Managing Changes to Approved Projects

Managing Changes to Approved Projects

Why this matters

Once your project has been approved and funded through the F14A/F14B process, the agreed scope, budget and purpose become the approved baseline.
Any changes—no matter how small they seem—can impact:
  1. Funding (especially grants) 
  2. Compliance with building regulations 
  3. Insurance coverage 
  4. Internal approvals 
To protect your project and Scouts Queensland, all changes must be reviewed and approved before work continues.

When do I need to report a change?

You should contact the Facilities & Risk Team, (facilities@scoutsqld.com.au) if anything changes in your project, including:
  1. The scope of works (design, layout, materials, inclusions) 
  2. Project cost (increase or reallocation of funds) 
  3. Project timeline (delays or staging changes) 
  4. Compliance requirements (e.g. accessibility, building classification) 
  5. Grant-funded works (any variation at all) 
Alert
If in doubt—let us know....
 

What should I do if something changes?

Step 1 – Stop

Pause the project before proceeding with the change.

Step 2 – Notify

Email the Facilities & Risk Team (facilities@scoutsqld.com.au) with:
  1. What has changed 
  2. Why it has changed 
  3. Updated scope or plan 
  4. Any revised quotes or costs 

Step 3 – Wait for advice

The team will assess:
  1. Cost and funding impacts 
  2. Approval requirements (F14B update or new approval) 
  3. Compliance implications 
  4. Grant conditions (if applicable) 
Do not proceed until you receive the go-ahead from Facility and Risk.

Types of changes and approvals

Minor changes

  1. Small adjustments with no impact on cost, compliance, or intent 
  2. Example: like-for-like material substitution 
Idea
✔ Notice is still required 

Moderate changes

  1. Changes to scope or small cost increases (<5%)
  2. Example: adding minor additional works 
Alert
✔ Requires updated approval (e.g. revised F14B)

Major changes

  1. Significant scope change or cost increase 
  2. Any change affecting grant-funded works 
  3. Changes to building classification or compliance 
✔ Requires new or amended F14A and F14B

✔ May require:  
Funder approval 
Updated landowner consent 


Important: Grant-funded projects

If your project includes grant funding:
  1. You must not change the scope without approval 
  2. You may need written approval from the funding body before proceeding 
  3. Unapproved changes can result in: 
    1. Loss of funding 
    2. Requirement to repay funds 

Common mistakes to avoid

  1. Proceeding with changes before approval 
  2. Assuming small changes “don’t matter” 
  3. Not updating quotes or documentation 
  4. Changing scope on grant-funded projects without approval 

Key rule to remember

Alert
Stop – Assess – Approve – Then Proceed
Info
Need help?
If you are unsure, contact the Facilities & Risk Team (facilities@scoutsqld.com.au) early.
It is always easier to review a change before work happens than to fix issues later.