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CMR Project Notification Form

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PROJECT NOTIFICATION FORM

950 CMR: OFFICE OF THE SECRETARY OF THE COMMONWEALTH

APPENDIX A

MASSACHUSETTS HISTORICAL COMMISSION

220 MORRISSEY BOULEVARD

BOSTON, MASS. 02125

617-727-8470, FAX: 617-727-5128

Project Name:

Location / Address:

City / Town:

Project Proponent

Name:

Address:

City/Town/Zip/Telephone:

Agency license or funding for the project (list all licenses, permits, approvals, grants or other entitlements being sought from state and federal agencies).

Agency Name Type of License or funding (specify)

Project Description (narrative):

Does the project include demolition? If so, specify nature of demolition and describe the building(s) which are proposed for demolition.

Does the project include rehabilitation of any existing buildings? If so, specify nature of rehabilitation and describe the building(s) which are proposed for rehabilitation.

Does the project include new construction? If so, describe (attach plans and elevations if necessary).

APPENDIX A (continued)

To the best of your knowledge, are any historic or archaeological properties known to exist within the project’s area of potential impact? If so, specify.

What is the total acreage of the project area?

Woodland acres

Wetland acres

Floodplain acres

Open space acres

Developed acres

Productive Resources:

Agriculture acres

Forestry acres

Mining/Extraction acres

Total Project Acreage acres

What is the acreage of the proposed new construction? acres

What is the present land use of the project area?

Please attach a copy of the section of the USGS quadrangle map which clearly marks the project location.

This Project Notification Form has been submitted to the MHC in compliance with 950 CMR 71.00.

Signature of Person submitting this form: Date:

Name:

Address:

City/Town/Zip:

Telephone:

REGULATORY AUTHORITY

950 CMR 71.00: M.G.L. c. 9, §§ 26-27C as amended by St. 1988, c. 254.

Guidance for Completing MHC’s Project Notification Form (950 CMR 71.00, Appendix A)

Please make sure you type or print legibly the Project Notification Form (PNF) and fill out all sections of the form.

Please submit a PNF for each project separately. This will facilitate MHC’s review of multiple project submissions.

Please include the street and number in the address line of the project area. Please be sure to specify the town name.

Please make sure you fill out both the project address section and the project contact section. Please note that these two addresses may be the same in some cases. It is important for MHC to have a contact person in order to facilitate review, should questions arise.

The funding, licensing, and permitting section must be completed in order for MHC to review the PNF. Be sure to list all funding, licensing and permitting involved with the entire project; this includes federally funded, licensed, and permitted projects, as well as state funded, licensed, and permitted projects.

Please be sure to describe the proposed project in detail. Attach additional pages if necessary. If dates of construction on buildings or dates of alterations to a site are known, please be sure to include this information in your project description.

Please include photographs of the proposed project site. If the project involves demolition or rehabilitation of a building(s), be sure to include photos of major elevations of the building(s). Please also be sure to label photographs. Attach the most current project plans and elevations if available.

Please be sure to include a photocopy of the pertinent section of the U.S.G.S. map with your submission. The MHC cannot review a PNF without a U.S.G.S. section map.

Do not use other maps instead of the U.S.G.S. map. However, additional maps such as plot plans or assessors’ maps may be included in addition to the U.S.G.S. section map.

Boundaries of the project area should be specific. Do not circle a large plot of land on the U.S.G.S. map and indicate that the project falls within the circle.

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What the CMR Project Notification Form Is

The CMR Project Notification Form records formal project-related notices such as change requests, milestone alerts, or compliance incidents. It standardizes key details — project identifiers, notification type, affected scope, dates, and responsible parties — so internal teams, contractors, and stakeholders have a consistent record for review, tracking, and audit purposes.

Why a Standardized CMR Form Matters

Using a consistent CMR Project Notification Form reduces misunderstandings, supports faster reviews, and creates an auditable record for contract compliance and regulatory review.

Why a Standardized CMR Form Matters

Quick step-by-step: complete and send a notification

Follow these sequential steps to prepare, validate, and distribute a CMR Project Notification Form so recipients can act and the project record remains defensible.

  • 01
    Gather details: Collect project ID, affected scope, dates, and supporting evidence.
  • 02
    Complete form: Enter required fields and attach supporting documents.
  • 03
    Validate entries: Confirm names, dates, and references match contract records.
  • 04
    Send and track: Route to approvers and retain audit trail of delivery.

Essential components of a professional CMR Project Notification Form

A well-constructed form focuses reviewers on the facts and provides attachments and metadata to support quick assessment and defensible recordkeeping.

Header

Project name, project ID, and form version placed prominently to prevent confusion with other project records and automated indexing.

Notification Type

Clear selection for action routing (e.g., change request, delay, incident), which determines reviewers and SLA timelines.

Impact Summary

Short statement of scope, schedule, cost, and safety impacts that enables rapid triage by the contract administrator.

Supporting Details

Attach schedules, photos, test results, or vendor quotes to substantiate claims and reduce back-and-forth requests for evidence.

Routing and Approvals

Designated approvers and notification recipients listed with roles and expected response windows for accountability.

Audit Metadata

Fields for submitter name, timestamp, version history, and e-signature evidence to preserve chain-of-custody for audits.

Required information and quick data checklist

Notifying Party: Name and organization
Contact Details: Phone and email
Project ID: Contract identifier
Notification Type: Change, delay, incident
Effective Date: MM/DD/YYYY format
Signature Method: eSign or wet-signed

How to configure an online notification workflow

Set these fields when building a digital CMR workflow to ensure correct routing, authentication, and retention.

Field Configuration
Authentication Email link or SMS code; choose stronger KBA for high-risk notices
Template Pre-fill Project ID, title, and approver list for reuse
Notifications Enable recipient email and optional Slack/MS Teams alerts
Retention Auto-archive signed PDF to project repository

Where to send or file a completed CMR form

Choose the correct destination based on the notification type and contractual routing to ensure timely acknowledgment and action.

  • Project File: Save executed form to the central project repository
  • Contract Administrator: Submit to assigned contract manager for review
  • Regulatory Body: File externally only when regulation mandates notification
  • Stakeholders: Copy funders, designers, and affected subcontractors

Delivery options and platform considerations

Ensure the chosen platform captures timestamps, signer identity, IP addresses, and stores a tamper-evident signed copy for compliance and audits.

  • File Formats: PDF, DOCX accepted
  • Integrations: Salesforce, Procore, NetSuite
  • Security: TLS and AES encryption

Typical timelines and response expectations

Define internal SLAs on the form so recipients know expected acknowledgment and response windows for various notification types.

Immediate Notification:

Within 24 hours for safety incidents

Formal Notice:

Submit within 5 business days for change claims

Acknowledgment:

Recipient should acknowledge within 3 business days

Response Plan:

Provide remedial plan within 10 business days

Record Start:

Retention begins on the effective date

Key milestones in the notification lifecycle

Track these sequential milestones from initial submission through resolution to maintain timely processing and a clear audit trail.

01

Notification Submitted

Form completed and sent to approvers

02

Acknowledgment Received

Recipient confirms receipt and assigns reviewer

03

Review & Assessment

Impact analysis and decision on next steps

04

Resolution Closed

Approved actions implemented and record archived

Common mistakes that delay processing

  • Incomplete project identifiers or mismatched contract numbers cause routing delays and rework requests.
  • Vague or unsupported impact descriptions trigger additional evidence requests and lengthen review cycles.
  • Unsigned or improperly dated submissions are not accepted under many contract terms and are returned.
  • Sending to the wrong approver or omitting stakeholders causes missed deadlines and potential disputes.

Risks of incorrect or late notifications

Late Filing: Contract remedies
Contract Breach: Damages exposure
Regulatory Fines: Possible agency penalties
Data Privacy: HIPAA/FERPA exposure
Invalid Notice: Claim denial risk
Operational Delay: Work stoppage costs

Representative use cases of CMR notifications

These scenarios illustrate common real-world reasons to submit a CMR Project Notification Form and the type of evidence reviewers expect.

Construction Delay Notice

A subcontractor reports an equipment failure causing a schedule slip of five days.

  • Impact: critical-path work delayed by five calendar days.
  • Outcome: submit original daily logs, photos, and vendor repair estimate; review leads to approved time extension and updated schedule entries preserved in the project file.

Scope Change Request

Architect issues a design revision that increases materials scope.

  • Impact: cost increase and two-week schedule shift.
  • Outcome: attach revised drawings and cost estimate; contract admin reviews cost allocation, approves partial scope, and routes change order for signature and budget update.

Who typically prepares and who receives the form

Assign clear ownership for preparation, submission, and archival to reduce processing delays and ensure regulatory compliance.

  • Project managers and site supervisors who observe or initiate changes and must document impacts for approval.
  • Contract administrators who evaluate claims, authorize changes, and update contract records and budgets.
  • Owners, funders, and design leads who receive formal notices and may require approvals or additional documentation.

Who can sign the notice

Project Manager

A named project manager with delegated authority signs project notifications when the contract allows. The signer must be authorized in contract documentation and listed as an approver.

Contract Administrator

A contract administrator or authorized company officer may sign on behalf of the organization when permitted by contract; signature authority should be documented in internal delegation records.

Digital signing and eSubmission technical checklist

Ensure the platform captures timestamps, IP addresses, signer identity, and provides tamper-evident PDFs to meet ESIGN and UETA standards for legal enforceability.

  • Supported Formats: PDF and DOCX
  • Authentication Options: Email link, SMS code, KBA
  • Integrations: Salesforce, Procore, NetSuite

eSignature vendor comparison for CMR workflows

Compare basic pricing and feature availability across common eSignature providers to match platform selection with your CMR volume and compliance needs.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

FAQs and troubleshooting for the CMR Project Notification Form

Answers to common questions about validity, e-signing, required attachments, and correcting submitted notifications.


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