Oracle Cloud Learning Center


16 Manage Product Data Governance: Manage Product Change Orders

This button toggles the Table of Contents floating window

 

This chapter contains the following:

Create Change Orders

Manage Change Orders

Manage Item Change Order Approval

FAQs for Change Orders

Create Change Orders

Change Orders: Overview

Change orders let you process changes to user-defined item attributes, structures, packs, associations, and item revisions and versions.

Product data stewards and product managers can manage product change orders. They can create change orders within predefined change order types, author product changes, view product changes, submit changes for review and approval, track change statuses, and implement changes on a scheduled date.

Changes are submitted through a formal review and approval workflow to ensure successful and validated completion of change orders.

Changes to item structures can be implemented in other organizations by propagating change orders to multiple organizations using predefined propagation rules while still having the flexibility to adapt implementation schedules based on individual organizations.

Individual lines in change orders can be moved to existing or new change orders to avoid bottlenecks in processing and implementation.

Change Orders: How They Are Created

Create change orders within predefined change order types to modify item information and route that information for review and approval.

What Change Orders Modify

Change orders modify the following information

  • Item specifications: Modify operational and user-defined item attributes.

  • Item structures: Add, update, and delete structures.

    Note

    Components can be disabled only through change orders

  • Packs: Add, update, and delete packs and pack attributes.

  • Associations: Add item supplier site organization associations, remove existing associations, and modify existing item supplier attributes.

  • Revisions and Versions: Create new revisions or versions for an item while modifying item information

Changes to item structures can be propagated to other organizations through rules associated with the change order type.

How Change Orders Are Created

Access the Create Change Order process in one of three ways:

  • Click the Create Change Order link on the regional pane.

  • Click the Create icon on the Manage Change Orders page.

  • Select Create from the Action menu on the Manage Change Orders page.

The change order changes items specific to the organization that you select. However, if propagation rules are associated with the selected change order type, then you can push changes to item structures into other organizations in which the changed item is enabled.

Change order type determines how change order numbers and descriptions are generated, how changes will be propagated to other organizations, and what tasks are required to complete the change order.

Change order header details include priority, reason, propagation rule, and user-configured attributes.

On the Overview tab, specify the following information:

  • Tasks required to complete the change order

  • Attachments providing additional information

  • Propagation information

On the Line tab, add and access individual items to modify attributes, structures, packs, and associations.

You can create a new revision for each item added where the changes can be administered. For version-enabled items, the changes can be administered in a new version of that item.

Note

Only item details that can be modified through the change order will appear. For example, because item organization and catalog assignments are not supported through change orders, those tabs will not appear on the item details page. Also links on the Specification tabs for attributes that cannot be changed through the change order will not appear.

When you submit the change order for approval, you can track approval or rejections for each line in the change order.

Change Order Tasks: Explained

Change order tasks help ensure that mandatory work is completed before a change order is completed or promoted to the next status. You can use change order tasks to create and assign work to individuals.

If a task is marked as required, then it must be completed before a change order can be promoted to a specified status. All tasks must be completed prior to Approval status and once a change order is approved, the change order cannot be edited (therefore, the status of the task cannot be changed). If a task is not completed, then the change order cannot be completed.

Note

Once a change order is submitted to open status, notification will not be sent to assignees if Skip Request Comment is selected.

Managing Change Order Tasks

You can change the status of an existing change order task, reassign it, update it, cancel it, or delete it.

You can modify an existing change order task if its task status is Open.

You create a change order task by adding lines to the Tasks table on the Overview tab when you define or edit a change order.

The Tasks table includes the following fields that let you specify task details:

  • Sequence: Determines the order in which the tasks are performed.

  • Required: Indicates that the task is mandatory for the change order to progress.

  • Assigned To: Specifies the person (or group) to whom the task is assigned.

  • Start-by and Complete-Before Status: The status at which the tasks should be initiated and the status before which the task should be completed.

    If a task is mandatory, then a Complete-Before Status must be specified.

  • Need-by-Date: Indicates the date on which the change is needed.

Change Order Attachments: Explained

A change order attachment is unstructured information related to a change order. Examples of change order attachments include CAD drawings, test results, specification sheets, or URLs.

Attachments can be any type of file including:

  • Files and folders from your desktop or a configured repository.

  • Text files generated during the attachment process.

You can also specify URL links as attachments.

Managing Change Order Attachments

You can add attachments when you create a change order. You can also edit attachment details and remove attachments from an open change order.

Change Order Propagation: Explained

You can propagate changes to item structures from one organization into other organizations through change orders.

How changes are propagated to other organizations is determined by propagation rules. Available propagation rules are determined by the organization and change order type selected for the change order.

The propagation organization appears in the change order header, the default list of organizations, or organization hierarchy identified by the change order type. You can select other organizations or organization hierarchies that have been identified in the change order type. The list of organizations associated with the selected propagation organization or hierarchy appear in the Propagation Organizations region.

You can enable specific organizations identified in the change order type for propagation or you can enable all of them.

Enabling Items for Propagation

You must ensure that the items specified in the change order are assigned to the propagation organization in order for the changes to take effect.

The Items columns below the Propagation Organizations region shows the total number of items included in this change order and how many of those items are enabled for propagation for a particular organization.

Note

You can enable items and organizations for propagation through the Edit Change Orders page only. Edit a saved change order through the Manage Change Orders page by selecting a change order in the search results table and selecting Edit.

You can propagate the change order in view mode. Access a saved change order through the Manage Change Orders page by clicking the change order name in the search results table.

To enable items for propagation, click the Propagation Detail icon in that organization's row in the Items table on the Propagation Details page, select the appropriate items, and click Assign to Organization to enable those items for propagation.

Excluding Item Structure Components from Propagation

As part of the localization of item structures, individual organizations might use a component in an item structure from a master or source organization from which the change order originates. If a component does not exist, then the changes authored for that component cannot be propagated, and the item propagation will result in error. To avoid such propagation errors, the component can be excluded from the change order before it gets propagated.

To exclude item structure components from propagation, click the Propagation Detail icon in an organization's row below the Propagation Organizations region. Select an item in the Items table on the Propagation Details page to display the structures associated with that item and the components of these structures. Select Exclude next to those components that you do not want to propagate.

Propagating Changes

The propagation rules associated with the change order type may allow a change order to automatically propagate changes to other organizations or organization hierarchies after the completion of the workflow in a specific status.

However, you can explicitly propagate a change order in one of the following ways:

  • Highlight a change order on the search results table on the Manage Change Orders page, and select Propagate to propagate the change order to all the selected organizations in that change order.

  • Access change order detail through the Manage Change Orders page by clicking the change order name in the search results table, and select the Propagate icon in an organizations row under Propagation Organizations on the Overview tab.

Note

To view the scheduled process output log file, click the Propagation Details icon in the Propagation Organization table to open the Propagation Details dialog box. Then click the scheduled processes icon.

Adding Item Revisions and Versions to Change Orders: Explained

Generally, if there is a change in form, fit, and function for an item, then a new revision is created. For all other kinds of changes, you create a new version.

You can create a new revision after updating an item and saving it to a change order, from the item detail page. The user can also create a change order, add a revised item and make item organization assignments in a change order context from master organization.

An item can be added to a change order when it is in draft or open status.

For version-enabled items, the changes can be administered in a new version of each item. An item that is versioned can be added only to a change order in open status.

Versioning an item and creating a new item request are independent of each other. Versions can be added to a new item request and routed for approval if there is a business need.

Item Detail Management in Change Orders: Explained

You can add items and author item changes when you create or edit a change order. You can create new or change existing item organization assignments. Click on the item links on the Lines tab to access the Edit Item page where you can manage item details.

Note

The effective date for the item needs to be specified and saved before the Edit Item page can be accessed.

On the Edit Item page, you can edit the following item details:

  • Specifications: On the Specifications tab, you can modify predefined and user-configured attributes.

  • Structures and Packs: On the Structures tab, you can add new structures, copy structures, and modify structures by adding new components, removing existing components and modifying component attributes. You can also modify packs by adding new packs and modifying pack attributes.

    Note

    You cannot modify referenced (common) structures through a change order.

  • Associations: Access the Edit Change Order page to modify change order settings and content:

    • You can assign an item to a child organization through a change order. Such assignments always happen only in the master organization change order context.

    • From a master organization, assign an item to a child organization, add the change to a change order, and route it for approval. This item can then be enabled in the child organization on a specified date.

    • From a master organization you can also create a change order, add a revised item, and make the item organization assignment in a change order context.

    • By selecting the appropriate batch-level change order options, you can also make item organization assignments through batches and add them to a change order. But, if change order required rules are triggered for such assignments, they are carried through a change order even if batch options are not specifically set.

    • You can also use change services to add item organization assignments to a change order.

When managing change orders:

  • You can enable an item in a child organization through a change order and have the item available for transaction on a specified date.

  • If approval routings are enabled for a change order, you can seek approvals on the item organization assignment before enabling the item in a child organization.

  • If Skip Request Comment is checked, request comment notifications are not sent to the seeded assignees on submission of change order to Open status.

Note

Skip request comment is per change order type, not across all change order types.

  • You can access item detail through the change order details page by clicking on the item links on the Lines tab to access the item detail page.

Manage Change Orders

Change Order Edits: Explained

From the Edit Change Order page, you can monitor and modify all aspects of a change order definition.

You can access the Edit Change Order page in the following ways:

  • When you create a new change order.

  • When you select a change order from the search results on the Manage Change Order page and select Edit from the Action menu.

  • When you access a change order in view mode by clicking the change order link in the search results on the Manage Change Order page, then select Edit from the change order detail page.

From the Edit Change Order page, you can perform the following tasks:

  • Modify header details such as priority and reason and add or remove attachments.

  • Monitor and modify the current status of change order tasks.

  • Modify line details and access item pages for further change.

  • Monitor the current status of the change order in the workflow.

  • Review the actions that have been performed on the change order.

Change Order Workflow: Explained

Each change order follows a lifecycle process based on predefined and user-defined statuses associated with the change order type. The sequence of statuses define the change order's workflow.

At each status in the change order's workflow, specified change order tasks must be completed before a change order is promoted to the next status.

Each change order workflow definition is associated with a change order type. The definition determines the sequence of statuses in the workflow.

Note

  • Open,Scheduled, and Completed predefined statuses are required for every change order type. You can configure the change order type to have additional statuses including user-defined statuses.

    If a versioned item is to be added to a change order, then the change order type needs to include an Open status.

  • The sequence of final statuses must be an approval status followed by Scheduled status and Scheduled status followed by Completed status.

  • Change orders can be set to be automatically promoted for statuses prior to approval. After approval the change order will always be automatically promoted.

Change Order Actions: Explained

You can propagate changes, move lines between change orders, and manage the life cycle of a change order using the change order actions available on the Actions menu on the Manage Change Orders page.

Change Order Actions

Select a change order and perform one of the following actions:

  • Promote and Demote: Manually promote or demote a change order to the next status in the workflow for that change order type.

    The workflow associated with the change order type may allow a change order to be automatically promoted or demoted to the next status after the completion of the workflow in a specific status.

  • Hold: You can place a change order on hold. No further action can be taken on the change order.

  • Release Hold: The change order is no longer on hold, and further actions can now be taken.

  • Cancel: The change order status is set to canceled, and any changes defined for items in the change order are discarded.

  • Generate Report: You can produce a customizable detail report on the selected change order.

Change Order Action Log

The action log displays all actions (and associated comments) executed against or posted to the change order. The action log also contains messages generated by the system.

From the action log, you can initiate a discussion by posting and assigning a new comment, you can respond to requested comments, or you can reply to specific comments, thereby creating a threaded discussion within the context of the change order.

Change Order Action Log: Explained

The action log displays all actions (and associated comments) executed against or posted to the change order. The action log also contains messages generated by the system.

From the action log, you can initiate a discussion by posting and assigning a new comment, you can respond to requested comments, or you can reply to specific comments, thereby creating a threaded discussion within the context of the change order.

Change Order Management: Explained

From the Manage Change Orders page, you can copy or create new change orders, and modify, review, or delete existing change orders.

The set of change order management tasks include the following:

  • Add new change orders or duplicate existing ones.

  • Access the Edit Change Order page to modify change order settings and content.

    • You can assign an item to a child organization through a change order. Such assignments always happen only in the master organization change order context.

    • From a master organization, assign an item to a child organization, add the change to a change order, and route it for approval. This item can then be enabled in the child organization on a specified date.

    • From a master organization you can also create a change order, add a revised item, and make the item organization assignment in a change order context.

    • By selecting the appropriate batch-level change order options, you can also make item organization assignments through batches and add them to a change order. But, if change order required rules are triggered for such assignments, they are carried through a change order even if batch options are not specifically set.

    • You can also use change services to add item organization assignments to a change order.

  • Access change order detail for review.

  • Delete change orders by adding them to a delete group.

  • Manage the life cycle of a change order by using change order actions: Promote, Demote, Hold, Release Hold, and Cancel.

  • Manually propagate the change order to other organizations or organization hierarchies based on the propagation rules defined in the change order type.

  • Move lines from one change order to a new or existing change order.

  • Generate change order detail reports.

View Change Order Details

You can access the change order details page by clicking on the name of a change order in the search results table on the Manage Change Orders page.

On the Change Order Details page, you can perform the following tasks:

  • Modify propagation information.

  • Monitor the current workflow status of the change order.

  • Monitor the current status of change order tasks.

  • Review the actions that have been performed on the change order.

Manage Item Change Order Approval

Change Order Notifications: Explained

Notifications are sent to assignees throughout the lifecycle of the change order.

The following table shows the different types of notifications that are available for each status type

When a change order is submitted, notifications are sent out to Assignees, Approvers, and Requestor. Notifications are sent to each of the assignees of a step when the step is started.

Consolidated notifications are also sent out to assignees of each tasks.

FYI notifications are sent to the Creator, Assignee, Requestor, and Approver of change order lines and headers, and new item request lines and headers when it moves to Scheduled or Completed Status.

When the change order is approved or rejected, a notification is sent to the Creator, Requestor, and Assignee. If the approval routing workflow is aborted, then a notification is sent to all people in the approval routing that were previously notified regarding an assigned workflow process in a step.


Status Type

FYI Change Order Creation and Assignment

Request Comment

FYI Task Notification

Request to Comment From Action Log table

Approval Notification

Draft

Yes

No

No

Yes

No

Open

Yes

Yes

Yes

Yes

No

Interim Approval

No

No

Yes

Yes

Yes

Approval

No

No

No

Yes

Yes

Scheduled

No

No

No

Yes

No

Completed

No

No

No

Yes

No

Note

A predefined request comment notification is associated with the Open status. The change order cannot move to the next status until this notification has a response. The notification is then sent automatically to the assignee and the requestor.

This automatic notification can be bypassed by removing the assignees. If the notification is bypassed and the BPEL process is set to automatically promote, then the change order automatically moves to the next status. Otherwise, you need to manually move the change order to the next status.

Change Order Approval Process: Explained

A change order can be approved only through the successful completion of an approval routing. When you create a change order, an approval routing is created automatically based on approval rules or manually by any user granted the Item Change Order Management Duty privilege.

An approval routing consists of one or more approval stages. Each approval stage specifies a workflow process and assignee. For example, you can create stages to request approval or request comments.

Skip Request Comment is available in open status. When checked, request comment notifications are not sent to the seeded assignees.

If skip is enabled and autopromotion status is defined for open status, on submission of the change order from draft, the change order will be pushed to the status set for autopromotion.

After changes are authored for each item, the change order is submitted for approval workflow.

When a change order is submitted, notifications are sent out to assignees. Consolidated notifications are sent to each of the appropriate assignees at each stage of the approval process. Each approver is requested to respond before the expiration date that is specified in the approval task in AMX. Reminder notifications can be set up so that an approver who does not respond by the required date will receive notifications at a specified interval.

The approval status of a change order reports the progress of the approval. A list of approvers and the action taken by each approver is captured as a part of the history displayed in the notification for approval.

The approver can approve each line in the change order or reject the change.

A task can be set up so that when the change order is approved or rejected, an e-mail notification is sent to the creator, requestor, and assignee. If the approval routing workflow is stopped, then a task can be set up so an e-mail notification is sent to all people in the approval routing who were previously notified regarding an assigned workflow process in an approval stage.

Note

For change orders in Draft or Open, their lines can be moved to a new change order or to another existing change order, if those lines are hindering the approval workflow.

You can navigate to the items in the change order approval notification using the item hyperlink. The resulting read-only item page will be rendered in separate window. The first view on item drill-down from notification is item view, to view the changes in the context of the entire item (as supported by the change order). Then you can toggle to item changes-only view in redlined mode.

Approvers will only see those aspects of the item for which they have access.

FAQs for Change Orders

What are valid objects for change order attachments?

Change order attachments can be any type of local file, repository file or folder, entered text, or URL link.

How can I find details about changes to an item in a change order?

Click the change order link in on the Manage Change Orders page. On the Lines tab, click the Item Changes for an item to access the Item Changes page.

Note

The Item Changes page displays only changes made to the item through this change order. Click Item View to see the changes within the context of the item details page in red line mode.

How can I find details about changes to an item component in a change order?

Click the change order link in on the Manage Change Orders page. On the Lines tab, click the Item Changes icon for an item to access the Item Changes page then click the Component Changes icon in the Structure Changes table to access change information for specific item components.

How can I move change order lines?

On the Manage Change Orders page, expand the search results and select lines from one or more change orders within the same organization then select Move Change Lines.


Previous Page Next Page

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. Legal Notices