All of us know that change is the only permanent thing about life and whatever happens, the show must go on. Depending upon its size and scope, a project may undergo more than one change during the implementation stage itself, which is a very normal and acceptable development. The reasons could also span a gamut of issues and parameters, from changes in the customer’s requirements to changes in regulations and policies. Be that as it may, changes to the project plan would require a lot of re-work, communication, approvals, resource planning, negotiations and revision of timelines with the necessary documentation of all the new developments, arrangements and agreements. This is a scenario where the VMS proves to be a mighty tool, providing a highly reliable support mechanism for managing and tracking the changes.
When a change order request is raised to cover any gaps in the scope of project or to bring in new elements, it would require additional parameters to be built into the scope of the project and may also require a revision of the budget and prices already agreed upon or planned as part of the original plan. Even if it does not require any immediate revision of the scope or changes to the cost – change must be recorded and documented.
While making such changes manually might prove a nightmare, the VMS offers a very convenient functionality where change orders can be put in, and documented with necessary approvals and sign-offs as per the hierarchical approval and authentication process. Once approves, any new requirements are also shared with the suppliers, eliciting a response which is then used to update details to the resource planning, timelines and costs. The new inputs are once again submitted for authentication and approval, providing scope for entering into negotiations and reviews – which may necessitate changes to the change order itself.
No doubt this whole process is as complicated as it sounds and may ultimately necessitate a few health claims for ulcers if attempted without the able and effective intervention of the VMS.
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