Subject: Project Change Requests

 

Effective: September 30, 2003

 

Expiration Date: Two (2) Years

 

Supersedes: Not Applicable

 

Authority:

Capital Program Administration is responsible for developing, implementing and updating guidelines and procedures supporting delivery of Capital Projects as delegated by the Hillsborough County Administrator. Please refer to Administrative Directive #CS-12.

 

Purpose:

To provide guidance on the thresholds that trigger the requirement for obtaining authorization for a project modification based on scope, schedule, or cost variances.

 

The annual CIP budget update process provides a vehicle by which project estimates may be officially modified to reflect current values.

 

To the extent that project estimates vary through the course of a given year from these adopted annual values, Project Managers are responsible for notifying their management and submitting a Project Change Request before action is taken that implements the change.

 

Guideline:

1)     Schedule — the threshold for projected schedule variances that trigger the requirement to receive formal authorization of a Project modification is 30 days.

 

2)     Cost - the threshold for projected total cost variances that trigger the requirement to receive formal authorization of a Project modification is the lesser of 10% or $100,000.

 

3)     Scope — any significant change to the Project Scope, regardless of whether it triggers the thresholds for cost and schedule, shall also be affected by this guideline.

 

Project Managers shall exercise prudent judgment when assessing when the thresholds have been exceeded.

 

Procedure:

The schedule measurement criteria shall be the activity identified in the project schedule with the Activity Code “Project Completion Date“. This is the project’s “Due“ date representing the “BOCC Promise/Commitment“ date as published annually in the CIP.

 

The Project Change Request Form (in development) shall be utilized to document and request the modification.

 

The status of Project Change Requests shall be documented and tracked by Departments and Project Managers in PIMS utilizing the Global Project Code:

 

“Project Change Request Status“

N/A - Not Applicable

P - Pending (Submitted)

A - Approved

R - Rejected

 

 

 

 

Approval Signature:

 

 

___________________________ __________

Stephan J. Cassidy Date

Capital Program Administrator

 

 

___________________________ __________

Eric R. Johnson Date

Director, Management & Budget Department