To: Kevin Grant
From: Bill Doll
CC: Harold Smith; Wm Eshelman
Re: Citizen-Schwarz AG Contract
In the future, if Citizen-Schwarz AG (C-S) continues to change their original contract requirements there needs to be sign-offs from both Span Systems and C-S directors. Prior to Span System’s director signing off C-S's request, a panel of senior programmers at Span Systems needs to approve the request, so programming changes can be properly evaluated. Span System programmers want to be assured that timetables and schedules can still be met within the agreed upon contract. If C-S's request requires more time to meet the deliverables of the project then Span Systems and C-S need to exercise the Requirement Change clause within the contract. The purpose of the Requirement Change clause is:
• to formalize a change and is intended to notify and bring in upper management from both sides to handle the change request by following the Information Technology Project Methodology Standard.
• not written to handle unique requests.
• needed to handle difficult requests and effectively document a procedure that can hold both sides accountable for changes made to the original contract.
• streamlined, so that both parties can act quickly upon agreed changes to the contract.
It would be best to amend a clause to the current contract that is specifically written to handle requirement changes throughout the project. This clause should:
• document the process to effectively make unique change requests.
• require sign offs from project directors from both companies.
• be a legal contract that carefully documents how the scope of the project changes with each request.
• document how the timetables and schedules will be affected throughout the continuation of the project.
In hind sight, Span Systems and C-S’s negotiations over the low quality of deliverables along with being behind...