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Approved Changes

Approved Changes are formally authorized adjustments to scope, requirements, or plans that result from an accepted change request. They permit updates to the Product Backlog, release and sprint plans, and related artifacts, and are communicated to all impacted stakeholders for implementation.

Key Points

  • Approved Changes are the authorized outcomes of evaluated change requests.
  • They are recorded, traceable decisions that modify backlog items, plans, or constraints.
  • They are created by the Product Owner or a designated change authority after impact analysis.
  • They feed into backlog refinement, prioritization, and release or sprint planning.
  • Mid-sprint, they are applied only if they do not jeopardize the Sprint Goal or if scope is swapped.
  • They must be communicated, scheduled, and verified through updated acceptance criteria.

Purpose

Approved Changes ensure that modifications to product scope or delivery approach are intentional, value-driven, and synchronized across the Scrum Team and stakeholders. They provide a lightweight, auditable mechanism to align evolving needs with the Product Vision and roadmap.

They also act as inputs to adjust the Product Backlog and plans without introducing uncontrolled scope creep.

Key Terms & Clauses

  • Change Request: A proposed alteration to scope, requirements, quality, timing, or constraints.
  • Change Authority: Usually the Product Owner; may include a change control board in governed environments.
  • Impact Assessment: Analysis of value, effort, risk, cost, dependencies, and schedule impact.
  • Traceability: Linking the approved change to affected epics, user stories, tests, and releases.
  • Acceptance Criteria: Updated criteria to validate the outcome of the approved change.
  • Sprint Goal Protection: Guardrail that discourages mid-sprint changes unless scope is negotiated.

How to Develop/Evaluate

  • Capture the change request in a change log or backlog note with clear rationale and expected benefits.
  • Perform impact analysis on value, effort, risk, dependencies, compliance, and delivery dates.
  • Consult stakeholders and the Scrum Team for sizing and feasibility; timebox the assessment.
  • Decide approval via the Product Owner or designated governance body; record decision and rationale.
  • Translate the approved change into updated or new backlog items, refined acceptance criteria, and plan adjustments.
  • Communicate the decision and next steps to the team and affected stakeholders.

How to Use

For product-level changes, update the Product Backlog: create or refine user stories, re-estimate, and reprioritize. If the change affects the current sprint, the Product Owner may negotiate a swap of equal effort items with the Development Team to preserve the Sprint Goal; otherwise, schedule it for a future sprint.

Update release plans, dependencies, and Definition of Done if needed. Ensure test cases reflect new acceptance criteria and verify completion during the Sprint Review.

Example Snippet

A stakeholder requests stronger authentication. After impact analysis, the Product Owner approves the change. A new user story for two-factor authentication is added, sized, and placed high in the Product Backlog. The current sprint is not disrupted; the item is planned into the next sprint, and related acceptance criteria and test cases are created.

Risks & Tips

  • Risk: Undermining the Sprint Goal with mid-sprint scope churn. Tip: Only swap scope if effort is equivalent and the team agrees.
  • Risk: Incomplete impact analysis leading to hidden dependencies. Tip: Involve technical leads and check integration points.
  • Risk: Decision opacity causing rework. Tip: Record rationale, date, and owner for every approved change.
  • Risk: Delayed approvals slowing value delivery. Tip: Timebox evaluation and empower the Product Owner as change authority.
  • Risk: Documentation gaps in tests and DoD. Tip: Update acceptance criteria, test cases, and definition of done immediately.

PMP/SCRUM Example Question

A change request is approved to add new reporting fields. What should the Product Owner do next?

  1. Direct the team to start coding the change immediately within the current sprint.
  2. Update the Product Backlog with refined user stories and acceptance criteria, then reprioritize for planning.
  3. Ask the Scrum Master to revise the Sprint Goal to include the change.
  4. Create a detailed Gantt chart to reflect the new scope.

Correct Answer: B — Update the Product Backlog with refined user stories and acceptance criteria, then reprioritize for planning.

Explanation: Approved Changes are incorporated by updating and prioritizing the Product Backlog and planning accordingly. The team should not disrupt the current sprint unless an agreed scope swap preserves the Sprint Goal.

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