- Posted by Okechukwu Anosike on October 5, 2009
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Purpose
Major changes affecting the project/ design should be highlighted, communicated, agreed, and documented. These are changes which intrinsically alter the direction, scope, magnitude, or any other major parameters which affect the project. Any affects incurred due to the change should be considered when carrying out the above.
Overview
It is a very common occurrence that design changes take place upon commencement, implementation and realisation of project work. These can have a huge bearing on the direction and effectiveness of a project.
A design change is difficult to define. This shouldn’t refer to a minor change in a design within the scope of the requirements. E.g. a simple change in dimension, shape, style or material which would still satisfy the same criteria.
Rather this should refer to an actual change, or addition to the requirements placed on the design/ projects. E.g. a machine designed to run at 20m/min must now run at 60m/min.
The reasons for a proposed change must be stated, who was involved, the date, and any affect this is anticipated to have must also be recorded. If the change proposal is agreed and goes ahead this must also be documented, and the project definition appropriately updated.
Use of Change Request Forms
This one form incorporates a request, approval/rejection and implementation for any changes. The CRF number provides traceability of any change which occurs within the company.
This number should be applied to any documentation that requires changing.
The Number is allocated at the approval/rejection stage. A number is allocated even is the request is rejected to provide information.
The number is designated as ....... This should shows that this is change has been made in a certain year and what the serial number is (1,2,3....9). The basic information will be gathered on a database allowing various reporting to be obtained.
Part 1. Request
Request
This section can be completed by anyone. The originator is requesting a change. It can be any fundamental change to a project, its requirements, objectives, scope, timescales etc… This request should state what is being affected and the recommended action.
Important: This Section does NOT imply or give approval. No action/documentation changes must occur prior to the completion of the approval stage.
Documents Affected
The Originator must try to identify all documents (if any) that may change if approval is given. This is to aid the persons required to make the amendments.
Examples – Project Plans, Related Projects etc…
Reason for change
This area must describe the reasons for your request as fully as possible. This is to ensure the decision for approval is based on the facts. Sketches may be used if this provides a better understanding of your request.
Examples A machine designed to run at 20m/min must now run at 60m/min because we have project much higher demand for the future and 20m/min would not provide sufficient capacity.
Approval or rejection
For the request to be approved, at least 3 signatures must be obtained. Delete as appropriate the approval or rejection. If the request is rejected, a short explanation of the reason why must be provided.
Note: Refer to the Stakeholder Matrix in the Project Specification when electing people to approve or reject.
Documentation
If request is approved, the affected documentation section ensures each document is amended, up issued and signed by the person who has amended the document. If many documents have changed, the revise side of the form must be used.
If no documentation is affected N/A is to be written through.
Issue
Once approval is given and any necessary documentation updated, the form is to be passed to the team leader/manager of the originator who must sign that they have received the completed form. It is the responsibility of this team leader/manager to ensure they fully understand what has been instructed and to ensure the relevant personnel are fully informed.
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Category: Process Engineering, Project Engineering
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