Change control protocol contents 00 introduction 00 protocol overview
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CHANGE CONTROL PROTOCOL CONTENTS 1.00 INTRODUCTION 2.00 PROTOCOL OVERVIEW 3.00 PROCEDURAL REQUIREMENTS APPENDIX A CHANGE CONTROL FORM APPENDIX B CHANGE CONTROL FLOW DIAGRAM 1.00 INTRODUCTION All parties involved in the delivery of the project including the Client, Consultants and Contractors are required to be aware of the need for a fully co-ordinated change control protocol to operate on the project. It is essential that at all stages the project is signed off both on design development and cost by the Client and Project Team. Subsequent changes to agreed designs, specifications and cost parameters shall require the approval of the Client and will only be implemented once approval is given. This applies to all elements of the project pre and post tender. This document sets out the change control protocol to be adopted on the (Insert Project Name) It is the responsibility of each party to ensure that all members of their project team are fully conversant with the protocol. 2.00 PROTOCOL In order to achieve a strict change control procedure on the project that ensures that approval is secured to all changes in good time and prior to their implementation the following protocol should be adopted. The Change Control Form (CCF), see Appendix A, should be used by all members of the Project Team including the Client, Design Consultants, the Contractor should the need for change arise. At the inception the CCF is logged onto the Advance Warning Log of the project cost management system, which is administered by the Quantity Surveyor, in order that its progress can be monitored. The Advance Warning Log will be reviewed with the Client on a weekly basis. Upon the issue of the CCF all Design Consultants and where appropriate the Contractor must assess the technical implications and comment accordingly providing any supplementary information as is necessary. Areas to be addressed should include buildability, impact on other trades/elements of work or adjacent works, health and safety implications etc. Upon completion of the technical review the CCF is assessed by the Quantity Surveyor and/or the Contractor(s) for cost and programme implications. After the technical, cost and programme assessment, the completed CCF is then issued to the Contract Administrator (CA) for review with the Client for approval or rejection. Upon rejection, the Design Team and the Contractor(s) can either amend the change/variation in an attempt to design out any concerns raised by the Client and resubmit through the above process or dismiss the variation entirely in which case the CCF is logged as rejected. 2.00 PROTOCOL (Cont’d) Upon approval, the CCF is logged onto the Instructions Pending Log of the project cost management system. This again ensures that the progress of the change variation is logged. The Design Consultants and the Contractor will then amend their drawings and specifications to accommodate the implications of the approved change/variation prior to formal release. In relation to instructions to implement the change/variation on site, the Contract Administrator will only release his formal instruction when all drawing and specification information is available. All drawings requiring amendment will state the CCF reference in the revision block. Upon release of the Contract Administrator’s formal instruction, the CCF is logged onto the Authorised Changes (Instructions Issued) Log of the project cost management system. The change control protocol in its entirety is illustrated in the flow diagram in Appendix B. 3.00 PROCEDURAL REQUIREMENTS It is essential that all changes to the agreed design, specification and cost parameters of the project both pre and post tender are reported to the Contract Administrator in accordance with the protocol outlined. The Contract Administrator will in turn seek approval from the Client prior to the implementation of any change. The procedure is to apply to all day to day management of design and construction operations and it is essential that all consultants and contractors fully adhere to the lines of communication and authority in relation to design and specification alterations. Failure to adhere to this protocol could result in the consultant/contractor bearing the cost for abortive design/construction activities. In order to ensure that the protocol identified is adhered to, the following procedures should be followed by all parties involved in the project.
The only exception to this rule would be an on site health and safety issue that requires to be immediately addressed or implemented.
3.00 PROCEDURAL REQUIREMENTS (Cont’d)
If in doubt as to what represents a change, consult with the Contract Administrator or the Quantity Surveyor for guidance. APPENDIX A CHANGE CONTROL FORM
APPENDIX B CHANGE CONTROL FLOW DIAGRAM 
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