3.2. Responding to Change

Scenario: Fire Marshal Adds Equipment Requirement

On day 7 of the “Apply for permits, schedule inspections” activity, the fire marshal informs you during a facility inspection that a new Double Check Detector Assembly (DCDA) is now required for backflow prevention of the sprinkler system. This component is essential to obtain final approval for your sprinkler permit - but it was not included in the original scope or budget due to it being a new permit requirement.

Going with this option has the following implications:

• Add task: Order DCDA (10 days)
• Add task: Install DCDA (5 days)
• DCDA must be completed before sprinklers can be installed
• Add $8000 for the DCDA and other materials
• Add $2000 for the installation labor

The fire marshal also informs you of an alternative option: Installing a dry chemical suppression system instead of a sprinkler system. This would be a more cost-effective solution, but may come with a longer schedule impact. Switching to the dry chemical system has the following implications:

• Add task: Order Dry Chem System (25 days) (can happen while booth is in transit)
• Add task: Install Dry Chem System (2 days)
• Remove task: Sprinklers
• Dry Chem System can only be installed after the paint booth is installed
• Dry Chem System must be installed before testing and calibration can occur
• Add $8000 for the Dry Chem System and other materials
• Add $1000 for the installation labor
• Remove $8,000 for the sprinkler installation costs

Because of the urgency of this matter, the General Manager requests an immediate decision on which option to choose, with the chosen path being executed the following day.

Objective

Complete a Change Request Form that includes:

• A brief description of the issue and trigger event
• An analysis of scope, schedule, and cost impact
• Options considered
• Potential future risks and benefits
• Your team's recommended action

Resources

Scenario: Paint Booth Delay – Vendor Offers Alternate Model

Your team is preparing for the paint booth installation when you receive an unexpected update from your vendor. Due to logistics and supply chain issues, the originally ordered booth model will be delayed by an additional 30 days, beyond the original 30-day estimate. This delay puts pressure on your project timeline and risks pushing downstream activities into conflict with permit deadlines and resource availability.

The vendor offers an alternative:

• A different booth model with similar specifications, no additional facility modifications required
• Available in 21 days - 9 days earlier than the original unit
• $10,000 more expensive
• Slightly more energy-efficient, which could yield long-term savings

Your team must now evaluate whether to accept the delay or proceed with the alternative. This scenario requires careful analysis of cost vs. time trade-offs, potential operational benefits, and how the decision affects the overall project baseline. In summary:

Option 1: Accept the delay and proceed with the original model

• Estimated cost impact: +$0
• Schedule impact: +30 days

Option 2: Proceed with the alternative model

• Estimated cost impact: +$10,000
• Schedule impact: -9 days

Objective

Complete a Change Request Form that includes:

• A brief description of the issue and trigger event
• An analysis of scope, schedule, and cost impact
• Options considered
• Potential future risks and benefits
• Your team's recommended action

Resources

Scenario: Permit Hold – SCAQMD Requires Detailed Building Plans

On day 7 of the "Inspect Facility, Apply for Permits" activity, the South Coast Air Quality Management District (SCAQMD) places your application on hold. Inspectors now require detailed building plans showing the paint booth’s exhaust location, to confirm it is at least 500 feet from any nearby homes or schools. This requirement was not flagged during the initial review and introduces unexpected costs and schedule impacts.

Your preferred civil engineering firm offers a more reliable option:

• Stamped, compliant drawings prepared by a licensed engineer
• Completion estimated in 7 days, plus 7 days for SCAQMD review
• Total cost: $3,000

Meanwhile, the contractor in charge of installing the paint booth responds with an alternative:

• Drawings prepared by their in-house engineer at a lower cost
• Completion estimated in 21 days, plus 7 days for SCAQMD review
• Total cost: $1,500

Your team must now evaluate whether to prioritize lower cost or faster turnaround with higher certainty of approval. This decision directly affects your project baseline and schedule resilience. In summary:

Option 1: Use the contractor’s in-house engineer

• Estimated cost impact: +$1,500
• Schedule impact: +21 days (plans) +7 days (review)

Option 2: Hire a licensed civil engineer

• Estimated cost impact: +$3,000
• Schedule impact: +7 days (plans) +7 days (review)

Objective

Complete a Change Request Form including:

• A brief description of the issue and trigger event
• An analysis of scope, schedule, and cost impact
• Options considered
• Potential future risks and benefits
• Your team's recommended action

Resources