This article is intended for Utility Program Administrators.

As part of our Agile development practice, the Ekotrope engineering team organizes and completes work in one-week sprints. In order to provide more clarity to our clients around timelines, we have implemented a change request process.

This process does not cover large, more substantial changes that would require a new signed agreement.

Submitting a Request

To help streamline the request process, please follow the following steps for each request.

1. Please email change requests to ProgramSupport@Ekotrope.com.
2. When submitting the request, please be sure to include:
   1. Problem statement and/or reason for the change, which will allow the Ekotrope development team to brainstorm alternate solutions.
   2. Priority of request/level of importance to the program.
   3. Outline of current behavior vs. new behavior.
   4. Any screenshots or other support material.  
3. The Ekotrope team will review the open requests at the start of each sprint (Monday morning) to provide Time & Materials (T&M) estimates. Requests received throughout the week will be reviewed the following Monday. 

Timeline for Changes

Changes will be tracked for T&M. Once the Ekotrope team reviews the request and the T&M estimate is approved by the client, the change will be slated into a future sprint. The timeline for completing these types of changes will depend on how many hours we estimate the work to take. The estimates are as follows:

• 0-2 hrs: 1-2 weeks*.

• 2-4 hrs: 2-3 weeks*.

• 4-10 hrs: 4-6 weeks*.

• >10 hrs:  Custom timeline

*measured from T&M approval date to change go-live date.

Examples of 1-4 hrs changes include:

• Adding or modifying standard QA checks

• Surfacing a field in the API

• Removing OIT fields or adding fields that are already used in other programs
  

.

Examples of >4 hrs changes include:

• Updating incentive rates while preserving old rates

• More complex changes to OIT fields

• Updating reference home

For larger changes, we ask that requests are made at least 4 weeks in advance. For some of the more complex requests, the Ekotrope team may recommend a different approach than what the client suggests, and the Ekotrope team may say no to certain requests. As well, some changes may be too large and will require additional pricing outside of T&M. 

Rush Fees

If there is a change request that needs to be completed in a rushed, prioritized manner, Ekotrope will try to accommodate the rushed timeline, but we will not always be able to meet quick turnarounds. Ekotrope will let the requester know whether we can accommodate the rushed timeline prior to getting the T&M approved. If approved, Ekotrope can complete the changes for an increased T&M fee, which is about a 20% increase for each hourly rate.

Please contact Ekotrope at ProgramSupport@Ekotrope.com for questions regarding hourly rates.