PROJ6003 –

Project Execution
and Control
Assessment 1 - Integrated Change Control
Report

3/18/2023

Torrens University Australia

Lecturer: Sherif Mostafa
Contents
Executive Summary...............................................................................................................................2
1. Introduction...................................................................................................................................3
2. Change request description...........................................................................................................3
2.1. Change request: Addressing community concerns: Environmental and health impacts.......3
2.2. Justification of Change Request (CR).....................................................................................4
2.3. Impacts of change request.....................................................................................................5
2.3.1 Scope:...................................................................................................................................5
2.3.2 Time......................................................................................................................................5
2.3.3 Cost.......................................................................................................................................5
2.4. Tools and techniques used to manage the change................................................................5
2.5. Process involved in submitting change request, and address responsibilities, considering
stakeholders from the WestConnex project......................................................................................6
3. Actions to be addressed to satisfy the proposed change and any risks associated.......................8
4. Conclusion.....................................................................................................................................8
5. References.....................................................................................................................................8
Executive Summary
It should restate the purpose of the report, highlight the major points of the report, and describe
any results, conclusions, or recommendations from the report.

The purpose of this paper is to propose a change to the WestConnex project with the objective of
improving project outcomes for the specified stakeholders. The proposed change request involves
adopting an improved stakeholder engagement process in the planning, construction and
operational stages of the project. This change request seeks on addressing community concerns
about environmental and health impacts associated with the construction of the motorway as well
as the impacts of increased traffic flows and related increases in pollution following the completion
of the project. The reason for proposing a change request to this issue involves community feedback
and advice published by government bodies which have raised concerns and highlighted the
shortcomings of the projects management and delivery in this respect.

This change request will have an impact on three major aspects of the project. To begin, scope will
consider developing new strategies and plans to improve community communication. Second, there
is the possibility of a deadline extension. Finally, a 10% increase in the initial budget is necessary. To
carry out this change request, three fundamental tools are recommended: process revision,
stakeholder analysis, and comparison with other similar projects to reduce risks and increase
effectiveness.

The processes involved in submitting the present change request will be divided in 10 phases
including: Research, management and communication of the change. According to the scale of the
project it will be added and described the principal responsibilities from stakeholders such as local
government, customers and project management team.
 1. Introduction
WestConnex Public Private Partnership (PPP) Project is a network of interconnected road
projects that address congestion and connectivity issues for the Parramatta Road corridor,
the M5 corridor, and the north-south corridor connecting the M4/Parramatta Road and the
M5. (New South Wales Government, 2019) With more than 30 kilometres of continuous
motorway (Public Accountability Committee, 2018), the WestConnex structure aims to
provide high-quality motorway-standard connections linking Sydney's west and south-west
to the city, airport, and port, as well as, improving connectivity between key employment
hubs and local communities, transforming urban travel (New South Wales Government,
2019)

Despite the fact that WestConnex is consider one of Australia's largest and most complex
transportation infrastructure projects intended to provide a number of community benefits.
It is also regarded as one of the most contentious transportation designs, several opinions
provided for community groups, local government representatives, and individuals have
expressed concerns about the design and delivery of the WestConnex project. (Public
Accountability Committee, 2018),

The report that follows provides a change request analysis that aims to reduce one of the
most notorious issues faced during project development: Poor communication and
participation to address community concerns and complaints about environmental and
health impacts.

According to the above, the present change request for WestConnex project is:

 Willing to invest and enhance strategies to aid concerns and complaints raised for
the community.
 Delivering information with transparency and inclusive to all individual who has
been affected with the development of the project.
 Reducing resistant from community by providing support during and after the
completion of the project.
(Sydney Motorway Corporation, n.d)

2. Change request description

2.1. Change request: Addressing community concerns: Environmental and health

impacts

The development of the WestConnex project failed to place adequate emphasis on addressing
community concerns and complaints about environmental and health impacts, such as poor air
quality at ventilation facilities and the efficacy of filtration arrangements, construction noise and
pollution, negative effects of night work, mental health issues, loss of green spaces, day-to-day
disruption of lives, and the risk of security breaches to both WestConnex employees and
communities.
2.2. Justification of Change Request (CR)

Although the WestConnex infrastructure initiative is indeed purposed to support and

generate positive societal impacts, this project has produced some degree of disruption and
negative externalities. According to the New South Wales Public Accountability Committee,
construction of WestConnex has generated a large number of negative impacts on local
communities and families (Public Accountability Committee, 2018). The illustration below
represents the root causes analysis for making the mentioned change.

Figure 1. Fishbone with root causes analysis.

The list that follows provides more detailed information on the most well-known community
concerns that have not been properly managed and are the main reason for carrying out this change
request.

 Ineffective measures to substantially reduce heavy construction noise mitigation

offered by Roads and Maritime Services.
 Lack of project transparency arrangements pertaining to the WestConnex business
case and conflicts of interests.
 Community searches for measures to undertake air quality monitoring in lieu of the
responsible government agencies.
 Absence of an inclusive advertising campaign and collaboration with Western
Sydney community stakeholders to ensure that the toll relief programme is
adequately publicised and fully utilised by eligible parties.
 Unavailability of real time air quality data from NSW Government to improve
engagement and consultation with communities
 Community concerns about the methodology and quality materials used to build
and install all current and future motorway tunnels, as well as filtration systems to
reduce the level of pollutants emitted by ventilation stacks.
 Inefficient participation from NSW Government to undertake, review and audit Air
Quality Community Consultative Committees
 (Public Accountability Committee, 2018).

2.3. Impacts of change request

Given that the current change request is critical for the WestConnex project's success and
community participation, it is necessary to examine the effects that this change may have on project
scope, budget, resource requirements, and timeline.

2.3.1 Scope:

The initial scope of the WestConnex project won’t change. However, new strategies and planning
will be re-evaluated, added and applied to improve community communication by ensuring that
every concern and complaint raised by people who live nearby is addressed, thereby contributing to
social well-being, environmental health, and a just economy. New deliverables will be added to the
project which are willing to:

 Deliver a case for change for the project

 Enable communication with community
 reduce resistance
 Show development
 eliminate barriers stablished for the community
 Provide support

2.3.2 Time

Implementing new tools to manage community feedback will modify the project plans it will be
incurred in a deadline extension. Modifying WestConnex project management planning are aim at
reducing future resistant from the community and increasing the project scope to ensure all internal
and external stakeholders provide positive participation and feedback.

2.3.3 Cost

Given the importance of reducing community resistance and encouraging supportive participation, it
is critical to increase the initial budget by 10% to be used in the implementation of new project tasks
such as workshops, a 24/7 complaints management system, the establishment or rehabilitation of
green and open spaces, and mental health support and wellbeing services.

2.4. Tools and techniques used to manage the change.

The tools and techniques refer in this section correspond to the methods and strategies that can be
used for monitoring and managing the process for the current change request for WestConnex
project. These includes things such as, setting up effective workflows, using templates or models
developing communication plans, tracking progress & performance metrics (PMPs), creating
contingency plans, administering change controls, etc.
 Flowchart: With this graphical aid is possible to visualize the sequence of steps to be followed
throughout the project management process. After developing the process flow the team will
know the process can function efficiently. (Siderova, 2019)
Stakeholder analysis: It will allow to analysis at different partiers involve in the project and what
they stand to gain through change. This tool the stakeholders will be evaluated according to the
project value (Walkme, 2022).

Benchmarking: Comparing and reviewing similar projects to determinate new additions to the
project to ensure positive results and reduce risks. Project will use the statical data to
implement changes where needed to improve the competitive advantage.

2.5. Process involved in submitting change request, and address responsibilities,

considering stakeholders from the WestConnex project.

The following plan has been developed by project managers and team members from the
WestConnex project to provide guidance for managing the change control process. Each step
described is intended to ensure the effectiveness and success of developing the identified change
request. (Project Management Institute, 2017).

Activity Description Primary

Responsible

1 Define the change and Articulating change and conducting a critical Not applicable.
align it to business review to compare project goals and ensuring
goals change will carry main objective in the right
direction financially, strategically, and ethically.

2 Determine impacts Reviewing the effects in scope, budget, time Project manager
and quality of the project. It will allow to and/or Project
develop the path to determinate which level of Team members
support and training is required.

3 Documenting Change CR Is described a detail. Suggest alternatives Project

Request and possible solutions and risks Manager

4 Present Change Change request objectives are communicated Project

Request and explained to Control change board Manager

5 Taking decision on Change request can be approve, rejected, or Control change

Change Request partially approve. At this stage Project manager board
can be asked to re-document it or postpone the
decision to a later date.

6 Inform the Stakeholder Members of the Project Team document and Project Team
of the Change request communicate CCB's decision to interested Members
decisions stakeholders.

7 Implementation Process to implement change request starts, Project manager

Approve Change document presented and approved is executed and/or Project
Team members
 8 Develop a Designing effective strategies to communicate Project Team
communication employees the new processes. members
strategy

9 Provide effective Given the new processes resulting from the Project Team
training accepted change request, staff will receive members
informal or structured training to teach the
knowledge and skills needed to work efficiently
as the change is implemented.

1 Measuring change Managing a suitable framework in order to Project

0 process measure the project impact of the change. Manager

Table 1. Process involved in submitting change request

Maintaining project stakeholders and project managers team members in the loop about changes is
also critical for the current change request management. The following list identifies project
stakeholders and assigns address responsibilities.

Stakeholders Responsibilities

Sponsors  Ensure the project/program is properly launched

 Ensure changes to the project/program are properly approved
 Obtain and commit appropriate resources (budget and people

Manager PO  Accountable for program and project management methodology

 Provides guidance and advice towards CR deliverables, issues, processes,
and risks
 Monitors project/program performance for projects/programs within PMO
responsibility

Project  Develop, execute and monitor project plan and schedule stablishes in
Manager change request.
 Remove obstacles for project team
 Cultivate trust and communication with and amongst project’s stakeholders
 Manage and lead project team in formation and motivation towards
commitment and completion of tasks.

Project Team  Provide information, estimates and feedback to the PM during project
planning
 Provide business and/or technical expertise to execute project tasks
 Analyse and document current and future processes and systems
 Identify and map information needs
 Define and document requirements
 Support and provide end user training
 Report issues and status to PM
Community  Attend requested project/program meetings
 Review and approve process deliverables
 Provide appropriate subject matter expertise resources to the project
 Active participation in activities purposed from Project Manager and team
 Provide constant feedback
 Table 2. Stakeholder and responsibilities
(University of Waterloo, n.d) & Umwelt Pty Limited, (2018)

3. Actions to be addressed to satisfy the proposed change and any

risks associated

Alternatives to address Risks

community concerns and
complaints
1 A centralised o High volume of complaints in short time
complaints o Bottleneck in complaint meditation
management system o Repetitive Unreasonable Complaints
that is accessible 24/7, o Difficulty to address complaints based the triple
transparent, and bottom line
capable of responding o Addressing harmonisation and communication issues
effectively and quickly. within various departments.

2 NSW Government o High investment

ensure that the o Dissatisfied community
commitments made by o Extension deadline
itself and WestConnex o Issues of material sourcing
regarding the o Long-term project, costly strategy requiring more
establishment or money and time for research and development.
rehabilitation of green
and open spaces be
fully delivered as
promised.

4. Conclusion
To conclude, the execution for the current change request represents a high opportunity to e nable
communication, reduce resistance, eliminate barriers and provide support from the community.
Reviewing reasons to undertake this issue, methodologies and tools to carry out the new deliveries
and determining responsibilities from each stakeholder are necessary indeed to increase positive
outcomes.

5. References

New South Wales Government. (2019). WestConnex Project Summary.

https://www.treasury.nsw.gov.au/sites/default/files/2020-11/0023_westconnex_summary.pdf

Sydney Motorway Corporation. (n.d). Planning, design and construction of the WestConnex urban
Motorway scheme the largest road transportation tunnelling project ever undertaken in Australia.
Case Study. Torrens University
Project Management Institute. (2017). A guide to the Project Management Body of Knowledge
(PMBOK® Guide) (6th ed.).
https://ebookcentral-proquest-com.torrens.idm.oclc.org/lib/think/reader.action?docID=5180849

Public Accountability Committee. (2018, December 18). The Impact of the WestConnex Project.
https://www.parliament.nsw.gov.au/lcdocs/inquiries/2497/Final%20report%20-%20Impact%20of
%20the%20WestConnex%20Project%20-%20FINAL%20-%2014%20December%202018.pdf

Siderova, S. (2019). The Benefits of a Project Management Process Flowchart. Nave.

https://getnave.com/blog/benefits-project-management-process-flowchart/#:~:text=A%20project
%20management%20process%20flowchart%20is%20a%20graphical%20aid%2C
%20designed,projects%2C%20from%20start%20to%20finish.

Umwelt Pty Limited. (2018, May). Community and Social Management Plan.
https://www.westconnex.com.au/media/r10os2l2/new-m5-community-and-social-management-
plan.pdf

University of Waterloo (n.d). IST Project Management Office Home. https://uwaterloo.ca/ist-project-

management-office/methodologies/roles-and-responsibilities/customer.

Walkme, The Change Management Blog. (2022). 10 Practical and Effective Change Management
Tools and Resources In 2022. https://change.walkme.com/change-management-tools/