Document Change Request (DCR)

Quick Definition

As a part of change management and systems engineering, a DCR or document change request is a call for the adjustment of a system or process in which a problem has occurred. The DCR documents the standard operating procedure, the issue in the procedure and proposes a new plan to change the process in order to mitigate problems.Change requests generally stem from non-conformities or bugs within the product that are brought to attention by users, development in other systems, a change in standard operations or demands from senior management.

What is a Document Change Request (DCR)?

A Document Change Request (DCR) is a formalized process within project management and document control that facilitates the evaluation, approval, and implementation of proposed changes to project documentation. It is an integral aspect of the change management process, ensuring that any modifications or updates to project documents are thoroughly assessed for their impact on the project's deliverables, functionality, and overall success.

Key Elements of Document Change Requests

1. Change Request Form: A DCR typically starts with a change request form, which outlines the details of the proposed change, such as its nature, scope, and rationale.
2. Impact Assessment: During the change request process, an assessment is conducted to determine the potential impact of the change on project deliverables, schedules, and stakeholders.
3. Change Control Process: The change control process governs how change requests are managed, including their submission, review, approval, and implementation.
4. Change Request Template: Organizations often use standardized templates for DCRs to ensure consistency and completeness in the information provided.
5. Change Log: A change log maintains a historical record of all change requests, including project changes as well as product changes, documenting their lifecycle from request initiation to final implementation.

Types of Change Requests

Change requests can vary in nature, encompassing alterations to project plans, schedules, budgets, scope, or specific documents. They may involve changes requested by team members, stakeholders, or external parties.

The DCR Lifecycle

1. Request for Change: The process begins when a team member or stakeholder identifies the need for a change in project documentation and initiates a request for change.
2. Change Request Form Submission: The requestor completes a change request form, providing essential details about the requested change.
3. Change Request Review: The change request undergoes a review process, where its impact is assessed, and stakeholders evaluate its feasibility and alignment with project goals.
4. Approval and Sign-off: If the change is deemed necessary and beneficial, it is approved by the relevant stakeholders, often requiring their formal sign-off.
5. Change Implementation: Once approved, the change is integrated into the project documentation, and any necessary updates are made.
6. Change Control: The entire process is documented in a change control log, maintaining a historical record for future reference and ensuring transparency and accountability.

The Role of DCR in Project Management

In project management, DCRs play a critical role in maintaining document control and project integrity. They provide a systematic approach to managing change, ensuring that modifications are well-considered and aligned with project objectives.

Integration with Quality Management Systems (QMS)

DCRs are often integrated into Quality Management Systems (QMS) to ensure that changes are made in accordance with established quality standards and do not compromise project outcomes.

Conclusion

In conclusion, a Document Change Request (DCR) is an essential element of project management and document control, facilitating the systematic evaluation and implementation of proposed changes to project documentation. By following a structured DCR process, organizations can effectively manage change, maintain document control, and ensure that modifications align with project goals and stakeholder expectations.