Project Change Requests and Consolidation into Change Orders

Create change requests with clear reasons, assess their impact on project schedules and margins, and manage them efficiently in a modern and intuitive Redwood user experience. Track client approvals in detail to keep all stakeholders aligned on which changes have been accepted or rejected. Consolidate multiple change requests into a single change order, allowing project plans and budgets to be updated in one action, reducing administrative overhead. Additionally, configure the change request lifecycle to align with specific business processes using extensible change request statuses.

Edit change requests screen showing the summary of the changes.

Create a change request by entering basic details and navigate to the financial impacts tab to assess and record project schedule, scope, or budget impacts. Ensure that a baseline budget version of an approved financial plan type is available before you add budget impacts. Upload any relevant documents in the attachments tab such as impacted drawings, for complete documentation. Once all the necessary information is provided, the change request owner or users with appropriate data access can move the change request through each status to match the organization’s review and approval processes.

Financial Impacts tab on a change request where the impact line status is set.

Track status at the impact line level, giving you more control over which specific project impacts are approved. This allows you to selectively move only certain impact lines into a change order.

Change Requests filtered by Status in the Manage Change Requests screen

Use the summary view to quickly monitor all change requests or switch to the detailed view to see a breakdown of each change request with specific impact lines. Optionally, select individual impacts and consolidate them directly into change orders for more agile change management.

Consolidation:
You can consolidate at either the change request level or the impact detail level, but only approved impact lines are included. If you track status only at the change request level, all impact lines are automatically set to approved when the change request is moved to approved status, and the consolidation will include every line.

During consolidation, impacts from a single change request are grouped and added as a single impact in the change order. For example, if you select impacts from three separate change requests, or simply select three change requests, the system creates three distinct impacts within the change order, one for each change request. This approach preserves traceability to the original change requests and helps you easily audit and track changes throughout the project lifecycle.

On the change order page, you can view a split of the financial impact by change request and drill down into specific change requests using deep links for efficient navigation.

A screenshot of the edit change order page where impacts are displayed by change request.

Managing Project Change Requests using REST API

Additionally, users can create, view, update, or delete project change requests including the financial and task impact details using the Project Change Requests REST resource, providing greater flexibility and automation in your existing change management integration solutions.

Note:
When performing consolidation using the REST API, you must associate the change order number or change order ID with the change request impact ID. For example perform a PATCH operation as described below.

URL:  /fscmRestApi/resources/latest/projectChangeRequests/300100639622178/child/FinancialImpactDetails/300100639663737
Body: { "ChangeOrderId": 300100639663706 }

The business benefits are:

• Enhance transparency and protect project margins by giving stakeholders full visibility on the reasons and impact assessments for each change request to prevent surprises.

• Boost efficiency, save time, and minimize errors by consolidating multiple change requests into a single change order, which automates updates to the project plan and budget.

• Strengthen organizational expertise and improve future planning by maintaining thorough documentation of all changes, creating a valuable knowledge repository for ongoing learning and improvement.

Steps to Enable

Use the Opt In UI to enable this feature. For instructions, refer to the Optional Uptake of New Features section of this document.

Offering: Project Financial Management  No Longer Optional From: Update 26D

The feature opt-in choice is set to Yes by default, making it ready for immediate use. If additional time is needed before activating this feature, you have the option to set the Opt-in choice to No. This feature will be always enabled from update 26D.

This feature is ready to use out-of-the-box with no setup required. However, the following lookup values can be extended or customized to fit your organization’s specific needs.

Available Change Request Lookup Values

Lookup Value (Code)	Meaning
Change Request Reason (ORA_PJE_CR_REASON)	Indicates the reason for the change request.
Change Request Cancel Type (ORA_PJE_CR_CANCEL_TYPE)	Indicates the reason for canceling a change request.
Change Request Rejection Type (ORA_PJE_CR_REJECT_TYPE)	Indicates the reason for rejecting a change request.

Additionally, you can customize change request and impact detail statuses to fit your business process. For instance, add a status named "Submitted To Client" if you need to track requests sent to your client. Use the "Manage Project Statuses" task on the Setup and Maintenance page to set this up.

Manage Project Statuses Page where the change request and change request impact detail statuses can be customized.

Tips And Considerations

• You can add either project plan impacts or budget impacts in a change request—not both in the same change request.

• Impact lines consolidated into a change order remain editable within the change order. In an upcoming release, you'll have the option to restrict edits to these impacts.

• You can delete change requests only when they are in New or Canceled status, helping preserve the integrity of change history.

• Team collaborators can create change requests, but additional privileges are required for impact assessment, as outlined in the security section.

• Stay tuned for upcoming releases, including enhanced workflow for approvals.

Key Resources

• Review and Change Order Automation for Project Scope Adjustments, Change Order Automation for Financial Project Plan Amount Adjustments and  Change Order Automation for Project Budget Adjustments to learn how projects and budgets updates can be automatically updated with change orders after consolidation of the change request.

• Based on Idea 798137 from the Project Management Idea Labs on Oracle Cloud Customer Connect.

Access Requirements

• To access the Manage Change Requests page from the Project Management or the Project Financial Management work area you need the following privileges. These are included in the predefined project manager (ORA_PJF_PROJECT_MANAGER_JOB), and project administrator (ORA_PJF_PROJECT_ADMINISTRATOR_JOB) job role respectively.
  • Manage Project Change Requests functional privilege (PJE_MANAGE_PROJECT_CHANGE_REQUESTS_PRIV) and
  • Manage Project Change Requests Data privilege (PJE_MANAGE_PROJECT_CHANGE_REQUESTS_DATA)
     
• To access the Manage Change Requests page from the My Work work area you need the following privilege. This is included in the predefined project team collaborator (ORA_PJF_PROJECT_MANAGER_JOB) job role.
  • Manage Project Changes functional privilege (PJE_MANAGE_PROJECT_CHANGE_REQUESTS_PRIV)
     
• To approve a change request, you need the following data privilege. These are included in the predefined project manager (ORA_PJF_PROJECT_MANAGER_JOB), project administrator (ORA_PJF_PROJECT_ADMINISTRATOR_JOB), project integration specialist (ORA_PJF_PROJECT_INTEGRATION_SPECIALIST_JOB), and project application administrator (ORA_PJF_PROJECTS_APPLICATION_ADMINISTRATOR_JOB) job roles.
  • Approve Project Change Requests Data privilege (PJE_APPROVE_PROJECT_CHANGE_REQUESTS_DATA)
     
• To consolidate change requests into a change order, you need the following privileges. These are included in the predefined project team collaborator (ORA_PJF_PROJECT_MANAGER_JOB), project manager (ORA_PJF_PROJECT_MANAGER_JOB), and project administrator (ORA_PJF_PROJECT_ADMINISTRATOR_JOB) job roles.
  • Manage Project Change Orders User Service (PJE_MANAGE_PROJECT_CHANGE_ORDERS_SERVICE_USER_PRIV)
  • Manage Project Change Orders Data privilege (PJE_MANAGE_PROJECT_CHANGE_ORDERS_DATA)
     
• To integrate with third party applications, you need the following privileges. These are included in the predefined project integration specialist (ORA_PJF_PROJECT_INTEGRATION_SPECIALIST_JOB), and project application administrator (ORA_PJF_PROJECTS_APPLICATION_ADMINISTRATOR_JOB) job roles.
  • Manage Project Change Requests Service functional privilege (PJE_MANAGE_PROJECT_CHANGE_REQUESTS_SERVICE_PRIV) and
  • Manage Project Change Requests Data privilege (PJE_MANAGE_PROJECT_CHANGE_REQUESTS_DATA) and
  • Approve Project Change Requests Data privilege (PJE_APPROVE_PROJECT_CHANGE_REQUESTS_DATA)

• Out of the box, data security policies to manage and approve change requests are defined as detailed below:

  • Job Role	Action	Condition	Details
    Project Manager	Manage Project Change Requests Data	Access the PJT project for table PJF_PROJECTS_ALL_VL for projects for which they are authorized.	Project manager can manage project change requests data for projects on which they are granted data access.
    Project Manager	Approve Project Change Requests Data	Access the PJT project for table PJF_PROJECTS_ALL_VL for projects for which they are authorized.	Project manager can approve the project change requests for projects on which they are granted data access.
    Project Administrator	Manage Project Change Orders	The project access for table PJF_PROJECTS_ALL_VL for project business units on which they are authorized as defined in Manage Data Access for Users page.	Project administrator can manage project change requests data for business unit for which they are granted access.
    Project Administrator	Manage Project Change Orders	The projects access for table PJF_PROJECTS_ALL_VL for the project organizations on which they are authorized as defined in Manage Data Access for Users Page.	Project administrator can manage project change requests data for organizations for which they are granted access.
    Project Administrator	Approve Project Change Requests Data	The project access for table PJF_PROJECTS_ALL_VL for project business units on which they are authorized as defined in Manage Data Access for Users page.	Project administrator can approve the project change requests for business unit for which they are granted access.
    Project Administrator	Approve Project Change Requests Data	The projects access for table PJF_PROJECTS_ALL_VL for the project organizations on which they are authorized as defined in Manage Data Access for Users Page.	Project administrator approve the project change requests for organizations for which they are granted access.
    Project Integration Specialist	Manage Project Change Orders	All Values	Project integration specialist can manage project change requests data across entire site.
    Project Integration Specialist	Approve Project Change Requests Data	All Values	Project integration specialist can approve project change request across entire site.
    Project Application Administrator	Manage Project Change Orders	All Values	Project integration specialists can manage project change requests data across all projects in the system.
    Project Application Administrator	Approve Project Change Requests Data	All Values	Project integration specialists can approve project change request across all projects in the system.

• If you wish to use custom roles, assigning the Manage Project Change Requests functional privileges will automatically provide functional access to the necessary REST resources. However, the data security policy must be configured appropriately.

  • REST Resource	Data Action Needed
    projectsLOV	Get Project List Using Service Data (PJF_GET_PROJECT_LIST_DATA)
    projectTasksLOV	Get Project List Using Service Data (PJF_GET_PROJECT_LIST_DATA)
    projectPlanningRbs	Manage Project Task Structure (PJF_MANAGE_PROJECT_TASK_STRUCTURE_DATA) or Manage Project Budget Working Version (PJO_MANAGE_PROJECT_BUDGET_WORKING_VERSION_DATA) or View Project Resource Breakdown Structures For Project (PJF_VIEW_PROJECT_RESOURCE_BREAKDOWN_STRUCTURES_FOR_PROJECT_DATA)
    projectPlanningRbsElementsLOV	Manage Project Task Structure (PJF_MANAGE_PROJECT_TASK_STRUCTURE_DATA) or Manage Project Budget (PJO_MANAGE_PROJECT_BUDGET_DATA) or Manage Project Forecast (PJO_MANAGE_PROJECT_FORECAST_DATA)
    financialProjectPlans	Manage Project Task Structure (PJF_MANAGE_PROJECT_TASK_STRUCTURE_DATA)
    projectBudgets	Manage Project Budget Working Version (PJO_MANAGE_PROJECT_BUDGET_WORKING_VERSION_DATA)
    projectEnterpriseResources	None