Controlling drawing revisions and supplier variations

In brief

An outdated drawing can create rework even when the supplier follows it accurately. Revision control should connect design changes to fabrication status and commercial approval.

What to do

Identify which items have already been procured, fabricated, or dispatched.
Ask the supplier to quantify effects on materials, labour, and schedule.
Issue the approved revision through a controlled channel and withdraw superseded instructions.

Use one current version of the agreement

Record the change reference, original requirement, revised requirement, reason, and effect on price and timing. Identify the person authorised to approve it and the date the revised instruction takes effect. Make clear whether the supplier should pause affected work while a decision is pending. This prevents a discussion about an option from being mistaken for an instruction to proceed.

After approval, update the working scope and tell the people responsible for delivery and acceptance. Keep the original and revised records linked. At closeout, check completed work against the approved version rather than reconstructing decisions from scattered messages.

Illustrative buying situation

Consider this hypothetical example.

A drawing revision changes a fabricated component after material has been cut. Ask the supplier to identify affected quantities and explain reuse, rework, and scrap options. The engineer should approve the revised technical basis while the authorised buyer approves the commercial effect. Issue one controlled instruction after the decision. This prevents the workshop from acting on an informal discussion while the project team is still considering alternatives.

Your next decision

Keep the variation decision linked to the relevant drawing and affected quantities.

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