and executed to reduce their impact on daily business operations. Where possible, changes should be scheduled during off-peak hours to minimize disruption to users and stakeholders. Contingency plans must also be in place to address potential issues that may arise during the change process.

d. Risk Assessment - Each proposed change must be subjected to a thorough risk assessment to identify potential threats or challenges. This assessment should evaluate the likelihood and impact of risks and outline strategies to mitigate them. By proactively addressing risks, the organization can enhance the success rate of changes while safeguarding critical operations.

e. Communication - Effective communication is essential to ensure that all relevant stakeholders are informed about upcoming changes. This includes providing details about the nature of the change, its anticipated impact, and the timeline for implementation. Clear and timely communication helps manage expectations, reduce resistance, and facilitate collaboration during the change process.

f. Audit and Compliance - Regular audits must be conducted to verify adherence to the Change Management Policy and identify opportunities for improvement. These audits should evaluate the effectiveness of the change management processes, ensure compliance with regulatory and organizational requirements, and highlight areas where adjustments may be needed to enhance performance and efficiency.

Conclusion

The Change Management Policy is a foundational element of effective organizational governance and risk management. By establishing a standardized approach to planning, reviewing, approving, and implementing changes, the policy ensures that all modifications to systems, infrastructure, and processes are conducted in a controlled and coordinated manner. This structured approach minimizes risks, reduces operational disruptions, and enhances the organization's ability to adapt to evolving needs.