EC 5-2-1
30 Jun 16
2
i. Memorandum, HQUSACE Section 902 Cost Limit Policy Clarification and
Applicability 07 March 2012.
5. District Requirements.
a. District Change Control Boards. Districts responsible for managing Civil Works
projects will establish a Change Control Board (CCB). The intent is to improve the
monitoring and control of project changes, provide oversight of the cumulative changes
for quality assurance, and to achieve the stated objectives in the approved PMP. At the
discretion of District leadership, the CCB function may be accomplished in conjunction
with other key meetings (e.g. Project Review Boards (PRBs), an Executive Session
post-PRB, etc.); however, its function and value should not be diminished or diluted.
The Change Control Board process is shown in Appendix A.
(1) CCB Roles and Responsibilities. The District CCB is responsible for reviewing,
evaluating, and recommending to the District Engineer (DE) or his/her designee
approving, delaying, or rejecting changes to a project within their approved threshold.
There are several documents and tools that will assist in carrying out these
responsibilities such as approved Change Management Plans (CMPs), risk registers,
well-documented change requests, and good management of project contingencies.
Upon receiving a decision from the DE or his/her designee, the District CCB is
responsible for ensuring the decision is recorded in the Change/Decision Log and
communicating the decision appropriately.
(2) CCB Membership. The recommended District CCB membership is the Deputy
District Engineer for Programs and Project Management, Engineering & Construction
Division Chief, and Planning & Policy Chief. However, at a minimum, the District CCB
should be consistent with the membership of the Change Control Board at the MSC.
(3) CCB Meetings: It is recommended that the District CCB establish at minimum, a
monthly meeting battle rhythm. This ensures and secures the availability of CCB
members.
b. Change Management Plan. In accordance with PMBP, PROC 3010 and REF
8009G, each project is required to have an approved Change Management Plan (CMP)
(see template, Appendix B). The CMP defines the process for managing change on a
project as well as the use of risk contingency as it relates to scope, cost, schedule, and
quality. The level of detail of the CMP is based on the complexity of the project. It is a
supporting plan that facilitates the execution of the Project Management Plan (PMP). It
also addresses the use of Change Request Forms, contingency usage, established and
approved decision thresholds, and maintains a Change/Decision Log (see Appendix C)
in conjunction with the project's risk register. The utilization of CMPs will result in
continuous management and control of approved changes to the authorized project
scope, schedule and cost contributing to the successful execution and delivery of quality
projects and services to our stakeholders.