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The Change Coordinator manages the flow of documents for project or system changes, requiring detail orientation and multitasking skills. A related postsecondary education is preferred, and the coordinator must ensure compliance and appropriate approval for change requests.
The primary role of the Change Coordinator is to coordinate the flow of documents surrounding any change to an ongoing project or large system. To be successful in this role, must be detail oriented, work with complex projects and have excellent multi-tasking skills. Change management is the process of controlling and managing change and this position is central to this process.
There is no specific training program to become a change coordinator. Instead, the vast majority of employers require the change coordinator to have completed formal postsecondary education in a related field. This may include accounting, business, management or computer systems. These programs can be completed at the college or university level and usually require three to four years of full-time study.
The three main tasks for a change coordinator are implementing a change management process, designing the business process to support it, and ensuring compliance. The details of the process will vary, but there will always be the person requesting the change, the project lead responsible for reviewing the request, and notifying the team of the status of the request. Most companies design a multi-part form or electronic workflow to handle this process.
There are two aspects to change management that must be in place for it to work properly: the documentation of the request and the appropriate approval. The request documentation must include the actual item to be changed, the business rationale for the request, and the anticipated benefits and risks inherent in the request. All changes must have a clear benefit, either by improving a process or solving a problem.
The approval process is essential in change management and it is the Change Coordinator’s responsibility to ensure that all requests are approved by the appropriate person. Requiring approval from senior staff, all requests must be explained to a member of the management team, who may have a different perspective and see additional risks or benefits. Additionally, this process reduces the risk that personnel will request a change that will reduce internal controls.
Ensuring compliance is an important part of the change coordinator’s role. He is responsible for issuing tracking numbers for changes and reviewing project plans to ensure that all change requests are assigned a number. Also, it is important to verify that the approver is responsible for the area that will be affected by the change request. For example, the floor manager should not be able to approve a change request related to the central financial system, as he is not responsible for that area.
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