CHANGE CONTROL
PROTOCOL
PROJECT NAME
PROJECT NO.
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
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
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.
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
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.

All requests for changes/variations should be issued to the Contract Administrator.

No verbal instruction from any party (including the Client should be actioned by the
Design Consultants or the Contractor until approval has been issued by the Contract
Administrator.
The only exception to this rule would be an on site health and safety issue that
requires to be immediately addressed or implemented.

All changes must be fully auditable, therefore, all relevant correspondence must be
submitted with the Change Control Form for approval.
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
3.00
PROCEDURAL REQUIREMENTS (Cont’d)

No changes shall be permitted unless the procedures identified within this protocol are
adhered to and the technical, cost and programme implications are fully considered by all
parties.

A Change Control Form that has no impact on any given consultant should be so
annotated by that consultant. A CCF should not be ignored even if it has no direct impact
upon any given consultant or contractor.

The protocol shall apply to any divergence to previously agreed designs, specifications
and cost parameters relating to the following:
-
Detailed Planning Application and Consent
-
Scheme Design Report
-
Demolition, Building Warrant and Road Construction Consent Applications and Approvals
-
Tender Documentation
-
Contract Documentation
-
Construction Documentation
If in doubt as to what represents a change, consult with the Contract Administrator or the
Quantity Surveyor for guidance.
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
APPENDIX A
CHANGE CONTROL FORM
APPENDIX A
CHANGE CONTROL FORM
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
RED = Critical Path – reply by 1-3 working days
AMBER = within 14 days Decision
GREEN = 14-28 days Decision
CCF No.
Reference No.
PROJECT NAME –
Date Issued
CHANGE CONTROL FORM – CCF
Required Sign-off
Date
CHANGE REQUESTED BY:
DESCRIPTION OF CHANGE:
Client Change
REASON FOR CHANGE
Contractor Change Request
Tenant Change Request
Other
Unforeseen
Site
Conditions
External Authority Change
Design Development
Acceptance of Defect
DRAWINGS/DOCUMENTS ENCLOSED:
Architect
PARTIES
AFFECTED:
Fire
Engineer
QS
Structural
Engineer
Services
Engineer
CDM
Demolition
Contractor
Main
Contractor
M&E
Contractor
PACKAGES AFFECTED:
Implications:
Budget
£
Actual
£
Cost:
Time/Distribution:
CONSULTANT SIGN-OFF
Architect
Structural Eng
Services Eng
Fire Eng
QS
CDM
AUTHORISATION TO IMPLEMENT:
Client Signature:
Print Name:
PM / CA Signature;
Date:
Print Name:
Date:
Contractor Signature:
SIGN OFF STATUS: Approval Status:
Print Name:
Date
A  B  C  D  E  F 
Comments:
A
Approved to Proceed
B
Approved with comments (incorporate and proceed)
C
Rejected with comments (resubmit)
D
Rejected
E
Item below £1,000
F
A.I. Required
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
APPENDIX B
CHANGE CONTROL FLOW DIAGRAM
APPENDIX B
CHANGE CONTROL FLOW DIAGRAM
PROJECT NAME
PROJECT NO.
CHANGE CONTROL PROTOCOL
Change control process
Change required
Raise change (any project member) using ccf form (un numbered)
Email ccf form to T+T
T+T collate associated draft information and design fee with CCF and also number
T+T + Mansells to assess if over £1000 cost
Above £1000
Below £1000
Cost assessed by T+T + Mansells and presented to client
for decision together with any fee to complete the
info/change. Green, Amber or red to be identified
Yes decision
RMJM raise ai
RMJM raise ai
No decision
Stop/start again with alternative