Project Name Project Change Request Summary Note Hints

Project Name] Project – Change Request Summary [Note: Hints & Tips are provided through out this template & are shown in blue italic. Please delete these when you no longer require them, and in advance of submitting for approval consideration. ] Project ID : Short Name: Department/ School/ Faculty: Dean/ Chief Officer approver: Project Sponsor: EOG Champion: Project Manager: Project Type/ Category: Level of Funding Secured: Total Project Cost: Approved Project Spend (Current Baseline): Additional Spend Sought: Document Version Issued Date: [Project ID Number – as provided by PMO] [Project Name] [Department / School / Faculty Name] [Name & Title of approver] [Sponsor Name / Role in TCD] [EOG Champion Name / role in TCD] [Name, role in TCD ] [Operational/ Change Management/ Legislative/ External/ New Build /Refurbishment /IT / Audio Visual / Infrastructure] [€€€ - total of funding secured as per Financial Plan or Funding Model] [€€€ –total project cost approved in principle OR Estimate as per Financial Plan] [€€€ Total Project Spend Approved to date as per Financial Plan] [€€€€ – to get to Stage Gate[? ]] [e. g V 0. 1 must match filename] [ DD/MM/YY] Prior sign off, Review and Information Prior to submission into the approval & prioritisation process, key stakeholders in other business areas directly involved in delivery of this proposal or on whom the project is dependent, should review or approve this submission primarily from the perspective of their relevant business area / project role. [Note: Please review the table below & complete / update / delete key stakeholder details, as appropriate for your project] Key stakeholder/Dependency area Finance Rep / Contact name ISS Rep / Contact name E & F Rep / Contact name Disability Services Rep / Contact name HR Partner / Contact name Space Allocation [Project ID] Role Verify Financial plan and Funding details Verify IS costs Verify E & F costs Action Approve Review Approve Review Date DD/MM/YY Slide 1

[Project Short Name] Change Request Decision / Approval sought from Steering Committee / CRG: To approve project Change Request [CR ID e. g. CR 01] to: [Note: Describe Change Request e. g. increase/decrease to budget, scope, project resources etc. Change Request description can be taken from Change Request Log]. • Xxx • xxx Project Objectives / Purpose Key Projects Objectives are : [Note: Provide a brief overview of project objectives/ purpose including information on timeline for delivery, quality to be met risk and benefit performance goals - What is this project trying to achieve. This can be taken from the business case. ] • Xxx [Project ID] Slide 2

[Project Short Name] Change Request [Note: This slide should outline the potential solution options considered. ] Option 1 Option 2 [Note: Include brief Summary of Option 1] Option 1 involves…. . [Note: Include brief Summary of Option 2] Option 2 involves…. . Pros: [Note: List the advantages linked to implementation of Option 1] • Advantage 1 • Advantage 2 • Advantage 3 Cons: [Note: List the disadvantages linked to implementation of Option 1] • Disadvantage 1 • Disadvantage 2 • Disadvantage 3 [Project ID] Pros: [Note: List the advantages linked to implementation of Option 2] • Advantage 1 • Advantage 2 • Advantage 3 Cons: [Note: List the disadvantages linked to implementation of Option 2] • Disadvantage 1 • Disadvantage 2 • Disadvantage 3 Slide 3

[Project Short Name] Change Request Recommendation - Go with Option x [Note: This slide should identify the recommended solution and provide clear reasons on why it is being put forward for Steering Committee approval. ] The recommendation is to select Solution X, because • Xxx • xxx Reasons: [List the recommendations and reasons for putting forward Option x] • Reason 1 • Reason 2 • Reason 3 [Project ID] Slide 4

[Project Short Name] Change Request Impacts: [Note: Project Team provides observations of potential impacts at a project/programme level in terms of risks, assumptions and dependencies. ] The project team has made the following observations / assessments regarding the impacts of the changes requested : Overall project impacts • Xxx Benefits/Funding Model impacts: • Xxx Timeline impacts: • Overall timeline increased by xx man days • Xxx Financial impacts: • Xxx [Project ID] Resource impacts: • Xxx Scope impacts: • Xxx Quality impacts: • Xxx Slide 5

[Project Short Name] Project Roadmap [Note: Include Project Roadmap; the chart should illustrate planned vs actual – where is the project in terms of milestones/deliverables compared to where it is planned to be] [Project Name] Roadmap Year Month Qtr Project Milestones/Deliverables Pre-Approval Initiation & Strategic Planning Detailed Planning & High Level Design Detailed Design (Current Stage) Execution & Handover Tender (Next Stage) Execution Testing Handover & Implementation Closeout Post Project [Project ID] Status 2014 Oct 2015 Nov Q 4 Dec G Pre-Approval Feb Q 1 G G A A A G G May Q 2 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Q 3 Q 4 Q 1 Slippage accrued impacting timeline. Request to carry over key deliverables to Next Stage (Tender Stage). Detailed Planning & High Level Design Detailed Design Outstanding Key Deliverables from Current Stage to be completed here ensuring timeline is achieved as per approved baseline Apr Initiation & Str Planning Mar 2016 Jan Execution & Handover Tender Next Stage R H IT CE A A RI P O R Closeout IN E T PP A W L EP Current Stage FO Post-Project Slide 6

[Project Name] Outstanding Key Deliverables [Note: Include a status of key deliverables outstanding on the project] Deliverables • Deliverable 1 Deliverable Status • Awaiting Approval • Deliverable 2 • Deferred • Deliverable 3 • Xxx • Deliverable 4 • Xxx [List key deliverables outstanding on the Project, refer to Project Delivery Plan (WIP)] [Awaiting Approval/On Hold/Deferred/No longer required/In Progress] [Project ID] Due Date • Xxx Action Owner O F N R P RO Xxx • Xxx P P A • HXxx IT I E T IA • Actions To Close • Xxx W CE A L EP R [dd/mm/yy] [Name of action owner of deliverable] [Provide any actions to close in order to get to/achieve an approved deliverable status] Slide 7

[Project Name] Benefits/Funding Model Note: Example of Benefits Model include best case and worst case scenarios/ Increases in student/researcher numbers which result in worst and best case income generation. Please insert key Benefits/Funding Model as agreed with FSD/ Finance Partner. Example of extract from Financial Plan O F I N R R P H IT W CE P A P O R E T IA LA P E Notes on Finanicals/Benefits: • CRG require confirmation that funding and approval to proceed (by Dean/Chief Officer) is in place before approval is sought via Governance/CRG. • Fund Raising/ Payback/ROI details to be provided. [Project ID] Slide 8

[Project Short Name] Financial Performance [Note: See more detailed project information from latest Finance Plan (Appendix B)] Project Stage/Description Total Project Cost (Approved in principle OR Estimate) Approval & Prioritisation (Gate 0) Actual/ Date Variance Approved Approval Committed Approved (€ 000) By Spend (dd/mm/yy) +/(€ 000) CRG/EOG/ €xxx DD/MM/YY Board €xxx DD/MM/YY CRG Initiation & Strategic Planning (Gate 1) Change Request CRG €x Detailed Planning & High Level Design (Gate 2) €xxx Detailed Design (Current Stage) (Gate 3) Tender (Execution & Handover )- Next Stage (Gate 4) €xxx € Proposed Project Spend/ Seeking Approval (Future Baseline) - VAT Inclusive [Project ID] P AP H IT €€€ approved to Gate 3 FO €xxx CRG SPEND TO DATE W L P E Closeout (Gate 6) € Additional Spend Sought R P CRG O R €xx Execution (Execution & Handover ) (Gate 5) Post Project IN E T IA Comments CE A R €xxx Slide 9

[Project Name] Project Cost Baseline (summary) [Note: Include Summary Details from Project Financial Plan; additional information may also be included (graphs, numbers)] O F N I E T IA R P RO H IT PP A W CE A R L P E Financial Performance Notes: Note 1: €€€€€ includes 5% retention cost. Note 2: Baseline cost estimated at MMYYYY CRG of €€€; actual cost post tender confirmed as €€€ [Project ID] Slide 10

[Project Name] On-going Operational Costs [Note: Include On-going Costs Details from Project Financial Plan] O F N I E T IA R P O R P AP H IT W E C A L P E R [Project ID] Slide 11

Risks, Assumptions, Issues, Dependencies Requiring Attention [Note: Use RAID log to assist when completing Key Risks/Issues below] Prty No. RAG Status R 01 00002 Open Planning permission will not be granted Potential Impact Avoidance/Mitigation Action Risk Owner Action by Project will not meet delivery date ensure contingency in schedule for planning Assumption ROI will be College loan will Monitor ROI forecast during met in agreed not be paid back project & post project timeframe in agreed time A 01 D 01 [Risk ID as [Provide per RAID log the RAG ] status of the risk] [assumption [Provide ID as per the RAG RAID log] status] [Issue ID as [Provide per RAID log the RAG ] status of the issue] [Dependency [Provide ID as per the RAG RAID log ] status] [Project ID] Description Project Manager Date Closed Sponsor Monitor delivery/project Dependency on internal Impact on capital schedule of project Z to ensure completion of Project Z PMO/Sponsor projects portfolio it does not delay impact on prior to delivery approved schedule [Provide a brief [State the recommended [Provide owner Resolution actual description of the key risk mitigation strategy to manage the as per RAID log] date as identified in RAID log] risk] closed [Provide a brief description of the assumption identified in RAID log] [Provide a brief description of the key issue as identified in RAID log] [State the recommended [Provide owner Resolution actual mitigation strategy to manage the as per RAID log] date assumption] closed [Provide a brief description of the key issue as identified in RAID log] [State the recommended [Provide owner Resolution actual mitigation strategy to manage the as per RAID log] date dependency] closed [State the recommended [Provide owner Resolution actual mitigation strategy to manage the as per RAID log] date issue] closed Slide 12

[Project Short Name] Change Request Appendices A. Project Risk Indicator (PRI) B. Status Report C. Change request log (if appropriate) D. Include Relevant Additional Project Financial Information(e. g. from updated Financial Plan) E. [Project ID] [Include other additional information / detail that might support your proposal] Slide 13

[Project Short Name] Project Risk Indicator [Note: The PRI log below captures a risk indicator (Low, Medium, High) of the project to date] Project Risk Indicator Team size Very Low (1) Low (2) Medium (3) High (4) Very High (5) <3 3 -7 8 -12 13 -17 >17 5 -7 8 -10 >10 12 -18 19 -24 >24 # of cross functional areas 01 -Feb 3 -4 involved Estimated Duration < 4 4 -11 (Elapsed Months) Technology and / or In house expertise Very Familiar Business Process – Known or New Complexity of solution Well defined. No Known. Some minor problems expected Dependency on external suppliers / organisations Risk to Reputation TCD/External Resource Impact Funding/Finance Project Scoring: [Project ID] New to TCD New to industry/ Leading edge Known but some medium / major problems expected Long standing Reasonable relationship Used before, but not regularly Reputational risks are Unlikely to happen, occasionally occur, likely as not to occur, Negligible impact Minor impact to Notable impact to reputation More than 1 approach available Solution unknown or vaguely defined In house skills present and project is easily absorbed within current workload Funding exists with current budgets Up skilling required, In house and external resources will be resources dedicated to the project, the project and from or may require external more than one resources department Funding sources not Funding will be difficult, clear, will impact TCD funding complexity mix budgets high and possibly not attainable Low Medium High In house skills present with some occasional impact on current workloads Somewhat Familiar In house skills present but the project will impact current workloads and require backfill Most Funding in place or Funds not in place. requires minor Project will impact budgetary allocation departmental budgets <19 19 – 31 > 32 Score (Current Stage) Score (Change Impact) Used before, but not No previous relationship recently Reputational risks are Reputational risks certain likely to occur, Substantial to occur, Threatens the impact to reputation if reputation of the project they do or TCD The Project Scoring of the Current Stage as submitted and approved (Please also indicate whether Low, Medium, High) Slide 14

[Project Short Name] Change Requests Log [Note: Include upcoming CRs for next stage of project] Change Request CR Description CR Owner Impacts on Project (Provide ID from CR log) [List the IDs where a CR has been issued] [Provide a brief description of the CR (see CR log) e. g. increase/decrease to budget, scope, project resources etc…] [Person/college area seeking approval of CR] [Provide a brief description on the areas the CR will impact] • [budget • Scope • Resource • Quality] CR 03 Xxx • Xxx [Project ID] Slide 15