You are in the implementation phase of a project and your customer indicates they need a specific change to the project that changes the scope of the deliverables. How would you handle this request and why?
Prepare a "contract change notice" (CCN)n with the customer's new deliverables and scope, and perform an accurate pricing of what it will cost. Get the customer and your own management to accept it in writing before proceeding. Include appropriate overhead etc. fees and a reasonable profit, consistent with the original profit percentage. A new schedule may also have to ne negotiated.
If you don't do this, you will lose money and may subject the compamy to further specification changes and profit erosion. CCN's are good for business. They are a chance to make more money on a noncompetitive basis.
Back in my days in the defense industry, "CCN" also stood for "constructive change notice". The term may have gone out of fashion, but the principle is the same.
See also
http://acronyms.thefreedictionary.com/Contract+Change+Notice
When facing a request that changes the scope of the deliverables during the implementation phase of a project, it is important to proceed judiciously to ensure a successful outcome. Here are the steps to handle this situation effectively:
1. Gather information: Start by understanding the specific change requested by the customer. Meet with them to discuss and document the details of the required change. Seek clarification and ask questions to ensure a clear understanding of their expectations.
2. Assess impact: Evaluate the impact of the requested change on the project's timeline, budget, resources, and overall feasibility. Consider how it affects other deliverables and dependencies within the project. By evaluating the impact, you can make an informed decision about whether the change is feasible within the project's constraints.
3. Analysis: Conduct a thorough analysis of the requested change to assess its alignment with the project's objectives and goals. Determine whether it aligns with the project scope and whether it will benefit the overall outcome. Consider the potential risks associated with accommodating the change and whether they can be mitigated effectively.
4. Communicate with the customer: Engage in open and transparent communication with the customer regarding the implications of their requested change. Clearly explain the impact on the project's timeline, budget, and resources, and discuss any risks or trade-offs involved. Collaboratively explore potential alternatives or compromises to achieve their desired outcome.
5. Prioritize: Assess the priority of the requested change in relation to other project tasks and objectives. If it aligns with the project's goals and is of significant importance, it may be worth considering incorporating it. However, if it deviates significantly from the original scope or compromises other critical aspects, you may need to negotiate and find a suitable compromise.
6. Document changes: If the decision is made to proceed with the change, ensure that it is documented explicitly. Update project documentation, including the project plan, requirements, and any relevant specifications. This helps maintain clarity and ensures that all stakeholders are aware of the change.
7. Adjust plans: Revisit the project plan and make necessary adjustments to accommodate the new scope. Consider any impacts on timeline, budget, and resource allocation, and communicate these changes to the project team and relevant stakeholders. Maintain transparency to keep everyone aligned and informed.
By following these steps, you can manage change requests effectively, mitigate potential risks, maintain project focus, and deliver successful outcomes. Communication, collaboration, and careful evaluation are key elements in addressing scope changes during the implementation phase of a project.