Change requests
We understand that due to final designs or unexpected problems arising during delivery, there may be changes to your original project scope. If you find yourself in this situation, you need to notify your relationship manager as soon as possible to discuss whether a change request is required.
This page provides guidance on what constitutes a change request and the requirements to assess and approve changes to your project. I ddarllen y wybodaeth yma yn Gymraeg cliciwch yma.
If you are looking to submit a change request, please ensure that you are confident that the designs are finalised and will not be subject to further changes. This will help to avoid another change request being required in the future.
Until a formal change request has been submitted and approved by us, any works undertaken or costs incurred will be at your public sector body’s risk. This is due to the possibility that the changes may not be approved if the measures are no longer seen to be feasible or no longer comply with the scheme’s eligibility criteria.
Definitions of a change request
A ‘change’ is defined as any significant alteration in the scope of the project. This includes adding or removing a site, as well as changes to the low carbon heating system or energy efficiency measures.
Minor changes that are required to facilitate delivery and do not affect compliance are not defined as change requests and will be managed through our usual monitoring processes. This includes increasing or reducing the scope of (or removing) energy efficiency measures affecting indirect carbon savings.
If there is a change to the scope of existing energy efficiency measures and/or building fabric improvements that save direct carbon, then a formal change request is required.
Change request deadlines
As mentioned above, please contact your relationship manager at the earliest opportunity if you expect you may need to submit a change request.
The deadline for submitting a change request is 28 November of each year (three months before annual repayments are due).
Required evidence
To assess a scope change request, we will require the below:
- Change request form
- Updated application form
- Energy saving calculations – provided in unlocked Excel format
- Updated project programme
- Updated risk register
- Evidence of latest anticipated costs
Further supporting evidence may be requested by the technical assessors during assessment. Please respond to any queries within two working days to avoid delays.
Ceisiadau newid
Rydym yn deall oherwydd dyluniadau terfynol neu broblemau annisgwyl yn codi wrth gyflawni, y gallai fod newidiadau i gwmpas gwreiddiol eich prosiect. Os byddwch yn canfod eich hun yn y sefyllfa hon, mae angen i chi hysbysu eich rheolwr perthynas cyn gynted â phosibl i drafod a oes angen gwneud cais newid.
Mae’r dudalen hon yn cynnig canllawiau ar yr hyn sy’n gyfystyr â chais newid a’r gofynion i asesu a chymeradwyo newidiadau i’ch prosiect.
Os ydych yn bwriadu cyflwyno cais newid, gofalwch eich bod yn hyderus bod y dyluniadau wedi’u cwblhau ac na fyddant yn destun newidiadau pellach. Bydd hyn yn helpu i osgoi’r angen am gais newid arall yn y dyfodol.
Tan i gais newid ffurfiol gael ei gyflwyno a’i gymeradwyo gennym ni, bydd unrhyw waith a gyflawnir neu gostau a ysgwyddir ar gyfrifoldeb eich corff sector cyhoeddus. Mae hyn oherwydd y posibilrwydd na fydd y newidiadau’n cael eu cymeradwyo os na ystyrir bod y mesurau yn ymarferol mwyach neu nad ydynt yn cydymffurfio â meini prawf cymhwyso’r cynllun mwyach.
Diffiniadau o gais newid
Diffinnir ‘newid’ fel unrhyw ddiwygiad arwyddocaol i gwmpas y prosiect. Mae hyn yn cynnwys ychwanegu neu gael gwared ar safle, yn ogystal â newidiadau i’r system wresogi carbon isel neu fesurau effeithlonrwydd ynni.
Ni ddiffinnir mân newidiadau sy’n ofynnol i hwyluso cyflawniad ac nad ydynt yn effeithio ar gydymffurfiad fel ceisiadau newid a byddant yn cael eu rheoli drwy ein prosesau monitro arferol. Mae hyn yn cynnwys cynyddu neu leihau cwmpas mesurau effeithlonrwydd ynni sy’n effeithio ar arbedion carbon anuniongyrchol (neu gael gwared arnynt).
Os oes newid i gwmpas mesurau effeithlonrwydd ynni presennol a/neu welliannau i adeiladwaith adeilad sy’n arbed carbon uniongyrchol, yna mae angen cais newid ffurfiol.
Terfynau amser ceisiadau newid
Fel y soniwyd uchod, cysylltwch â’ch rheolwr perthynas cyn gynted â phosibl os byddwch yn disgwyl y gallai fod angen i chi gyflwyno cais newid.
28 Tachwedd bob blwyddyn (3 mis cyn y mae ad-daliadau blynyddol yn ddyledus) yw’r dyddiad terfyn ar gyfer cyflwyno cais newid.
Tystiolaeth ofynnol
I asesu cais newid cwmpas, byddwn angen yr isod:
- Ffurflen cais newid
- Ffurflen gais wedi’i diweddaru
- Cyfrifiadau arbed ynni – wedi’u darparu mewn fformat Excel heb ei gloi
- Rhaglen prosiect wedi’i diweddaru
- Cofrestr risg wedi’i diweddaru
- Tystiolaeth o gostau rhagweledig diweddaraf
Efallai y bydd yr aseswyd technegol yn gofyn am dystiolaeth ategol bellach yn ystod yr asesiad. Ymatebwch i unrhyw ymholiadau o fewn dau ddiwrnod gwaith i osgoi oedi.