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The Change Management workflow allows you to capture all of the post-Baseline changes that you need to track in your project:

  • Change Order (Budget, Schedule, Key Quantity)
  • Budget Transfer
  • Change Forecast
  • Contingency Draw-downs and Top-ups. 

To Create a Change Order 

  1. Open Project.
  2. Select the Change Mgmt tab.



            3.  Click on New.  The Change Detail input screen will appear.

Change Details:

  1. Enter the Change Number, Title and Issue Date.
  2. Select the Change Type

    1. Change Order:  enter known or requested changes in scope.  
    2. Change Forecast:  enter a perceived change trend
    3. Budget Transfer: enter a transfer of budget from one workpackage to another. 


 

  1. Select the Change Reason.  Change order reasons are set up by you in Configuration.
  2. Select the Change Source.  Customer, Internal, Vendor or Other.  If Vendor is selected, the Vendor drop-down list will appear for you to select the Vendor associated with the Change Order
  3. Select the Change Order Funding Source. 
    1. Internal.  An optional AFE# field will be available for you to enter the AFE (Approval for Expenditure) associated with the Change Order.
    2. Customer.  An optional PO Number field will be available for you to enter the PO Number associated with the Change Order.
    3. Contingency.  The Remaining Reserve available for you to draw-down from will be displayed.
    4. Other.  An optional Funding Source Detail will be available for you to provide further details about the source of funding for this Change Order.
  4. Check 'Allow Time Entry prior to Approval?' if you wish to start tracking quantity and cost on the Change Order before it is Approved.
  5. If taxes are to be calculated and displayed on your Change Order form, check the 'Is Taxed? box.
  6. Select the anticipated impact on schedule - Decrease, Increase or No Impact.  If Decrease or Increase selected, input the Number of Days.
  7. Enter a Description, if desired.

Impact on Schedule is currently used for purposes of display on Change Order forms only and will not result in a system update of your WBS Start or End Dates.

Reporting Preference:

  1. Choose your Reporting Preference for how the Change Order value should be displayed on your change order form - by Total Change Order Value or Total Project Value.
  2. Choose your Reporting Preference for how the Change Order details should be displayed on your change order form - by Summary, Work Package or Work Package and Resource.

Change Order Properties:

Properties are custom fields that are set up in Configuration and are used to either capture additional details on your change order that are useful for your organization, or are used to set up additional information for display on your change order form.

  1. If you have any Properties set up, click on the Properties tab and enter details.
  2. Click on Save and Next.  A new tab, Change Order Estimate, will appear.

 

Change Order Estimate:

  1. Enter the estimate details for your Change Order.  The workflow to estimate your Change Order is identical to the workflow to Estimate your project.
  2. Click on Save, or Save and Close.

Your newly created Change Order now appears in the Change Order main screen, with a default Status of Proposed.




 

To Create a Budget Transfer

  1. Click on New Change.  The Change Detail input screen will appear.

Change Details:

  1. Enter the *Change Number, Title and *Issue Date.
  2. Select the Change Type - Budget Transfer

    1. Change Order:  used to record known or requested changes in scope.  
    2. Change Forecast:  used to record a perceived change trend
    3. Budget Transfer: used to record a transfer of budget from one workpackage to another. 
  1. Select the Change Reason.  Change order reasons are set up by you in Configuration.
  2. Select the Change Source.  Customer, Internal, Vendor or Other.  If Vendor is selected, the Vendor drop-down list will appear for you to select the Vendor associated with the Change Order
  3. Select the anticipated impact on schedule - Decrease, Increase or No Impact.  If Decrease or Increase selected, input the Number of Days.
  4. Enter a Description, if desired.

Impact on Schedule is currently used for purposes of display on Change Order forms only and will not result in a system update of your WBS Start or End Dates.

Reporting Preference:

  1. Choose your Reporting Preference for how the Change Order value should be displayed on your change order form - by Total Change Order Value or Total Project Value.
  2. Choose your Reporting Preference for how the Change Order details should be displayed on your change order form - by Summary, Work Package or Work Package and Resource.

Change Order Properties:

Properties are custom fields that are set up in Configuration and are used to either capture additional details on your change order that are useful for your organization, or are used to set up additional information for display on your change order form.

  1. If you have any Properties set up, click on the Properties tab and enter details.
  2. Click on Save and Next.  A new screen will open up on the Budget Transfer tab.
  3. In the Cost Estimate column, enter in the new Cost Estimates for the workpackages to transfer budget between.
  4. Click Save, Save and Close or Cancel. 

The Budget Transfer workflow requires a 'net zero' value upon Save.  If your Budget Transfer is less than or greater than zero, you will be prompted  to update.

 

  1. Click on Save, or Save and Close.

Your newly created Change Order now appears in the Change Order main screen, with a default Status of Proposed.




 

 

 

 

 

 

 

Change Order and Change Forecast statuses can be either Proposed, Submitted for Approval, Approved or Rejected.  

  • Proposed and Submitted for Approval: the estimated, or re-estimated, value of any tasks that you allocate this change order to will NOT appear in your Current project estimate or metrics.
  • Approved: the estimated, or re-estimated, value of any tasks that you allocate this change order to will appear in your Current project estimate or metrics.
  • Rejected: the value of any tasks that you allocate to this change order will return to their original value.

 

 

 

 

 

To update your Change Order from Proposed and/or Submitted for Approval to Approved:

  1. Click on the Change Order to update.  The Change Order details will appear below.
  2. Click on Edit.
  3. Update the status from Proposed to Approved.

Your project status will be automatically updated to Progressing.  In your Project Estimate, the change order value will appear in the Progressing column.

To View a Change Order Form

  1. Open the Project.
  2. Select the Change Management tab.
  3. Click on Print.

The Change Order Form (Change Notice when printing a Proposed Change Order) will display the Reporting Preferences selected for the Change Order, as well as approval signature lines.


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