How do you handle change requests in facility projects?

1 What are change requests?

Change requests are any modifications to the original scope, design, specifications, schedule, or budget of a facility project. They can be initiated by anyone involved in the project, such as the client, the end-users, the architects, the engineers, the contractors, or the regulators. Change requests can arise for various reasons, such as changing needs, preferences, requirements, regulations, standards, errors, omissions, or unforeseen circumstances.

2 Why are change requests important?

Change requests are important because they can affect the quality, functionality, performance, safety, and sustainability of your facility project. They can also have significant impacts on the project cost, schedule, and risk. Therefore, change requests need to be carefully evaluated, documented, approved, and communicated to all parties involved. Ignoring or mishandling change requests can lead to dissatisfaction, disputes, delays, defects, or failures in your facility project.

3 How do you evaluate change requests?

When evaluating change requests, you must consider factors such as feasibility, necessity, desirability, and impact. It is also necessary to assess the implications of the change on project scope, design, specifications, schedule, budget, and risk. To help you evaluate the change request, you should ask yourself questions such as: what is the reason and justification for the change? How does it align with project objectives and requirements? What are the benefits and drawbacks of the change? How will it affect project deliverables and quality standards? What are the alternatives and trade-offs to the change? Additionally, you should consider how the change request will affect project schedule and milestones, budget and resources, as well as risk and mitigation strategies.

4 How do you document change requests?

To document change requests, you need to use a formal and consistent process that records all the details and decisions related to the change request. A change request form or template should capture the date and source of the request, as well as its description and scope. Additionally, it should include the reason and justification for the change request, an evaluation and analysis of it, approval or rejection of it, cost and schedule impact of it, implementation and verification of it, and communication and feedback of it.

5 How do you approve change requests?

In order to approve change requests, you must have a transparent process that defines the roles and responsibilities of the stakeholders. Furthermore, you should have predefined criteria and thresholds that dictate the level of approval needed for each request. Various factors can affect the approval process, such as the size and complexity of the change request, its urgency and priority, its impact and risk, its contractual and legal obligations, and the availability and agreement of approvers.

6 How do you communicate change requests?

Having an effective and timely process for communicating change requests is essential to ensure all relevant parties involved in the project are informed and updated. To ensure accuracy and clarity, it’s important to use a common platform or tool, a standard format and language, a traceable and accountable system, a proactive and responsive approach, as well as a feedback and confirmation mechanism.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?