2 Understanding the EnterpriseOne Change Management System

This chapter contains the following topics:

2.1 Change Management Process

This section discusses:

  • Creating change requests.

  • Creating planned change orders and change orders.

  • Modifying change requests.

The JD Edwards EnterpriseOne Change Management system is a flexible system of interrelated programs that lets you create a change management process to suit the organization. You can set up a very simple process by using only change requests to track changes to the accounts that are affected by changes to a job. You can also create a more comprehensive process to automatically move change requests through an approval process; send information about changes to other JD Edwards EnterpriseOne systems, such as JD Edwards EnterpriseOne Subcontract Management and JD Edwards EnterpriseOne Contract and Service Billing; and track details about changes to a job.

2.1.1 Creating Change Requests

The change management process begins with change requests. You create change requests to track changes such as those to costs or to accounts charged or credited. When you create a change request, you assign detail status codes to each line item of account distribution information. These detail status codes indicate the line item's current stage in the approval process. As you revise account distribution information for a line item, you can update the status codes to move the change request to the next approval stage. If you set up the detail status codes to refer to account ledgers, you can automatically update ledgers with revised amounts when you update the status of a change request.

2.1.2 Creating Planned Change Orders and Change Orders

After you create change requests, you can group related change requests by attaching them to planned change orders (PCOs). You can group related PCOs by attaching them to change orders (COs). Grouping change requests and PCOs makes it easier to locate information about related changes.

2.1.3 Modifying Change Requests

After you create change requests, you might need to modify them. Audit Trail

As a job progresses, you might need to modify change requests. The JD Edwards EnterpriseOne Change Management system lets you set a processing option so that the system creates an audit trail. When you set the Audit Trail processing option, the system writes information to the Account Ledger table (F0911). Requotes

You can also track changes by generating requotes. A requote is a version of the change request. When you modify a change request, you can save the modified version as a requote. Then, when you need to view a history of changes, you can view the versions to compare the changes. Status Updates

As the job progresses, you change the status of the change requests that are associated with it. The JD Edwards EnterpriseOne Change Management system lets you create detail status codes that you use to track the approval stage of the change request. You can associate ledger types with detail status codes. When you assign a status code that has a ledger type associated with it to a line item on a change request, you can update the appropriate ledger from the JD Edwards EnterpriseOne Change Management system. You can update detail status codes individually, or you can use the Global Status Update program to update numerous accounts simultaneously. Reviewing Modifications

You can review the history of modifications made to a change request by viewing requotes; account ledger history; and by viewing original, quoted, and final amounts for affected accounts. You can also review all of the change requests for a job that have the same cost code, cost type, supplier, or ledger type.

2.2 Tables and Descriptions

The JD Edwards EnterpriseOne Change Management system uses these tables:

Table Description
Change Request Master table (F5301B) Stores change request master information, such as:
  • Job number

  • Change request number

  • Description

  • Status

  • PCO number

Change Request Details table (F5311) Stores detail information for change requests, such as:
  • Detail status code for each cost, revenue, and subcontract account

  • Line number

  • Ledger type

  • Requote number

  • Account cost code

  • Account cost type

  • Original, quoted, final, and best amounts for each account type

  • Subcontract number for subcontract accounts

  • Closed flag

Planned Change Order Master table (F5314) Stores information for PCOs, such as:
  • Status

  • Closed flag

  • CO number of the change order to which the PCO is attached

Change Order Master table (F5315) Stores information regarding a change order, such as:
  • Status

  • Closed flag

Business Unit Master table (F0006) Stores job master information, including the job description, job number, job type, company, and category codes.
Account Ledger table (F0911) Stores detail transactions in the general ledger. One record exists per transaction. The Account Ledger table tracks revisions to account balance amounts and quantities by providing a detailed audit trail of transactions.
Purchase Order Detail File table (F4311) Stores master information for subcontract management, including subcontract numbers and vendor addresses.
Change Request Detail Status Update table (F53101) Stores the detail status codes for the ledger that the system updates with the amount type and quantity for cost, revenue, and subcontract accounts.
Log Master Revision table (F4303) Tracks information for contracts, including:
  • Job number

  • Change request number

  • Log type

  • Log number

  • Status

  • Dates

Log Master table (F4305) Tracks information for logs at five levels, including:
  • Contract level logs

  • Company level logs

  • Subcontractor level logs

  • Project level logs

  • Job level logs

Account Master table (F0901) Stores account definitions, including account numbers and descriptions. One record exists per account. The Account Master table enables the adjustment of the percentage of completion for jobs during profit recognition processing by using the header account that is created when a job master record is created.
Account Balances table (F0902) Stores information about amount and unit ledger types that are used in detail status codes for change requests.
Job-Specific UDCs Master table (F53005) Stores by job the user-defined code (UDC) information that is specific to the JD Edwards EnterpriseOne Change Management system.
Ledger Type Master File table (F0025) Stores rules for specific ledger types, such as:
  • Budget amounts

  • Budget units

  • Annual close budget

  • Summarize and close

Automatic Accounting Instructions Master table (F0012) Stores the rules that determine how the system creates automatic balancing entries, special interim totals for reports, and general information about the chart of accounts.
User Defined Codes table (F0005) Stores UDCs and their descriptions.