Here are a few of the most common challenges that can arise when creating an ECO.
Relying on a single author to document everything
If there are no standards in place, the individual responsible for a change order might not write up complete notes or could miss a step. Managing ECOs should eliminate common issues incurred when relying on a single author, such as:
• Typos or misinterpretations
• Accidental information omission resulting in incomplete sections of the ECO
• Shorthand that makes the author’s notes hard to interpret
Not understanding the full impact of a change
Having visibility and traceability into a change is an important part of the ECO process. When your data is disparate and not centralized, it can be difficult to take a step back and consider everything that will be changed and why. A small change in one component could affect other products that use it. This ripple effect might not always be readily apparent when the change is initially made but can lead to unknown production issues later.
Delays in approvals
The sheer number of people needed to approve forms and gain access to documents can also cause a delay. This is especially true if you need to access multiple chains of command who start at square one in understanding each request. If you don’t have a standard process, you might also risk accidentally leaving people off the approvals list.
Risk of changes not being approved
Thorough documentation practices are essential when creating and executing change orders (COs). However, they can be time-consuming and there’s a chance that key information gets missed. If key details are accidentally excluded, a change might get rejected and drag the process out even further. This is a major risk to businesses, as it leads to missed timelines and lost revenue.
ECO Tips
Keep change orders clean and manageable
Having a clear scope of what your CO covers and making sure the size and volume of the request are manageable helps speed up the change review process. When making a change, it might seem like a good idea to merge multiple functional updates or include other processes or product development changes in the same CO. However, this adds unnecessary complexity and can increase the odds of getting it rejected. If one part of a complicated CO has an error, the entire ECO will be impacted—instead, break down changes into granular modules to make sure they’re easy to understand.
Keep documentation consistent
Having repeatable processes and standardized documentation templates are key components to a successful ECO process. Consistency is also key for making sure everyone can understand the changes, as well as their involvement.
Monitor change order progress
Monitoring and communicating change order progress can help to ensure that change orders are implemented on time and within budget. Regular change control board (CCB) progress reviews should be conducted to ensure that changes are being implemented according to plan, and to identify any issues or risks that may impact the project timeline or budget.
Prioritize change orders
Prioritizing change orders can ensure that the most important modifications are implemented first. The change control board (CCB) should prioritize change orders according to their impact on the project’s schedule, budget, and quality.
Implement changes efficiently
Changes must be implemented efficiently for effective change order management. The team responsible for implementing the change must ensure that all necessary resources are available and that the change is implemented within the agreed-upon time frame and budget.
Review and close out change orders
Effective change order management requires that change orders be reviewed and closed. Once the change has been implemented, the team should conduct a review to ensure that it meets all quality and performance requirements. The change order should then be completed, and all associated documentation should be archived for future reference.