The Project Change Order Request – Version 2

Posted by Brad Egeland

As promised – another version of the love-hate Change Order Request.  This is a cut/paste from a Word doc template that I would be happy to share.  The Word doc version looks much better, but this at least gives you an idea of the content that is being captured here for customer approval.

The main concept is to capture as much information about the proposed scope change as possible and estimate each task effort that it’s going to take to get there.  Once that effort and budget info is captured here, that information can easily be rolled into the project schedule to show your customer how the change order request is going to affect the overall project timeline.

I’ve been using this version – or at least some variation of it – for most of the past three years on projects and it’s served me very well.  The change order request is always a delicate subject for both the project manager and the customer so handling it carefully and in the greatest detail possible is critical to good decision-making and for on-going customer satisfaction since it usually results in the customer paying more on the project (but not always because even things that decrease the project scope and cost should be documented using this same process….it affects the project, too!).

Again, if you want a Word doc version of the template let me know.  And if you have a version you can share, I’d like to see it and share it with our PM Tips readers as well.

Change Request Initiation

Change Title

Change Request #:

Date Submitted:

Date Required by:

Related Requirement(s):

Related Issue(s):

Submitted by:

Contact Phone:

Description:

Attachment(s):

Reason:

Technical Evaluation

Technical Consultant:

Date:

Conclusions:

Project Manager:

Date:

Conclusions

Budget/Project Impact Evaluation

Project Manager:

Date:

Change of Scope?

Y/N

Description:

Technical Consultant:

Date:

Summary of Work Effort Change:


List of New or Changed Tasks – Projected

Task ID

New?

Description

Budget Hours

Est. Hours

Total Chg

Cost Change

Totals

Risk Evaluation

#

Description

Risk Resolution Strategy


Determination

Approved:

Rejected:

Deferred:

Reason:

TRIRIGA Project Manager:

Signature:

Date:

Customer Authorized Representative:

Signature:

Date:

Execution

Assigned to:

Target Completion Date:

Priority:

Instructions:

Attachment(s):

Completed by:

Actual Completion Date:

Acceptance

List of New or Changed Tasks – Actual

Task ID

New?

Description

Budget Hours

Est. Hours

Total Chg

Cost Change

1

2

3

Totals

Customer Authorized Representative:

Signature:

Date:

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Related posts:

  1. The Project Change Order Request – Version 1
  2. The Project Resource Request
  3. More on Change Management – The Change Log
  4. Managing Change on an IT Project: Part 1 – Identifying Change
  5. Never Say No to the Customer

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