Project change requests

What is a project change request (PCR)?

A project change request (PCR) is a formal process used to propose and manage changes to your Social Housing Decarbonisation Fund (SHDF) Wave 2 project.

This involves any adjustment to your approved application, such as changes to the project scope, objectives, budget, timeline or other key elements.

PCRs ensure that changes are reviewed, approved and documented – maintaining project integrity and compliance with scheme requirements.

Who to contact

For any changes or issues regarding your project, your single point of contact (SPOC) is your primary contact.

They are well-equipped to guide you through the PCR process and provide support. They can help answer questions, help you prepare your PCR and ensure that all necessary steps are followed.

If your project requires a PCR, be sure to consider:

Early discussions: engage with your SPOC/PSO as soon as you identify the need for a change. Early communication helps address potential issues before they escalate and ensures that you have ample time to make necessary adjustments.
Significant changes to your project: altering your project scope – including changes to your budget, number of homes, or finance agreements – should be discussed with your SPOC/PSO and reflected in a PCR. Submissions of PCRs should occur within the monthly governance cycle to provide sufficient time to complete the necessary quality assurance checks and will enable the PCR to be considered through the formal approval processes.
Minor adjustments: for smaller changes to your project (e.g. removal of measures, timeline extensions), it’s still important to notify your SPOC/PSO promptly. Even minor adjustments can impact the overall project, so timely communication ensures that these changes are managed effectively.

Please note:

When submitting your proposed PCR, your project must still comply with scheme requirements and grant funding conditions – including admin and ancillary (A&A), cost caps and co-funding commitments.

Required details

You don’t need to provide all the details of your proposed change upfront.

Your SPOC will guide you on the necessary information and documentation needed for the PCR if one is required.

Focus on providing a clear summary of the change and its impact and let your SPOC help with the specifics.

The PCR process

Step 1

Identify the need for a change

Review your project scope and identify any aspects where changes may be necessary, such as adjustments to the project scope, budget or timeline.

Step 2

Contact your SPOC for a discussion early

Reach out to your SPOC to discuss the potential change at the earliest opportunity. This conversation helps in understanding the implications of the change and exploring possible solutions.
Your SPOC will help determine if a formal PCR is required, or if there are alternative mitigation activities that could address the issue instead.

Step 3

Prepare and submit your PCR

If a PCR is needed, your SPOC will assist you in drafting and finalising the change request, ensuring it includes all necessary details and documentation
Please ensure that you have considered and adhered to the scheme requirements when developing your PCR
The completed PCR will be submitted for review (please note that complex PCRs may require more time for review)

Step 4

Review and decision

Your proposed PCR will be reviewed and the potential impact on the project will be assessed
Once a decision has been reached, the decision regarding your change request will be communicated to you, including any approved modifications or required adjustments/actions

Please note: Your project should continue to deliver in line with approved expectations until your PCR is approved. PCRs should not be completed retrospectively.