ANNEX 9

CHANGE MANAGEMENT
 Annex 9 Change Management

1. INTRODUCTION

This document defines the general change management procedure contained in the contract
between Purchaser and Supplier for xxx Project.

2. CHANGE MANAGEMENT PROCEDURE

The purposes of this change management procedure are:

1) To clarify the requirements of both Purchaser and Supplier.

2) To ensure that the change requests will be confirmed and signed by the respective
Project Manager/Representative who has been duly authorized by either Party.

3) To ensure that any change request made is based on the related contract documents.

4) To improve the efficiency of the change management procedure.

5) To ensure that all change requests have been properly recorded and can be traced.

The detailed description of the change management procedure is as follows:

 Step 1: Both parties can initiate a change by a written Change Request Form.

 Step 2: If the change is generated by Purchaser, a Change Request Form will be issued
to Supplier. If the change is generated by Supplier, Supplier will submit a Change
Request Form, stating the detailed description. Purchaser will either approve or reject it
in writing.

 Step 3: Supplier will review the Change Request and clarify with Purchaser in case of
confusion.

 Step 4: Within thirty (30) days after receipt of Purchaser’s Change Request Form,
Supplier will submit a Change Proposal, stating both the price and schedule impacts
with an estimated delivery plan, applicable acceptance procedure, invoicing procedure,
and other associated documentations if required. Otherwise, Supplier will reject such
change with reasonable explanation within the same period.

 Step 5: The Change Request Form will be submitted to Purchaser’s Project Manager or
any authorised representative. Within fourteen (14) days after receipt of Supplier’s
Change Proposal, Purchaser will either approve or reject it in writing.

 Step 6: Purchaser Project Manager will pass the Change Request Form to Supplier
Project Manager. If the Change Request Form has been approved by the Purchaser
Authorised Manager, Supplier Project Manager will sign as a commitment to deliver the
Change Request.

 Step 7: A copy of the Change Request Form with signatures from both parties will be
submitted to the Purchaser Project Manager. The relevant Change Order or Purchase
Order shall be issued within seven (7) days from receipt of signed Change Request by
Purchaser.

Change Management Procedure

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 Annex 9 Change Management

Start

Purchaser/Supplier to initiate
Change Request

Purchaser to issue Change Request

Form

Supplier to review and clarify N Cancel

Y
Within
30 Days Supplier to submit Change
Proposal

Within Purchaser to approve N Cancel

14 Days or reject
Y

Within Purchaser to issue Change Order

7 Days or Purchase Order

Supplier to implement

Acceptance &
Payment
Purchaser – Supplier Change Request Form
Project Name:
Contract Number:
Related PO No.:
CR Title :
CR No.: Date:
Detailed Description:

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 Annex 9 Change Management

____________________________ ____________________________
Purchaser Initiator Purchaser Project Manager

Date:

Supplier Proposal Summary

Cost Impact Yes  No 
Cost of Change
Schedule Impact
Comments

Delivery Schedule:

____________________________
Supplier Project Manager

Date:

Change in scope of contract has been understood and agreed by both parties:

_________________________________ _________________________________
(Signed by Purchaser) (Signed by Supplier)

Date: Date:

Change Proposal Form

Project Name: [insert the
Contract Number: Purchaser logo]
Related PO No.:
CR Title :
CR No.:
CR Raised by: □Purchaser □Supplier Date:

Site ID: Site Name:

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 Annex 9 Change Management

Change Proposal Detailed

As Requested by Mr xxx,
1,
2,
3,
Attachment:
Description: 1,
2,
This is highly critical and urgent requirement in order to….
Please approve this proposal ASAP for implementation purpose

Schedule Impact: xxx Days

Commercial Impact: xxx USD
Payment Terms:
1) 80% shall be paid within thirty (30) days after the issuance of the proposal signed by Purchaser;
2) 20% shall be paid within thirty (30) days after the issuance of the Primary Acceptance Certificate.

Approvals
Name Company Signature Date

Department: xxx Supplier

CM :xxxx Supplier

PD/PM :xxx Supplier

person 1：Purchaser PM Purchaser Name xxx

person 2：Purchaser
Purchaser Name xxx
Authorized Manager

Bill of Quantity
Item Unit All Total
Description Quantity Unit Remark
s Price Taxes Price

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 Annex 9 Change Management

1 For example [Extra nightwork of

Swap power system at total 6 sites.

XXX(company) want to use Supplier

supplied Emerson Power System to
Replace the existing Simens supplied
power system at total 6 sites, the site
ID are as follow:

1480, 1481, 1482, 1483, 1484 of

D.G.Khan (Central-2)-------------5 sites

1455 of Khuzdar(South) ------1 site

Total:- -----------------------------6 sites

1.1 Transportation car and double handling

site
1.2 Supplier's cooperate partner company
swap the above mentioned power system
on site

1.3
site
Night work Over Time Allowance of
cooperate partner company in according
to xxx (country) labour law.
1.4
ite
Supplier O/H management fee 15% m
(without profit and Tax)]

Tota
l

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