Change Authorization Request Form: An Essential Tool for Project Managers

Change Authorization Request Form: An Essential Tool for Project Managers

A Change Authorization Request (CAR) form documents, approves, and tracks changes for a given project. Changes on projects are pretty common; in construction or interior design, the needs of a client may be changed, site conditions may require changes, or other factors. It ensures that all changes are valued, approved, and documented appropriately to handle project scope, cost, and schedule.

Table: Example of a Change Authorization Request Form

Project Information	Details
Project
Client
Date
CAR no.
Package
Purchase Order
Contractor's Name

 

Change Request Details	Details
S.No
Department
CO/CA NO
Date Initiated
BOQ No (Details)
Description
Reason for Change
Pricing Method
UOM
BOQ Qty (c)
Substitute Item/Quoted Rate (a)
Substitute / Quoted Amount (A = a x c)
Actual Qty (c)
Change Item Rate (b)
Change Item Amount (B = b x c)
Variation Cost Grand Total (B-A)
Architect Comment
Approval Status
Approval Date

 

Key Components of the Table

1. Project Information:

·         Project, Client, Date: The field shows which project the change authorization request is for, the client, and the date.

·         CAR no., Package, Purchase Order: CAR Number- uniquely identify the change request; Package refers to particular part of the project, i.e., "Civil & Interior"; Purchase order, original contract of the work.

·         Contractor's Name: name of the contractor responsible for the project works.

 

2. Change Request Details:

·         S.No: Serial number of the Change request.

·         Department: The department responsible for the change, such as Civil, Electrical.

·         CO/CA NO: Change Orders or Change Authorization Numbers for changes identified in the Contract.

·         Date Initiated: Date on which the change request was initiated.

·         BOQ No (Details): Bill of Quantities reference number showing details of items being varied.

 

3. Description and Reason for Change:

·         Description: A brief description of the change being requested.

·         Reason for Change: Justification for why the change is necessary (e.g., design alterations, site conditions, client requests).

4. Cost and Quantity Assessment:

·         Pricing Method: This shall define the basis of pricing; whether it is a lump sum or unit rate. UOM: Unit of Measure, e.g., square meters,

·         UOM: Unit of Measure, such as square meters, kilograms, etc.

·         BOQ Qty (c): The quantity of the item as per the original Bill of Quantities.

·         Substitute Item/Quoted Rate (a): The rate quoted for the substitute item or the changed scope.

·         Substitute / Quoted Amount (A = a x c): The total cost based on the quoted rate and quantity.

·         Actual Qty (c): This is the actual quantity of work done or material utilized.

·         Change Item Rate (b): The rate for the changed item or scope.

·         Change Item Amount (B = b x c): The total cost after the change is made.

·         Variation Cost Grand Total (B-A): Difference in cost before and after the change.

5. Comments, Approval, and Finalization:

·         Architect Comment: Comments or recommendations from the project's architect or project manager.

·         Approval Status: Indicates whether the change has been approved, rejected, or is pending.

·         Approval Date: The date when the change was officially approved.

 

Uses of the Change Authorization Request Form

For a project manager, the CAR form is an indispensable tool for several reasons:

·         Change Documentations: It provides a formal way of documenting each requested change in detail and allows the tracking of each modification made, thus enabling clear history maintenance of the project.

·         Budget Control: The form aids in the financial assessment of each variation. The project manager can contrast the original BOQ amounts against the proposed changes to know how the change will affect the overall budget.

·         Scope Management: The form will help in managing the scope of the project under consideration, ensuring each and every change is reviewed, approved, and accounted for. This will avoid uncontrolled changes that might expand the project beyond its original objectives.

·         Approval Process: Ensuring all changes have formal approval from the appropriate stakeholders before implementation. Verification for unauthorized changes saves undue expenditure from the budget or waste of time due to the effect of the change.

·         Input from Other Department: The input is required from the cost estimator, architect, contractor, etc.; hence, in this sense, the CAR form acts as an instrument of communication and coordination among all concerned parties in a project.

·         Risk Management: The potential risks of changes on the CAR form are delay, increased cost, and its effect on other elements in the project.

When to Use the Change Authorization Request Form

·         During Project Execution: When any change in scope, materials, or methods is proposed after the project has begun.

·         For Client-Requested Changes: When the client requests modifications to the original project plan or design.

·         When Unforeseen Conditions Arise: If unexpected site conditions require changes to the project scope or design.

·         For Regulatory Compliance: When changes are needed to comply with new regulations or standards.

Also Read: Managing Change Orders in Construction: A Comprehensive Guide

Conclusion

The Change Authorization Request form is one of the most important tools in the hands of the project manager for ensuring systemic control and documentation of changes. By managing the change requests carefully, project managers can keep the projects on course, within budget, and focused on the client's objectives. Proper utilization of this form will help a project in scope and cost management, but it also plays a very important role in risk management and stakeholder communication.

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Frequently Asked Questions (FAQ)

1. What is a Change Authorization Request (CAR) form?

A CAR form is a project management document used to propose, assess, approve, and track alterations made in the project scope, budget, or timeframe. It ensures that all changes in the project are documented, reviewed, and approved before implementation.

2. Why is a Change Authorization Request form important in construction projects?

The given CAR form is essential in construction projects, as it covers variations in scope and maintains costs without causing delays. Additionally, the fact that changes are recorded will yield a trace of why such modifications were done, who approved the modifications, and how they affected the entire project.

3. When should I use a Change Authorization Request form?

You should make use of the CAR form when there is a need to deviate from the original plan of the project. This could be because any requested changes by the client, the need for adjustments because the conditions found on-site are not as assumed, or to change something that does not meet a new regulation or standard.

4. How does a Change Authorization Request form help in budget control?

CAR form It aids in cost management by setting original BOQ amounts against proposed changes, which are done by establishing the calculated financial effect of the change thus making it sure that all changes in costs are recorded and approved before the work goes on.

5. What information is required in a Change Authorization Request form?

A standard CAR form would include the project details, description of the variation, its reason, cost and quantity estimates, and approval status. It may also take inputs from different departments like project manager, architect, and contractor.

6. How can a Change Authorization Request prevent scope creep?

It does prevent scope creep. The CAR form prevents scope creep since it documents every change formally and acquires approval for the changes. This process prevents any expansion of project scope that has not been mutually agreed upon, preventing a drain on the budget or time delay from budget overruns or delays.

7. Who approves a Change Authorization Request in a project?

Generally, approval of a CAR requires the project manager, client, and sometimes other stakeholders such as the architect or financial controller. The form documents who has reviewed and approved the change for accountability.

8. What are the potential risks if a Change Authorization Request is not used?

The severe risks a project is exposed to in the absence of using a CAR are unmanaged changes, possibly leading to cost overruns, project delays, and scope creep. These unauthorized additional works may also lead to disputes with the clients or contractors due to the lack of proper documentation and approval.

9. Can a Change Authorization Request form be used in all types of projects?

Yes, while commonly used in construction and interior design projects, a CAR form can be adapted for any project that requires managing changes to scope, budget, or timelines, such as IT projects, product development, or event planning.

10. How does using a Change Authorization Request form improve communication in a project?

The CAR form helps in improving communication by involving all the parties concerned in the process of change approval. It enables all parties to be informed of the proposed changes, their implications, and the status-which guarantees transparency and cooperation.