Change Request Business Process

Use the Change Request business process to manage a potential change to a commitment with a vendor (Contract). It tracks key information about the change, such as the reason and amount, and is frequently a precursor to a formal Change Order.

Change requests can be created manually or they can be automatically created from other business processes such as, Architect's Supplemental Instructions (ASIs), Issues, or Requests for Information (RFIs). A Change Directive or Change Order can be created from a Change Request.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Change Request business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Related Processes

The Change Request business process might create the following business processes: Change Directive, Change Order

The Change Request business process might be created by the following business processes: Architect's Supplemental Instructions, Issue, Request for Information

Creating a Change Request Record

Create a Change Request record by navigating to Change Management / Change Request on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Change Request task that has been assigned to you from the Tasks log.

Complete the Change Request form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Change Management, and then select Change Request.
  3. On the Change Request page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Change Request.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Change Request but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Change Request Form

Key Information

Key information about this Change Request is provided below.

Field Name

Access

Description

Title

Required

Enter a title.

Contract

Required

Contract that is a reference to this record

Change Reason

Required

Reason for this change

Amount

Read-Only

Amount of this record or line item

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Create a Change Order?

Editable

Use this field to create a change order automatically, upon approval of this record.

Description

Enter the description or scope of this Change Request. This information might appear in any formal printouts of this Change Request.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded. The business processes selected for auto-creation will copy this detailed description to the destination business process.

Change Request Details

Details about the Change Request should be entered below.

Field Name

Access

Description

Schedule Impact (Days)

Editable

If available, provide an estimate for the number of additional days added by this change order.

Spec Section

Editable

Specification section

Need By Date

Editable

If applicable, the date when the change is needed

Cost and Schedule Information

Information about the cost and schedule impact of this Change Request. If this Change Request was created from another source (for example, from an RFI), the information will have carried over.

Field Name

Access

Description

Cost Impact

Editable

Indicates whether there is a cost impact

Schedule Impact

Editable

Indicates whether there is a schedule impact

Owner Cost Estimate

Editable

If there is a cost impact, this field shows the total amount of the cost impact.

Owner Schedule Impact Estimate (Days)

Editable

If the schedule is impacted, this field indicates the number of days that impact the schedule.

Cost Impact Notes

Editable

If there is a cost impact, describes the reason.

Schedule Impact Notes

Editable

Description of why the schedule is impacted, if a schedule impact is indicated.

Cost Tracking

Tracks the cost of this Change Request as it moves from the original estimate to the final negotiated price.

Field Name

Access

Description

Cost Tracking Method

Editable

Indicates whether the various costs should be tracked at the summary level (top-down) or rolled up from the line items (bottom-up)

Estimated Line Item Total

Read-Only

Estimated line item total for the change request

Estimated Amount

Editable

Original estimated amount for the change request

Estimated

Read-Only

Estimated amount for the change request

Vendor Suggested Date

Editable

Date when the vendor-suggested amount was received

Vendor Suggested Line Item Total

Read-Only

Line items total for change request that the vendor suggested

Vendor Suggested Amount

Editable

Amount vendor submitted for the change request

Vendor Suggested

Read-Only

Change requests that the vendor suggested

Recommendation Date

Editable

Date when the recommended amount was added

Recommended Line Item Total

Read-Only

Amount recommended for the change request line items, prior to negotiations

Recommended Amount

Editable

Amount recommended for the change request, prior to negotiations

Recommended

Read-Only

Final amount recommended for the change request

Final Negotiated Date

Editable

Date when the final date was agreed on. This is the date on which final negotiations about the date were completed.

Final Negotiated Line Item Total

Read-Only

Final amount agreed for the total of change request line

Final Negotiated Amount

Editable

Final amount agreed with the vendor

Final Negotiated

Read-Only

Final amount agreed for the change request

Financial Summary

The information below provides a full snapshot of the Contract and the impact of this Change Request.

Field Name

Access

Description

A. Original Commitment

Read-Only

Amount of the original contract

B. Previously Approved Change Orders

Read-Only

Total amount of all previously approved change orders

C. Amount Previous to this Change Order (A+B)

Read-Only

Revised amount of this contract, not including the current (or any pending) change orders

D. Current Request

Read-Only

Amount of this change order

E. Revised Contract Amount (C + D)

Read-Only

Revised contract amount upon approval of this change order

Reference Contract Details

The following details are pulled from the referenced contract.

Field Name

Access

Description

Contract Number

Read-Only

The unique number for the contract, which might come from a corporate financial system

Vendor Name

Read-Only

The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Contract Type

Read-Only

Type of contract

Effective Date

Read-Only

Enter the date this record takes effect.

Original Contract Completion Date

Read-Only

Target completion date of the original contract, prior to any change orders

Revised Contract Completion Date

Read-Only

Latest contract-completion date, based on all approved change orders

Work Retainage %

Read-Only

Percentage retained for work or services. The default value is set in the project setting. Can be changed at the Contract or Contract line item level.

Stored Materials Retainage %

Read-Only

Percentage retained on stored materials. The default value is a project setting. Can be changed at the Contract or Contract line item level.

Change Directive

To expedite the work and avoid or minimize delays in the work, which might affect the contract sum or contract time, a Change Directive can be created and sent to the Vendor.

Field Name

Access

Description

Create Change Directive

Editable

Use this field to create a Change Directive from this record immediately.

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Unit Cost Information

Information on the cost per unit for this record. The Unit of Measure values are set to the project values by default.

Field Name

Access

Description

Unit of Measure

Editable

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Unit Quantity

Editable

Unit quantity to be used to calculate the Cost Per Unit for this record

Cost per Unit

Read-Only

Total cost divided by the unit quantity for this record

Related Activity/Milestone

Schedule information of the selected activity/milestone

Field Name

Access

Description

Activity/Milestone

Editable

Select the activity or milestone that should be used to track the planned and actual dates in this record.

Activity Name

Read-Only

The name of the selected activity/milestone from Project Schedule

Planned Start

Read-Only

The planned start date from the selected activity/milestone

Planned Finish

Read-Only

The planned finish date from the selected activity/milestone

Actual Start

Read-Only

The actual start date for the project from the schedule activity/milestone

Actual Finish

Read-Only

The actual finish date from the selected activity/milestone

Additional Information

The Change Request Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Change Order Date Picker UDF 1

Disabled

Reserved for future use by your organization

Change Order Date Picker UDF 2

Disabled

Reserved for future use by your organization

Change Order Decimal UDF 1

Disabled

Reserved for future use by your organization

Change Order Decimal UDF 2

Disabled

Reserved for future use by your organization

Change Order Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Change Order Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Change Order Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Change Order Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Change Order Picker UDF 1

Disabled

Reserved for future use by your organization

Change Order Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Change Request Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Change Order Text 255 UDF 1

Disabled

Reserved for future use by your organization

Change Order Text 255 UDF 2

Disabled

Reserved for future use by your organization

Change Order Text 255 UDF 3

Disabled

Reserved for future use by your organization

Change Order Text 255 UDF 4

Disabled

Reserved for future use by your organization

Change Order Long Text UDF 1

Disabled

Reserved for future use by your organization

Change Order Long Text UDF 2

Disabled

Reserved for future use by your organization

Currency

If the currency of this Change Request is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Rate in Project Currency

Read-Only

Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed.

Project Currency Amount

Read-Only

This field shows the amount of the transaction, according to the project currency.

Consolidating Line Items

Change Request line items can be consolidated from the following business processes:

Completing the Standard tab

General

Specify a cost code for this Change Request line item.

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Change Request Details

Enter the cost for this line item as a lump sum or a unit rate.

Field Name

Access

Description

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Item Unit Cost

Editable

Enter the item unit cost.

Amount

Read-Only

Amount of this line item

Description

Enter a description for this Change Request line item.

Field Name

Access

Description

Short Description

Required

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Cost Tracking

If using "bottom-up" cost tracking for this Change Request, the amounts below should be used. They are then rolled up to the main form.

Field Name

Access

Description

Estimated Amount

Editable

Original estimated amount for the change request

Vendor Suggested Amount

Editable

Amount vendor submitted for the change request

Recommended Amount

Editable

Amount recommended for the change request, prior to negotiations

Final Negotiated Amount

Editable

Final amount agreed with the vendor

Additional Information

Enter additional information specific to this Change Request line item.

Field Name

Access

Description

Spend Category

Editable

Select a spend category.

Work Package

Editable

Select the Work Package that this item will roll up to.

Contract Line Item UDF PD 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF Text 255 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF CA 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF DA 1

Disabled

Reserved for future use by your organization

Consolidated?

If this line item has been consolidated into a Change Order, it will be indicated here.

Field Name

Access

Description

Consolidated?

Read-Only

 



Last Published Monday, April 14, 2025