16. The timescales for implementing Changes are important as delay can add cost and postpone or prevent the end user from getting what it needs to support operational output.
17. It is impossible to meaningfully benchmark how long a Change should take to process from inception to implementation - huge variations exist from a few months to a number of years. These differences are driven by a number of factors. When considering a Change, acquisition team members should be aware of these issues and should put in place a strategy for managing them.
18. Factors which need to be taken into account when implementing Changes include:
(a) Complexity - for example, an amendment to operating software in a synthetic trainer type project may take longer to scope and agree than a Change to opening hours at office accommodation;
(b) Getting used to the process - in the MOD PFU's survey of acquisition team members, this seemed to be one of the most significant time factors. Changes at the beginning of a Project could take a very long time, but once the parties were familiar with the processes involved, Changes could be processed more quickly;
(c) Change of Contract Management Personnel - this is connected to (b), above. Where personnel change, there will be a need for new staff to get up to speed on Change processes;
(d) The contractual Change mechanism - if this is cumbersome and unworkable, it may add time itself;
(e) Fluctuation in the scope of the requirement while the Change is being processed; and
(f) Timescales involved in obtaining MOD and private sector partner approvals. Many changes made to a contract will fall within existing IAB approval limits and will not therefore require separate approval. However in circumstances where separate Business Case approval is required then the MOD acquisition team needs to consider whether a change:
(i) should be contained within a new Business Case for approval at the level appropriate to the value of the proposed change; or
(ii) is sufficiently significant (such as a change in the scope of the requirement, or an extension of the contract duration) to result in the need for re-approval of the original Business Case (for example through a Review Note). MOD approving authorities should be consulted as required.