Project change requests submitted through email or informal conversations give project managers and change control boards an inconsistent record of what is being requested, why, and what the downstream implications are. Scope changes arrive without risk assessments. Resource requirements are unstated. The list of people who need to review and approve the change is not documented at the point of request. Without a structured intake process, managing change requests consistently across multiple projects and stakeholders requires effort that should not fall on the project manager to orchestrate manually.
The Project Change Request template for SharePoint, built with Infowise Ultimate Forms, provides a comprehensive change request form that captures project identification, requestor details, change description and reason, technical specifications, impact assessment, risk management considerations, resource requirements, required approvers, and supporting documentation. Every request is stored as a complete, reviewable record in SharePoint.
How it works
Project identification and request context
The form captures the date of the request, project name, project manager, project ID or number, and current project status. Capturing project status at the point of the change request gives the reviewing team an immediate understanding of where the project stands before assessing the implications of the proposed change, without requiring a separate status update.
Requestor details and change description
The requestor's full name and role are captured alongside the full description of the needed changes and the reason the change is being requested. Capturing the requestor's role provides context for interpreting the change request, while the description and reason fields together ensure that every request arrives with both the what and the why clearly documented from the outset.
Specifications, impact, and risk
A specifications field captures the technical or functional detail of the proposed change. Separate fields for impact of change and risk management give the requestor the space to document what the change will affect and what risks need to be managed or mitigated. The change category field identifies what area of the project the change relates to, and a priority field captures the urgency level assigned by the requestor.
Resources and required approvers
A resources field captures what is needed to implement the change, giving the project manager and change control board the information needed to assess feasibility and cost before committing to a decision. A dedicated approvers field lists the names and roles of all individuals who need to review and approve the request, creating a formal record of the expected approval chain at the point of submission.
Supporting documentation and additional comments
A file upload field allows the requestor to attach any relevant documents, diagrams, or supporting materials directly to the change request record. An additional comments field captures any context not covered by the structured sections.
What you get
- A comprehensive project change request form covering project identification, requestor details, change description, reason, and specifications
- Impact of change, risk management, change category, and priority captured for thorough change control assessment
- Resource requirements and required approvers documented within the same record at the point of submission
- Supporting document upload linked directly to the change request record
- Every request stored as a complete, reviewable record in a standard SharePoint list
- Filterable by project, priority, change category, or current project status for change control board review
- Extendable with automated submission notifications and approval workflows using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Project Change Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All change request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
