Change Directive Business Process

Use the Change Directive business process to authorize a Vendor to proceed with work as described in the record. This is frequently used in place of a zero-sum Change Order or as a placeholder that lets work begin while a formal Change Request or Change Order is being processed.

Characteristics

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

Record Statuses

Acknowledged

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Contractor_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Change Directive 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 Directive business process might create the following business processes: Not applicable

The Change Directive business process might be created by the following business processes: Change Request

Creating a Change Directive Record

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

Complete the Change Directive 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 Directive.
  3. On the Change Directive 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 Directive.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Change Directive 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 Directive Form

Key Information

Key information about this Change Directive is provided below.

Field Name

Access

Description

Title

Required

Enter a title.

Initiated By

Editable

Party that initiated the Change

Contract

Required

Contract that is a reference to this record

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.

Change Directive Number

Editable

Change directive number, if not using the system record-number for identification

Change Reason

Editable

Reason for this change

Effective Date

Editable

Enter the date this record takes effect.

Reference Change Request

Editable

Change Request reference for this Change Directive

Description

Enter a detailed description or scope of this Change Directive. This information might appear in any formal printouts of this Change Directive.

Field Name

Access

Description

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.

Proposed Adjustments

Information about the proposed price and schedule adjustments to the Contract

Field Name

Access

Description

Adjustment to Contract Sum

Required

Proposed basis of adjustment to the Contract sum

Amount

Editable

Dollar amount for the selected cost adjustment

Unit Price Amount

Editable

Unit Price Amount

Unit of Measure

Editable

The default unit of measure used for any line items that are added to this record.

Change Description

Editable

Description of the cost adjustment for this Change Directive, if needed

Change in Contract Time

Required

Change in Contract time for this Change Directive

Days

Editable

Number of days for the selected time adjustment

Vendor Information

Details of the Vendor who will receive this Change Directive. This information is pulled from the contract.

Field Name

Access

Description

Legal Vendor Name

Editable

Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both.

Vendor Contact First Name

Editable

First name of the main vendor contact

Vendor Contact Last Name

Editable

Last name of the main vendor contact

Vendor Contact Phone

Editable

Phone number of the main vendor contact

Contact Email

Editable

Contact email address for the main vendor

Address

Editable

The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

City

Editable

City

State/Province

Editable

The state or province

State/Province - Other

Editable

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Country

Editable

Country

Zip/Postal Code

Editable

ZIP Code or postal code

Architect Information

Details of the Architect of Record (AoR) on this project. This information is pulled from the project record.

Field Name

Access

Description

AoR Vendor Name

Editable

Company name of the AoR

AoR Name

Editable

Name of the AoR

AoR Phone

Editable

Phone number of the AoR

AoR Email

Editable

Email address of the AoR

AoR Address

Editable

The AoR's address, include street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

AoR City

Editable

City for the AoR address

AoR State/Province

Editable

State or province of the AoR

AoR State/Province - Other

Editable

If the AoR address includes a country without defined states, provinces, or regions, use this field to provide additional pertinent information.

AoR Country

Editable

The country for the Architect of Record (AoR) address

AoR Zip/Postal Code

Editable

The ZIP Code or postal code for the Architect of Record (AoR) address

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 Number

Read-Only

Unique Project Number

Project Name

Read-Only

Name of the project

Additional Information

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

Field Name

Access

Description

Change Directive Date Picker UDF 1

Disabled

Reserved for future use by your organization

Change Directive Date Picker UDF 2

Disabled

Reserved for future use by your organization

Change Directive Decimal UDF 1

Disabled

Reserved for future use by your organization

Change Directive Decimal UDF 2

Disabled

Reserved for future use by your organization

Change Directive Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Change Directive Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Change Directive Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Change Directive Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Change Directive Picker UDF 1

Disabled

Reserved for future use by your organization

Change Directive Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

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

Field Name

Access

Description

Change Directive Text 255 UDF 1

Disabled

Reserved for future use by your organization

Change Directive Text 255 UDF 2

Disabled

Reserved for future use by your organization

Change Directive Text 255 UDF 3

Disabled

Reserved for future use by your organization

Change Directive Text 255 UDF 4

Disabled

Reserved for future use by your organization

Change Directive Long Text UDF 1

Disabled

Reserved for future use by your organization

Change Directive Long Text UDF 2

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025