Attachment – Changes

1. Application
   1. For the purposes of this Attachment, the definitions set out in the Contract apply unless stated otherwise. In addition, the following definition applies in this Attachment:
      1. ‘Charges’ means the amounts payable under Attachment Charges;
      2. ‘Critical Path’ means the series of tasks that dictates the calculated finish date of the project.
      3. ‘ticketing system’ means the request logging platform provided by the Contractor.
   2. The following change control procedures apply in respect of any variation, modification, enhancement or amendment to the Contract in relation to the provision of Maintenance Services, Hosting Services or Consultancy and Enhancement Services (as indicated).
2. Change Control Procedure – Consultancy and Enhancement Services
   1. Raising a change control request
      1. The Customer or the Contractor may request a variation, modification, enhancement or amendment to the Contract in accordance with clause 19(a) of the Contract.
      2. All such requests must be made using the ticketing system or emailing directly to [email protected] 
   2. Reviewing a change control request for Investigation
      1. On a request for a change being made,
         1. the Customer’s Project Manager will review the change request for merit and if the Customer’s Project Manager deems it reasonable, he or she will table internally with the respective manager for approval to proceed.
         2. As part of the review, the parties must record on the request:
            1. the description of the change being requested;
            2. the reason the change is being requested;
            3. the estimated impact of the requested change on:
               1. the Charges; and
               2. any timing requirements under the Contract, including as applicable, the Project Plan;
            4. the estimated time to fully investigate the request; and
            5. the estimated time and materials cost to fully investigate the change request.
      2. For the purposes of item 2(b)(i)(a) of this Attachment, the following principles should be taken into account to determine the impact on Charges of a change request.
         1. If, by implementing a change request, the Contractor:
            1. will not incur any additional costs or the additional costs can be reasonably accommodated under the current scope of the Contract, then the cost of implementing the Change Request will be covered by the Charges relating to the relevant Service and/or Product;
            2. will reduce the cost of providing the Product or Services then the Contractor must reduce the relevant Charges in proportion to that cost reduction; or
            3. makes an assessment that it will incur additional costs that cannot be reasonably accommodated as part of the then current scope of the Contract, then the cost of the change request will be calculated in accordance with Attachment “Charges”.
   3. Approving a change request
      1. If both parties are in agreement that the change request should be investigated and the Customer approves the cost of the investigation, the investigation phase may commence.
      2. In all other cases, the change request is to be immediately referred to the Customer’s Representative for evaluation and approval.
      3. If the investigation of the change request is approved, the change request will be prioritised in relation to the other activities under the Contract and the investigation component of the change request will be signed off on the change request.
   4. Investigating a change request
      1. The investigation phase of the change request review will be carried out in order to provide the following:
         1. the results of the investigation;
         2. the recommended actions from the investigation;
         3. the amount of the effort required to proceed with the recommended actions;
         4. the impact of this effort on the timing requirements under the Contract (including the Project Plan);
         5. the impact of this effort on the Critical Path (as identified in the Project Plan); and
         6. the variance in the Charges (if any) in proceeding with the recommended actions.
      2. The Contractor must ensure that any changes to the Contract are reasonable having regard only to the change in the work to be performed and the costs to the Contractor as a result of the change request.
   5. Approving a costed change control request
      1. The Managers involved with the change may jointly reject a change request; with no further action taken, other than the filing of the change request and recording the reason for its rejection.
      2. If the involved Managers agree that the change request should be approved the change request will be referred to their internal Change Control Board (where appropriate) for evaluation and approval.
      3. If the Change Control Board cannot agree the change request may be escalated to the Customer’s Representative for evaluation and approval.
      4. The Customer may reject the change request in its absolute discretion, understanding that the change request will not take effect where the Customer rejects the changes.
      5. When a change request is approved by both parties, the Contractor must update all affected components of the Project Plan, the Specifications (only those for which the Contractor is responsible), the Charges, the payment schedule and any other items that may have been agreed.
      6. A change request will only take effect once signed by each party’s representative (or their authorised delegate) via an official email response.