Change Management Policy
Last Updated: 1st of February 2024
Purpose:
This policy outlines Koat Agency's process for handling client-requested changes to project scope, timelines, or budget. We understand that unforeseen circumstances or new opportunities may arise during a project, and this policy ensures transparency, fairness, and efficient management of potential changes.
Change Request Process:
Client submits a Change Request: The client provides a written description of the proposed change, including its impact on scope, timeline, budget, and other factors.
Initial Evaluation: Koat Agency reviews the Change Request with the project team, assessing its feasibility, impact on overall objectives, and potential risks.
Impact Assessment: If the initial evaluation suggests merit, a detailed impact assessment is conducted. This might involve cost estimations, timeline revisions, and potential adjustments to the project plan.
Change Proposal: Based on the impact assessment, Koat Agency presents the client with a formal Change Proposal outlining:
The proposed change is in detail.
Its impact on scope, timeline, budget, and other project aspects.
Any required approvals or dependencies.
Revised project timelines and budget, if applicable.
Client Consideration and Approval: The client reviews the Change Proposal and negotiates terms as needed. Once approved, the change is documented in a formal amendment to the project agreement.
Implementation and Communication: Koat Agency implements the approved change effectively, communicating updates and adjustments to the client and project team throughout the process.
Key Principles:
Transparency: All stages of the change process are transparent, with clear communication and documentation.
Fairness: Changes are evaluated objectively, considering both client needs and project sustainability.
Impact Assessment: Potential impacts on the project are thoroughly assessed before implementation.
Risk Management: Potential risks associated with changes are identified and mitigated.
Agreement: All changes are formally documented and agreed upon before implementation.
Additional Considerations:
This policy applies to all client-requested changes, regardless of size or nature.
Minor changes with minimal impact may be handled through a simplified process, as determined by the project team.
In rare cases, significant changes may require renegotiating the overall project agreement.
This policy is subject to change at any time, and we will notify you of any updates.
Koat Agency aims to ensure smooth and efficient management of changes, minimizing disruption while maintaining project quality and achieving client satisfaction.
For any questions regarding this policy, please contact our Client Services team at [email protected]