Change Request Form FAQs
1) What is a change request?
A change request is a formal notification to a company or organization that a change to an existing product, service, or system is necessary. The adjustment could be due to a customer request, a change in regulations, or because the original product or service is no longer meeting the customer’s needs. It’s up to the company or organization to decide whether or not to implement the change.
2) How do you write a change request document?
When writing a change request document, it’s essential to be clear and concise. Include all relevant information, such as the nature of the requested change, the impacted areas, and any potential risks associated with the change.
Start by describing the issue you’re trying to address and then outline the proposed changes. Include the reasons for each change and any potential risks or benefits. Last, provide an estimated cost and timeline for implementation.
Assuming you have all the necessary information, writing a change request document shouldn’t take more than a few minutes. However, before moving forward, confirm that all stakeholders are on board with the proposed changes. Otherwise, you may find yourself dealing with a lot of resistance.
Regardless of the type, a change request form typically contains the following sections:
- Summary of the change: a brief description of the proposed change
- Details of the change: a detailed explanation of the proposed change and the reasons for the request
- Impact of the change: the potential benefits that could result from implementing the proposed change
- Approval process: relevant information about the approval process and who needs to approve the request
- Implementation plan: details of how and when the proposed change will be implemented
- Risks and mitigation: potential risks and mitigation strategies for the risks identified
- Related tickets: identification of any existing support tickets related to the proposed change
- Sign-off: a space where the individual requesting the change can sign and date the form
3) What is an example of a change request?
There are many types of change requests; some common examples include proposals for new features or functionality, changes to existing features or functionality, and changes to the delivery of a product or service. Below is a simple example of a support team’s request to make the home icon more accessible in their app:
- Summary of the change: Replace the home icon on the XYZ app.
- Details of the change: We need to differentiate the XYZ home icon since people are confusing it with the menu icon.
- Impact of the change: The user experience will improve, and we’ll receive fewer complaints regarding our app.
- Approval process: We need approval from our CTO and design team.
- Implementation plan: The design team will create a new home icon over the next week, and our development team will ensure its deployment across our digital assets.
- Risks and mitigation: We may further confuse users by changing the system’s layout. Before making the changes public, we should test the new design on a small user group.
- Related tickets: 123, 145, 176, 185, and 192
- Sign-off: CTO
4) What is a document change request form?
A document change request form allows individuals to request changes to official documentation like standard operating procedures, instruction manuals, etc. The form typically includes fields for the name of the document, the date, the requested changes, and the name of the person making the request.
The purpose of a document change request form is to standardize the process for requesting changes. Standardization helps ensure that an organization can track all requests and notify the appropriate people about the changes. It also prevents anyone from making unauthorized changes to a document.
5) How do you present a change request?
When presenting a change request, be clear and concise. Include any documentation that supports the change, such as support tickets, data showing the impact, or team requests.
You can present change requests in person, in writing, or electronically. Whichever method you choose, be sure to include all relevant information so the appropriate decision-makers can properly consider your request.
6) What are the different types of change requests?
Change requests will vary widely depending on your industry and role, but these are some of the most common ones:
- A request for new functionality or features
- A request to change existing functionality
- A request to add or remove data from a system
- A request for a change in design or layout
- A request for a change in business process or workflow
- A request for new or changed reports or other outputs from a system
Some change requests will be specific, while others may be more general in nature. It’s important to evaluate each request carefully to determine its potential impact on the system and its users.
7) What is the purpose of the change request form?
A change request form provides an easy way for employees or other stakeholders within an organization to request changes to a specific project, whether it’s a change to the budget, scope, requirements, resources, timeline, or other aspect of the project.
A change request form establishes a change management process to make sure that requests don’t get lost or shuffled from department to department. The process also allows requests to be addressed in a timely manner, while giving employees a clear way to submit requests.
8) What information should be included in a change request form?
The change request form should include information about the requestor, including their name, email, department, manager, etc. The requestor can then provide specific details about the change request, including the project, phase, and level of priority. Make sure to include space for the individual to describe the benefits and risks of the proposed change. You can also include a signature field.
9) What are the subtypes of a change request form?
There are many different types of change request forms. Some of the most common use cases for change request forms are for
- Technical changes
- Schedule changes
- Design changes
- Risk management changes
- Compliance changes
- Quality or scope changes
10) What are the benefits of using a change request form?
Change request forms provide an easily accessible, formal way for employees within an organization to request changes to processes, which encourages transparency and accountability. These forms also help to streamline change management by making it easier to collect, evaluate, and approve or deny changes. Additionally, submissions are automatically stored and organized, so there’s less chance that they will slip through the cracks.
11) How can I customize a change request form template?
With Jotform’s intuitive drag-and-drop form builder, you can customize your change request form in minutes. Add, delete, or rearrange form fields, switch up fonts and colors, include your logo, and much more. You can even integrate with 100-plus third-party apps to connect with your favorite project management platforms.
12) Can multiple change requests be submitted using the same form?
Yes, it’s possible to submit multiple change requests using the same form. With Jotform, your users can send in as many requests as they need to, and each one will be recorded as a separate submission. You can also allow users to select more than one type of change category in the request form.
13) Is it possible to track the status of a change request form?
You can easily track the status of a change request form! With Jotform Tables, you can manage multiple projects in a single place by visualizing, organizing, and tracking requests submitted through online forms. Additionally, you can use Jotform Approvals to review approval requests and take action quickly — all in the same platform.
If you want to let your colleagues track requests, use Jotform Teams to create shared workspaces for everyone in your organization while staying in control of access permissions. Streamline workflows, track multiple requests, and assign roles to different team members.
14) Can change request forms be submitted by anyone within an organization or are they limited to certain roles?
This is up to you! It’s absolutely possible for anyone in an organization to submit change request forms. However, if you only want managers to be able to fill out change request forms, for example, you can make the form private and only accessible by invitation.
15) Are there any templates available for creating a change request form?
You’re in luck, because Jotform has several handy templates for creating a change request form. Check out our free online form templates, search for change request forms, then choose one that suits your needs. Once you’ve customized it to your liking, it’s ready to share in seconds.
16) How are priorities assigned to different change requests submitted through a change request form?
In your change request form, you can require users to select a priority for their request by creating a question with options for low, medium, or high priority. Then, when the request is submitted, you can sort submissions based on these answers to deal with highest priority requests first.
