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Implementation Change Request

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IMPLEMENTATION CHANGE REQUEST

This Implementation Change Request ("Request") is submitted pursuant to the Master Services Agreement or similar governing agreement between the parties. Client Name: and Contractor Name: hereby propose the changes set forth below. Request Date:

WHEREAS

WHEREAS, the parties currently perform work under an existing agreement (the "Agreement"); and

WHEREAS, Client has requested modifications to the implementation scope, schedule, or deliverables described in the Agreement; and

WHEREAS, Contractor has reviewed the requested modifications and has provided an assessment of impacts to cost, schedule, and performance which the parties intend to document by this Request.

REQUEST SUMMARY

SCOPE OF WORK

Provide a clear, detailed description of the change to implementation activities, deliverables, and acceptance criteria. Include any tasks to be added, modified, or removed. This scope will become an amendment to the Agreement upon execution by authorized representatives.

IMPACT ASSESSMENT

Describe impacts to schedule, resources, third-party dependencies, data migration, testing, and production cutover. Identify assumptions and constraints.

IMPLEMENTATION SCHEDULE

Proposed Implementation Start Date: Proposed Completion Date:

COST ESTIMATE AND PAYMENT TERMS

Estimated Labor Cost: $ Materials/Third-Party: $ Other: $

Invoice Submission Timing (days after milestone): Payment Due (days from invoice): Late Fee / Interest:

TERM AND TERMINATION

Change Effective Date: Anticipated End Date (if applicable):

Either party may terminate this Change Request for material breach of its terms if the breaching party fails to cure within days' written notice. Termination for convenience may be exercised upon prior written notice and payment for work performed to date.

Termination will not relieve Client of the obligation to pay for work performed and accepted through the termination date, nor relieve Contractor of confidentiality and data return obligations.

CONFIDENTIALITY

All information exchanged in connection with this Request that is designated confidential or that reasonably should be understood to be confidential given its nature or the circumstances of disclosure shall be subject to the confidentiality obligations of the Agreement. Confidentiality obligations survive termination of this Request for .

ADDITIONAL TERMS

Modification: This Request amends the Agreement only to the extent expressly stated herein. Except as modified by this Request, all terms and conditions of the Agreement remain in full force and effect. Conflicting provisions of this Request shall govern with respect to the subject matter of the change.

Billing Rates: Unless otherwise stated, additional work arising from this Request will be billed at Contractor's standard rates and subject to the payment terms set forth above. Client shall not unreasonably withhold approval of mutually agreed estimates required to effect the change.

GOVERNING LAW

This Request shall be governed by and construed in accordance with the laws of the jurisdiction of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Request, together with the Agreement and any other executed change orders, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements, whether written or oral, relating to such subject matter. No amendment to this Request will be effective unless executed in writing by authorized representatives of both parties.

APPROVALS AND ACKNOWLEDGMENTS

By signing below, each party certifies that the individual signing on its behalf is duly authorized to bind the party, that the party accepts the terms of this Request, and that the parties will proceed with implementation in accordance with the terms set forth herein.

Client Name (Print):

By:

Date:

Contractor Name (Print):

By:

Date:

Enter text✕

What an Implementation Change Request Is

An Implementation Change Request (ICR) is a formal written notice used to propose, document, and authorize changes to an agreed implementation plan, project deliverable, or system configuration. It records the requestor, the nature and scope of the change, the reason, anticipated impact on schedule and budget, and any approvals required. An ICR creates an auditable trail that helps project managers and stakeholders evaluate risk, assess costs, and decide whether to accept, defer, or reject the proposed change.

Why a Clear Implementation Change Request Matters

A properly completed ICR reduces misunderstanding, limits scope creep, and protects contractual and compliance obligations by documenting approvals, cost impact, and schedule adjustments in a single record.

Why a Clear Implementation Change Request Matters

Who Typically Prepares and Reviews an ICR

Project teams, change control boards, IT managers, and contracting officers commonly prepare or review Implementation Change Requests to govern scope adjustments and technical modifications.

  • Project Managers and PMO staff who log, prioritize, and route change requests for approval.
  • Technical Leads or Architects who estimate effort, identify dependencies, and define implementation scope.
  • Procurement or Contract Managers who check contractual impact, budget allowances, and vendor approvals.

Clear role separation and signatory authority speed decisions and reduce rework during implementation.

Typical Signatories and Their Roles

Project Manager

Responsible for submitting the ICR, summarizing the change, and coordinating cost and schedule estimates. The PM ensures the request contains implementation steps, rollback options, and an initial risk assessment to support decision making.

Technical Approver

A technical lead or systems architect who validates feasibility, defines required work items, and certifies the implementation approach. Their approval documents technical acceptance and clarifies dependencies and testing requirements.

Step-by-Step: Completing the Implementation Change Request

Follow these sequential steps to create, review, and finalize an ICR so reviews are efficient and traceable.

  • 01
    Draft the Request: Record title, requester, date, and a clear change description.
  • 02
    Assess Impact: Estimate cost, schedule, resources, compliance, and testing needs.
  • 03
    Prepare Attachments: Attach supporting diagrams, change logs, test plans, and budget worksheets.
  • 04
    Route for Approval: Send to listed approvers and document each approval or rejection.

How to Configure an Online ICR Workflow

Map fields and routing rules before automating. The following settings represent a typical workflow configuration for online submission and eApproval.

Field Configuration
Requester Required; auto-fill from user profile
Priority Dropdown: Low | Medium | High
Approver Sequence Sequential routing with reminders
Attachments Allow PDF, DOCX, PNG, max 25 MB

Where to Send and How Routing Works

An ICR typically follows a defined routing path that ensures technical and commercial review before final signoff.

  • Submitter: Uploads ICR and supporting files to the project repository or eForms portal.
  • Technical Review: Technical approver validates feasibility and impact details.
  • Commercial Review: Finance or procurement evaluates cost and contract effect.
  • Final Approval: Authorized signer records acceptance and implementation date.

Distribution and eSubmission Options

Choose a distribution method that preserves an audit trail and meets organizational security policies.

  • Email: Suitable for informal notices but weaker for audit and authentication.
  • Project Repository: Central storage with version control and access logs.
  • eSignature Platform: Enables authenticated signing, timestamp, and certificate of completion.

Use platforms that integrate with your systems and record each action to support compliance and post-implementation audits.

Typical Timelines and Processing Expectations

Set clear SLAs for review and implementation steps to manage stakeholder expectations and resource planning.

Initial Acknowledgment:

1–2 business days after submission

Technical Analysis:

3–10 business days depending on complexity

Commercial Review:

5–15 business days for budget and contract checks

Implementation Window:

Scheduled per release cycle or emergency change protocol

Post-Implementation Review:

Within 5 business days after deployment

Key Milestones in the ICR Lifecycle

Track milestone stages from submission through closure to maintain visibility and measure cycle time.

01

Submission Complete

ICR filed with required fields and attachments recorded.

02

Impact Evaluation

Technical and commercial impacts assessed and logged.

03

Approval Decision

Formal accept, defer, or reject decision recorded.

04

Implementation and Closure

Change applied, tested, and final acceptance recorded.

Common Mistakes to Avoid

  • Insufficient detail in the change description causes delays and rework.
  • Missing cost or schedule estimates prevents timely approval.
  • Failure to attach rollback or test plans increases operational risk.
  • Routing to incorrect approvers delays the decision and implementation.

Risks and Liability from Incorrect or Incomplete Requests

Operational Disruption: Unplanned outages or degraded service performance.
Contract Breach: Violates scope definitions or SLAs.
Cost Overruns: Unestimated labor and remediation expenses.
Regulatory Exposure: Noncompliance leads to audits or fines.
Auditing Gaps: Insufficient records hinder forensic review.
Reputational Harm: Stakeholder trust and vendor relationships suffer.

eSignature Vendor Comparison for Implementation Change Requests

Compare starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope limits when choosing an eSignature provider for ICR workflows.

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 trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA) Yes Yes Varies Varies

Security and Compliance Elements to Record

Encryption in Transit: TLS 1.2/1.3
Encryption at Rest: AES-256
Certifications: SOC 2 Type II
Regulatory Support: ESIGN and UETA
Healthcare Controls: HIPAA (BAA available)
Audit Trail: Timestamped action logs

Frequently Asked Questions and Troubleshooting

Answers to common questions about preparing, routing, and executing Implementation Change Requests to avoid delays and rework.


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