Effective Change Control & Cost Management with New Era Technology

Our client is a leading multinational pharmaceutical company, with operations across several countries. They contacted us, looking to upgrade their Audio-Visual (AV) infrastructure to support seamless collaboration across global offices.

The company required a solution that would modernise its AV systems while ensuring minimal disruption to daily operations. Additionally, they wanted a structured approach to manage scope changes effectively while maintaining cost control.

Challenges:

1. Scope Creep Risks: The project had a broad scope, and the client was concerned about potential uncontrolled changes leading to cost overruns and delays. 
2. Budget Constraints: The company had a strict budget for the AV upgrade and required transparency in cost management. 
3. Complex Change Control Needs: With multiple stakeholders across different regions, ensuring structured and approved changes without unnecessary charges was a priority. 
4. Operational Continuity: The project needed to be executed without disrupting critical business operations.

New Era Technology’s Approach:

At New Era Technology work closely with our clients to define a comprehensive scope that includes all deliverables and timelines, we also take pride in our ability to seamlessly accommodate minor adjustments within the scope at no additional cost. Thereby we ensure that we always deliver the best value to our customers. 

Supporting Minor Scope Adjustments Without Additional Costs 

During the AV upgrade, the client requested an adjustment to the placement of video conferencing equipment in several meeting rooms to better align with updated office layouts. 

New Era’s Response: Recognising this as a minor change that would enhance usability without impacting the overall project cost or timeline. New Era Technology swiftly accommodated the request at no additional charge. 

Outcome: This flexibility allowed the client to maximise the effectiveness of their AV setup while maintaining budget and schedule integrity. 

Our Structured Change Control Process

• Clear Scope Definition: New Era Technology collaborated closely with the client to define a detailed and agreed-upon scope, covering equipment, installation procedures, deadlines, and deliverables.  

• Documenting Change Requests: A formal Change Request Form was introduced to record all proposed modifications, outlining their nature, necessity, and impact. 

• Categorising Changes: Changes were categorised as fundamental (major) or incremental (minor). Fundamental changes included significant modifications to system design, additional hardware, or shifts in objectives. Incremental changes involved minor adjustments that did not impact cost or project delivery. 

• Impact Assessment & Approval: Each change request underwent a thorough evaluation for cost, time, and quality impact. Major changes required formal approval from both the client and the project team. 

Cost Control & Financial Transparency

• Optimised Budget Utilisation: By distinguishing between fundamental and minor changes, unnecessary charges were avoided, ensuring the budget and time was used efficiently. 

• Change Log Maintenance: A comprehensive change log was maintained and shared with the client for full transparency. 

• Regular Cost Reviews: Periodic budget reviews were conducted to track financial progress and identify cost-saving opportunities. 

Seamless Execution with Minimal Disruption

• Proactive Planning: Installations and upgrades were scheduled during non-peak hours to minimise business disruptions. 

• Stakeholder Alignment: Regular meetings ensured all stakeholders were updated on project progress, changes, and cost implications. 

• Advanced Project Management Tools: Real-time tracking of tasks, changes, and deadlines helped maintain control over project execution. 

Results & Benefits:

• 10% Reduction in Additional Costs: Effective change control prevented unnecessary expenses, keeping the project within budget. 

• Improved Change Management Efficiency: A structured approval process streamlined modifications, reducing project delays. 

• Enhanced Stakeholder Confidence: Transparent communication and financial clarity ensured trust and stakeholder alignment. 

• Successful AV System Implementation: The new AV infrastructure was deployed smoothly, enhancing collaboration across global offices without operational disruptions. 

Conclusion:

By implementing a structured change control and cost management strategy, New Era Technology enabled the client to modernise its AV systems without exceeding budget or facing unnecessary disruptions. This case study highlights how a well-defined scope, structured change management, and financial transparency can lead to successful project execution while maintaining operational integrity and cost efficiency.