5Change Orders

This chapter contains the following:

Before you can create change orders, you must complete these tasks in the Setup and Maintenance work area and the Product Management offering:

Task Description

Manage Change Reasons

Change reasons are used to categorize and establish the cause or reason for a change. Change reasons are required for creating change orders.

Manage Change Priorities

Change order priorities are used to identify the criticality of changes. Change order priorities are required for creating change orders.

Manage Change Statuses

Change statuses enable you to manage a change order through its life cycle.

Manage Change Order Types

All change orders are assigned a change order type. You must define at least one change order type to use change orders.

Manage Change Order and New Item Request Header Descriptive Flexfields

Used to manage the header-level descriptive flexfields for change orders and new item requests.

Manage Change Order and New Item Request Line Descriptive Flexfields

Used to manage the line-level descriptive flexfields for change orders and new item requests.

Manage Organization Trees

Organization trees are used to create a list of organizations for use in some of the mass change flows. These are optional.

Manage Task Configurations for Supply Chain Management

Define the task configurations for the change order approval workflow.

Manage Approval Groups for Supply Chain Management

Define approval groups for the change order approval workflow.

Note: You can use Groovy scripting to work with change order global and contextual descriptive flexfields. You can create actions, triggers, and conditions based on the values of the global and contextual descriptive flexfields. Refer to the Oracle Applications Cloud Groovy Scripting Reference guide for more information on Groovy scripting.

Reasons for Creating Change Orders

Change reasons are used to categorize and establish the cause or reason for a change. Change reasons are required for creating change orders.

Processes and rules can be defined around change reasons so that change orders with safety related reasons get priority over other change orders or they get routed through different levels of approvals.

The predefined values for change reasons are: Cost, Quality, and Safety.

Additional values can be added, modified or deleted by accessing the Manage Change Reasons task in the Setup and Maintenance work area. You can access this task from the Product Management offering and the Change Orders functional area.

Change Order Priorities

Change order priorities are used to identify the criticality of changes. Change order priorities are required for creating change orders.

Processes and rules can be defined around change priorities so that change orders with a high priority get priority over other change orders or they get routed through different levels of approvals.

The predefined values for change priorities: High, Medium, and Low.

Additional priorities can be added, modified or deleted by accessing the Manage Change Priorities task in the Setup and Maintenance work area. You can access this task from the Product Management offering and the Change Orders functional area.

Note: The additional priority (or the Lookup Code field) can include up to 30 characters.

Change statuses enable you to manage a change order through its workflow.

You manage the progression of a change order through its workflow by promoting it (or sometimes demoting it) to the next in a series of change statuses. For each change type, you define a set of applicable statuses.

The change status types are:

  • Open

  • Interim Approval

  • Approval

  • Scheduled

  • Completed

The following images show where the header status and the progress status are displayed:

Each workflow step in the Workflow tab displays
a header status and the progress on the header status. For example,
the header status for a step could be Open, and the progress on the
Open status is Not Started.The status indicator on the change order Workflow
tab displays the status corresponding to a change line. For Example,
Draft.

As an administrator, you can create statuses of each change type and assign a name. You can apply different statuses to each change order type to form workflows unique to each status type.

If you use autopromote and autodemote in the same workflow, ensure that you don't autodemote the change order to the same status from which it was automatically promoted. For example, in a workflow consisting of Open, Approval, Scheduled, and Completed status:

Don't autopromote from Open to Approval and don't autodemote from Approval to Open (when the approval is rejected).

It's recommended that in the same workflow, create an additional status between Open and Approval as follows:

Open, Rework (type Open), Approval, Scheduled, and Completed.

Then, set autopromote and autodemote as follows:

  • Autopromote from Open to Approval

  • Autodemote from Approval to Rework (when the approval is rejected)

Draft Status

By default, the Draft status is the first status for all change orders irrespective of the change order type. You can't configure Draft and it doesn't appear in the workflow. In this status, you can modify the change order.

Open Status

In Open status, you can make the following changes to the change order: add specific items and modify attribute values, select priority and reason, and provide description and optional supporting documents. You can have more than one open status in the change order workflow. For example, Open, Interim Approval, Open, and Interim Approval.

Interim Approval Status

You can optionally add one or more Interim Approval status, to accommodate multiple approval flows or progressively approve change orders in your organization.

Approval Status

Change orders can be routed to a list of approvers based on configuration in the change order type. The approval can be user defined, rules based, or managed by a web service. Depending on the type definition, more than one person can approve. If the approval is rule-based, then approvers are defined in approval groups in the BPM worklist and approval groups are associated with rules. Only user-defined approvers are defined at the type level. In a user-defined workflow, approvers can also be added at run time by either the initiator or the Assigned To person.

Scheduled Status

When a change order is approved, it's automatically promoted to a Scheduled status. After the change order is scheduled, it can't be demoted or canceled. The change order remains scheduled until all the affected objects have reached their effective date.

Completed Status

When the effective date of items in the change order is reached, the changes defined in the change order become effective in production. When all item lines in the change order are effective, the change order is completed. The change order can't be reopened or canceled once in this status.

A scheduled change order is automatically promoted to the Completed status if:

  • The Autocomplete on Cancel option is enabled for the change order type, and

  • The final change line is canceled manually and all the other change lines are in the Completed status or canceled.

    Note: To use this feature in the Product Information Management work area, you must enable the Simplified Change Management interface.

All change orders are assigned a change order type that defines the attributes and workflow of the change order. A change order type can be end-dated if it's not used in any change orders that have a workflow in progress. You must define at least one change order type to use change orders. Use the Manage Change Order Types task in the Setup and Maintenance work area to create and modify change order types. You can access this task from the Product Management offering and the Change Orders functional area.

This table provides information on change order types and supported features.

Change Order Type Description Supports Revision Control Supports Audit Report Supports Redline Modifications

Engineering Change Order

Used when tracking major changes during the design phase of the item.

Yes

Yes

Yes.

Displays the following modifications in redline: item detail, EFF, structure, AML and attachment.

Change Order without Revision Control

Used when revision control isn't required or when changes are minimum.

For example, replacing an existing manufacturer part with a similar part supplied by another manufacturer.

No

Yes

Yes.

Displays the following modifications in redline: AML, EFF, and item detail.

Change Request

Used when suggesting changes for a released item.

For example, a supplier could request changes in certain specifications.

No

No

No

Deviation Change Request

Used when deviating from a process or specification for a specific time period.

For example, suggesting the use of a substitute component as a temporary means of resolving an issue.

No

No

No

Commercialization Change Order

Used during the commercialization phase of the product. Can be created and edited in Product Hub. Also available in Product Development as read-only.

Yes

No

Yes

The change order type contains the following information:

  • Default values for Assigned To and Item Effective Date

  • Number generation method

  • Entry and exit criteria, and workflow set up

  • Propagation rules

Note: Changes made to a change order type won't be applied to any existing change orders for this type.

Fields in the Manage Change Order Types Task

The following fields appear as part of the Manage Change Order Types task:

Default Assignee

Any change order created based on the particular change type would be assigned to the user selected in the Default Assignee field. You can modify this value when the change order is created. This user is likely a change analyst who's notified about status changes and approvals to keep the change order on track.

Default Assignee for Supplier Portal Users

If you're configuring the change type for a supplier portal user, it's mandatory to select a default assignee.

Autocomplete on Cancel

Automatically promotes a change order in the Scheduled state to the Completed state if the final change line is canceled manually. Note that all change lines must be canceled or completed to automatically promote the change order.

Item Effective Date

Specify how many days after change order creation the item changes should become effective. Alternatively, specify that the changes become effective immediately when the change order is completely approved. This option sets the default item effective date when a change order is created, which can be modified before the change order is submitted. If the effective date for an item is empty, the item change becomes effective immediately upon approval of the change order.

Note: It's the effective date of the specific items in a change order that determines their production effectivity, not the item effective date for the change order, which is used to set the default effective date of affected objects (or change lines) in the change order.

Number Generation Method

If you select Sequence Generated, you can provide the Prefix, Starting Number, Increment, and Suffix for change order numbers for the change order type.

When Rules Generated is selected as a number generation method, the user needs to associate a user-configured rule set, which creates change numbers in the sequence defined in the function.

You can also use the User-Defined method and define your own number generation methods.

Entry and Exit Criteria

Entry and exit criteria are set up as rules that validate the progression of a change order through its workflow. You define entry and exit criteria for each workflow status to serve as checkpoints in a change process flow.

Entry criteria can be set up for Interim Approval and Approval status. Exit criteria can be set up for Open and Interim Approval status.

Before you create entry and exit criteria, create a change order type. Associate the change order type with the entry and exit criteria. Again associate the entry and exit criteria with the change order type (by using the Manage Change Order Entry and Exit Criteria task or the Manage Item Rule Sets task in the Product Management offering).

Create validation rules by using the Manage Item Rule Sets task in the Setup and Maintenance work area. You can access this task from the Product Management offering and the Product Rules functional area. In this task, select association type as Change order type. On the Workflow tab, edit the change order type to select the entry and exit criteria.

The following attributes may be used to create the validation rules:

  • Change Header

    • Priority

    • Reason

    • Need-by Date

    • Requested by

    • Description

    • Descriptive Flexfield

  • Change Line

    • Descriptive Flexfield

Associate Propagation Rules to Change Order Types

If propagation rules have been configured in the change order type, then 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. Note that propagation rules are only applicable in the Product Hub work area.

Propagation rules are associated with the change order type that you select for the new change order. You define propagation rules when you create a change order type or edit an existing one on the Propagation Rules tab.

Specify the organizations from which a change order might be propagated. For each specified source organization, select one or more target organizations or organization hierarchies where the change order can be propagated.

Each change order type can be configured to support propagation from different organizations and propagation to different organizations or organization hierarchies.

Import and Export Change Type Configuration

You can import or export the following in a change type: workflow sequences, approval settings, and additional controls. For example, you can transfer the change type setup information from your development environment to your production environment.

Here's what's supported during the import or export:

  • Header information: includes the header attributes such as Name, Internal Name, and Description.

  • Policy: includes the settings for attributes such as Number Generation Method, Autocomplete on Cancel, Priority, Assignee Role, and Default Assignee.

    If Priority, Assignee Role, or Default Assignee values aren't found in the target system, an error message appears.

  • Workflow: includes settings for workflow statuses, workflow sequence, promotion and demotion policy, approval setup, default approvers, and additional workflow controls.

    If a change type already exists in the target system with a different workflow sequence (the application checks for a combination of sequence number and associated internal status name), then the import of the workflow sequence and additional workflow controls are skipped. In this case, you must synchronize the workflow sequence manually and then restart the import to update additional workflow controls.

Here are some additional details:

  • The following aren't supported as part of import or export: data in the Propagation and Creators tabs, and the entry and exit criteria.

  • If you export the data in the Manage Change Order Types task, it automatically includes the data in the Manage Change Statuses task.

  • Comparison of change statuses is done using the new non-translatable StatusInternalName attribute. If the status is created manually, the StatusInternalName attribute is filled automatically on initial status creation using the Status Name value. Blank characters aren't allowed in internal names and are replaced with underscores.

  • Comparison of role information is done using the attribute Role Code.

  • Comparison of user information is done using the attribute User Name.

Export Change Type Configuration

In the Setup and Maintenance work area, do the following:

  1. Select the Product Management offering.

  2. Click the arrow icon in the Change Orders Functional Area row.

  3. Select Export > Create New.

  4. Click Submit.

    When the export is finished, click the Latest Export link just in Setup: Product Management.

Import Change Type Configuration

In the Setup and Maintenance work area, do the following:

  1. Select the Product Management offering.

  2. Click Actions > Import > Create New.

  3. Browse for the configuration package you exported earlier.

  4. Click Submit.

For each change order type, you can set up the approval workflow as:

  • User Defined,

  • Rules-based, or

  • Web Service based.

You need to consider the following factors when choosing between user defined and rules-based approvals.

  • Who needs to perform the approvals. The group of approvers required can vary in many ways: by functional department, by item class, by change priority, and so on.

  • Whether approvals need to be performed at header level only, or at both header and line level.

    • In header level approvals, approval at the header level approves all the lines in the change order.

  • User defined approvers are part of the setup for specific change order types. You associate approvers with a change status, at the header level.

  • Rules-based approvers are derived by rules defined with Approval Management Extensions. These rules can be set up based on parameters like item classes, change attributes, item attributes, and items. Approvals can be set up at the header level.

User Defined Approvals

User defined approvals are defined in change order types, by assigning a person or role to review change orders of that type.

The advantages of user defined approvals include:

  • The setups are simpler, and can be maintained by ordinary business users.

  • They address most business scenarios.

The disadvantages of user defined approvals include:

  • Each approval choice requires its own change order type.

Rules Based Approvals

Rules-based approvals are defined by using Approval Management Extensions.

The advantages of rules-based approvals include:

  • In complex situations, they can derive different approvers within the same change order type.

  • Since a type isn't required for each approval choice, fewer change order types are needed.

  • Approvals are available at the header level.

Web Service Based Approvals

Web service based approval lets you define the list of change order approvers through a web service call. Note that the list of approvers must be defined before you promote the change order to the approval status.

Manage Change Order Entry and Exit Rule Sets

This topic describes how to manage change order entry and exit criteria.

Run the following tasks in the Setup and Maintenance work area to manage entry and exit criteria:

  • Manage Change Order Entry and Exit Rule Sets.

  • Manage Item Rule Sets: Use the Product Management offering and the Product Rules functional area.

You can configure the following field types as required fields when the change order enters or exits a workflow state:

  • Change header attributes.

  • Descriptive flexfields of the change header and the change line.

For example, a rule set that enforces need-by date value to be mandatory for high priority change orders.

Using the Manage Item Rule Sets task, you can also enforce the value of a change order attribute based on another attribute.

Examples:

  • If the user selects Reason as Quality, then the priority of change order can be enforced as High. If the user selects the priority as Low, then change order can be restricted from progressing to the next status.

  • A rule set specifies that when a Change moves from Pending to Submitted state, all items in the engineering change order should have a description filled out. To ensure this, mark the Description field as a required field.

    For each rule set, use the Type options to filter the fields by type. Select the fields that should appear as required fields. In addition to setting up criteria for the whole workflow, you can specify criteria for a specific status within the workflow.

  • You can determine required fields based on Change and Affected Item attributes. For example, If Requires Implementation Plan is Yes, ensure text is entered in a field called Implementation Plan.

You can define criteria that govern when a change order can exit the current workflow status or enter into the next status. You define such entry and exit criteria in product rules, and then select those criteria rules when defining a change order type.

Defining entry and exit criteria for a change order type requires the following tasks:

  1. Defining the change order type.

  2. Defining the criteria in a validation rule set.

  3. Assigning the criteria to the change order type's workflow.

Define the Change Order Type

Define a change order type so that its workflow includes one or more status types that can have entry or exit criteria.

You can assign criteria to a change order's workflow statuses, beginning with its exit from Open status through its entry to Approval status. The status types that can have entry or exit criteria are listed in the following table:

Status Type Entry Criteria? Exit Criteria?

Open

No

Yes

Interim approval

Yes

Yes

Approval

Yes

No

Example: Define a change order type so that it contains the workflow status Approval, which can be governed by exit criteria.

  1. From the Setup and Maintenance work area, select the Manage Change Order Types task, then create a change order type.

  2. On the Workflow tab of the Create Change Order Type page, add the status Approval, after the status Open.

  3. Notice that there is a choice list in the Exit Criteria column of the Open status, and also a choice list in the Entry Criteria column of the Approval status. There are no criteria to choose yet. You will create them in the next task.

Define the Criteria in a Validation Rule Set

Define one or more rule sets that validate your criteria for change status entry and exit. Criteria can be based on attributes or on descriptive flexfields.

You define the specific criteria for validating the criteria by creating product rules. You can write validation expressions in the product rules using references to the following business entities:

Business Entity Provides Access To

Change Header

Descriptive flexfield segments on change order header rows.

The attribute group Change Header Main, which contains attributes corresponding to the basic attributes of a change order header: Priority, Reason, Need-by Date, Requested By, and Description

Change Line

Descriptive flexfield segments (but not attributes) on change order lines

Example: Define a product rule that allows the change order workflow to exit from Open status only if its Reason is Cost and its Priority is High.

  1. In the Setup and Maintenance work area, select Product Management offering.

  2. Run the Manage Item Rule Sets task.

  3. Create a rule set. In the Create Rule Set dialog, you must make the following selections.

    • For Type, select Validations.

    • For Association Type, select Change order type.

    • For Association Name, select the name of the change order type that you defined, which will use the exit criteria that you're about to define.

  4. On the Edit Rule Set page, create a rule. The Severity will be automatically set to Reject.

  5. In the If Expression field, right-click and select Insert Attribute. Using the Insert Attribute dialog, select the Business Entity, Attribute Group, and Attribute that insert the following expression:

    [ChangeHeader].[ChangeHeaderMain].[ReasonCode]
  6. Add the rule code == "Cost", to form the following complete comparison expression:

    [ChangeHeader].[ChangeHeaderMain].[ReasonCode] == "Cost"
  7. In the Validation Condition field, use the same procedure to insert the following expression:

    [ChangeHeader].[ChangeHeaderMain].[PriorityCode]=="High"
  8. Optionally, add a user message, such as the following:

    Change orders related to cost must have high priority to be considered for approval.
  9. Validate the rule's syntax, by clicking the Validate button.

Assign the Criteria to the Change Order Workflow

Modify a change order type to use a validation criteria rule set.

After defining a rule set that validates your change order status criteria, you can assign that rule set as the entry or exit criteria for the change order statuses related to the approval workflow. The change order type must be already associated with the rule set in order to use the rule set in the change order type.

Example: Select the entry criteria for the workflow status Approval, which you added to the change order type that you created .

  1. From the Setup and Maintenance work area, search for and select the Manage Change Order Types task, then edit the change order type that you created.

  2. On the Workflow tab of the Edit Change Order Type page, select the status Approval, which you previously added.

  3. The choice list in the Entry Criteria column doesn't yet have a selected value. Select the name of the rule set that you created, which defines the entry criteria for this status of the workflow, for change orders created using this change order type.

Now, when a change order of this type is submitted for the Approval status, it will be rejected by the validation criteria rule set if its Priority value isn't High.

Change Order Approval Required Rules

Rules can require approval through a change order when certain changes are made to an item.

Change order approval rules are defined and managed through BPM Worklist.

Approval required rules are triggered when you make these changes to an item and will add the changes to a new or existing change order.

Approval required rules are supported for the following areas:

  • Items

  • Item revisions

  • Item supplier

Changes to item attributes and structures fall in item and item revisions.

Changes to item revision attributes and item supplier associations fall in item supplier.

If an approval required rule is triggered on any item changes that fall into one of the areas, then all changes authored for that item that fall in that area will be added to a change order.

For example, a rule is defined that requires approval if a primary structure is created for any item.

During a single session directly editing an item, a user changes the value of an item level attribute and then creates a primary structure for that item.

On saving the data, the approval required rule will be triggered because of the new primary structure and the user is prompted to either create a new change order or add to an existing one.

When the new change order is created or an existing change order is updated, then the change to the value of the item attribute will also get added to the change order along with the primary structure change for required approval.

Example of Approval Required Rules and Approval Groups

The approvals can be from individual users or from multiple users in a predefined user group. Because individual rules can be made for specific item revisions, attributes, or structures one rule can require approvals from one user group when an attribute is changed, while changes made to a different attribute will require approvals from a different user group.

For example, the new primary structure rule that requires approvals from members of the TestApprovalGroup user group.

Another rule is defined that requires approval if the scheduled date when changes will be implemented for an item is later than the date 01/01/2012, then approvals are required from the COApprovalSAG approval group

This means that if the user creates a primary structure for that item, and specifies a scheduled date for the item that's later than 01/01/2012, approval responses are required from both the COApprovalSAG and TestApprovalGroup approval groups.

Configure the Limit for Objects in Change Orders and New Item Requests

To restrict users from adding a large number of items in change orders and new item requests, you can configure the limit for:

  • The number of change lines or affected objects in change orders, and

  • The number of items in new item requests.

To configure the limit for change orders and new item requests:

  1. In the Setup and Maintenance work area, access the Manage Administrator Profile Values task.

  2. Search for the profile option code EGO_MAX_LINES_PER_CO.

  3. In Profile Value, enter the limit.

    Oracle recommends that you provide a value between 1 and 100. The default value is 50.

Considerations for Limiting Objects

If you're on a release prior to 20D, here's what you need to know:

  • You must opt in to the feature named Improve Change Order Data Loading with a Maximum Limit Setting for Affected Objects.

  • Although the default profile value is set to 50, it becomes functional only if you opt in.

Troubleshoot Access to Change Orders

By default, the product manager role enables users to manage change orders. If you have modified that role or if a user is unable to manage the change order, review the privileges and data security policy.

Privileges to Manage Change Orders

The table lists the privileges required to view and manage change orders, and the corresponding privilege code.

Privilege Privilege Code

Approve Item Change Order

EGO_APPROVE_ITEM_CHANGE_ORDER_PRIV

Generate Item Change Order Report

EGO_GENERATE_ITEM_CHANGE_ORDER_REPORT_PRIV

Manage Item Change Order

EGO_MANAGE_ITEM_CHANGE_ORDER_PRIV

Monitor Item Change Order Summary

EGO_MONITOR_ITEM_CHANGEORDER_SUMMARY_PRIV

Reschedule Item Change Order

EGO_RESCHEDULE_ITEM_CHANGE_ORDER_PRIV

View Item Change Order

EGO_VIEW_ITEM_CHANGE_ORDER_PRIV

Manage Item Change Order Status

EGO_MANAGE_ITEM_CHANGE_ORDER_STATUS_PRIV

Manage Item Change Order Type

EGO_MANAGE_ITEM_CHANGE_ORDER_TYPE_PRIV

Monitor Product Development

ACA_MONITOR_PRODUCT_DEVELOPMENT_PRIV

Manage Application Descriptive Flexfield

FND_APP_MANAGE_DESCRIPTIVE_FLEXFIELD_PRIV

Manage Application Flexfield Value Set

FND_APP_MANAGE_FLEXFIELD_VALUE_SET_PRIV

Note: To edit the role, use Security Console.

Create Data Security Policy for the Change Order

To create a data security policy, follow these steps:

  1. Sign in to the Security Console.

  2. Search for the role and edit the role.

  3. In the Data Security Policies page, click Create Data Security Policy.

    The Create Data Security Policy dialog appears.

    • In Database Resource, search for EGO_ENGINEERING_CHANGES_B and select the resource related to change order.

    • In Data Set, choose the instance set option.

    • Select the actions associated with the data security policy and click OK.

    • Click Next and save the changes.

Configure Additional Controls for Workflow Statuses

You can use additional controls to control actions by change participants; participants are creators and users of change objects. For a given change type, you can control which actions change participants can perform at each status in the workflow. Note that this feature is available to you only if your implementor has opted in for: Secure Change Workflows with Additional Controls.

Define Participants for the Change Workflow

Here's how you define participants for the change workflow:

  • Analyst - is the default assignee you configure for the change type.

  • Creator - is the creator of the change order.

  • Portal user - is the supplier portal user.

  • Approver - is the approver of the change order.

  • Other Users - are users other than analysts, creators, portal users, and approvers; they're users assigned with the Manage Item Change Order privilege or have been added in the Security tab of the change order.

Control Workflow Participant Actions

Go to the following in the Setup and Maintenance work area:

  • Offering: Product Management

  • Task: Manage Change Order Types

  • Functional Area: Change Orders

Click the Workflow tab and select a status. The additional controls appear in the side panel.

Define who Can Create Change Orders

For a change type, you can define which user roles can create change orders (or change requests). Only members of the roles you specify as creators can create change orders based on the change type. If you don't specify any roles as creators, all users can create change orders of that type. To specify a creator, On the Creators tab click Create.

Additionally, for a change type you can:

  • Configure required responses:

    Specify whether an approval response is required from one or all members of an approval group. Use the Workflow tab in the change type.

  • Set up a default assignee:

    The assignee is inherited by change orders based on the selected change type. Here's what you can select as the default assignee:

    • A role and a user in that role, or

    • An assignee only without selecting the role.

    Default Assignee for Supplier Portal Users

    If you're configuring the change type for a supplier portal user, it's mandatory to select a default assignee.

    To set up a default assignee, use the Policy tab in the change type.

  • Set up the promotion and demotion policy:

    Use the Workflow tab in the change type.

You can assign the criteria that govern when a change order can exit a workflow status or enter into the next status. Before that, you must complete the following:

Note: This topic is applicable only if your implementor has opted in for the following feature: Secure Change Workflows with Additional Controls.
  • Create a change order type based on seeded change order types.

  • Define the entry and exit criteria in a validation rule set.

The table shows availability of entry or exit criteria based on the change order status:

Status Type Configure Entry Criteria? Configure Exit Criteria?

Open

No

Yes

Interim approval

Yes

Yes

Approval

Yes

No

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Product Management

    • Functional Area: Change Orders

    • Task: Manage Change Order Types

  2. Select the change order type for which you want to associate the entry and exit criteria and click Edit.

  3. Click the Workflow tab and select the workflow status for which you want to setup the entry and exit criteria.

  4. Select the entry and exit criteria.

  5. Click Save.

Configure the Promotion and Demotion Policy

In a change order type, you can configure the automatic promotion and automatic demotion at each workflow status.

Note: This topic is applicable only if your implementor has opted in for the following feature: Secure Change Workflows with Additional Controls.

The table shows whether you can configure automatic promotion and demotion based on the change order status.

Status Configure Automatic Promotion? Configure Automatic Demotion?

Open

Yes

No

Interim Approval

Yes

Yes

Approval

No

Yes

Scheduled

No

No

Completed

No

No

To configure the promotion and demotion policy

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Product Management

    • Functional Area: Change Orders

    • Task: Manage Change Order Types

  2. Select the change order type for which you want to configure the automatic promotion and demotion, and click Edit.

  3. Click the Workflow tab and select the workflow status (for which you want to configure the automatic promotion and demotion).

  4. In Promotion and Demotion policy, select whether you want to allow automatic promotion and demotion.

  5. Click Save.

For a change type, you can configure the approval type for interim approval and approval status. Before you begin the configuration, here's what you need to know:

  • To use this feature, you must opt in for the following: Secure Change Workflows with Additional Controls.

  • Once you opt in to Secure Change Workflows with Additional Controls and configure the approval type, Oracle recommends not to opt out.

Here are the approval types:

  • User defined: You can allow users to add approvers and optional approvers.

  • Rule based: You can create rules that define the approval criteria. To create rules use the Manage Item Rule Sets task.

  • Web service based: Configure a web service to define rules for approval.

    You can select either Rule based or Web service based.

  • One response per status:

    If you select this option,

    • An approval from a single user is sufficient to promote the change order to the next status. On receiving the approval from the user, notifications sent to the other users are withdrawn.

    • The Response Required From option is disabled.

    • On sign off from the first user in a group, a message with a check box appears in the approval dialog, to indicate that the user is signing off for the group.

    • The History tab of the change order records which group member signed off for the group.

    If you don't select this option,

    • An approval is required from users and roles configured in Response Required From, and also depends on the Activity Type.

For a change type, you can define what actions change participants can perform at each status in the workflow.

Note: This topic is applicable only if your implementor has opted in for the following feature: Secure Change Workflows with Additional Controls.

Based on your business requirements, you can allow or disallow actions for the following types of participants:

  • Creator

  • Analyst

  • Other Users

  • Approver

To assign permissions for each action:

  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Product Management

    • Functional Area: Change Orders

    • Task: Manage Change Order Types

  2. Select the change order type for which you want to assign permissions and click Edit.

  3. Click the Workflow tab and select an approval status (Interim Approval or Approval).

    The additional workflow controls appear in the side panel.

  4. For each action, select the applicable permissions.

  5. Click Save.

Actions Available for a Change Order Status

Here are the actions you can configure for each change order status.

Note: This topic is applicable only if your implementor has opted in for the following feature: Secure Change Workflows with Additional Controls.

Actions Available in the Open Status

Here are the actions available in the Open status for creator, analyst, other users, and portal user:

Action Creator Analyst Other Users Portal User

Add Approvers for Future Status

Yes / No

Yes / No

Yes / No

No

Cancel Change Orders or Lines

Yes / No

Yes / No

Yes / No

No

Hold or Release

Yes / No

Yes / No

Yes / No

No

Manage Affected Objects

Yes / No

Yes / No

Yes / No

No

Manage Change Header Attachments

Yes / No

Yes / No

Yes / No

Yes / No

Manage Change Header Attributes

No / All / Standard / Additional Information

Standard attributes include Name, Description, Reason code, Priority, Need-by-date, and Requested by.

Additional information includes descriptive flexfields.

No / All / Standard / Additional Information

No / All / Standard / Additional Information

No / All / Standard / Additional Information

Manage Relationships

Yes / No

Yes / No

Yes / No

No

Manage Security

Yes / No

Yes / No

Yes / No

No

Manage Tasks

Yes / No

Yes / No

Yes / No

No

Move Change Lines

Yes / No

Yes / No

Yes / No

No

Promote Manually

To next status

To any status

No

No

Remove Approvers for Future Status

Yes / No

Yes / No

Yes / No

No

Actions Available in the Interim Approval Status

Here are the actions available in the Interim Approval status for creator, analyst, other users, approver, and portal user:

Action Creator Analyst Other Users Approver Portal User

Promote Manually

No / To next status / To any status

No / To next status / To any status

No / To next status / To any status

No / To next status / To any status

No

Demote Manually

No / To previous status / To any status

No / To previous status / To any status

No / To previous status / To any status

No / To next status / To any status

No

Add Approvers for Future Status

Yes / No

Yes / No

Yes / No

Yes / No

No

Remove Approvers for Future Status

Yes / No

Yes / No

Yes / No

Yes / No

No

Manage Change Header Attributes

No / All / Standard / Additional Information

Standard attributes include Name, Description, Reason code, Priority, Need-by-date, and Requested by.

Additional information includes descriptive flexfields.

No / All / Standard / Additional Information

No / All / Standard / Additional Information

No / All / Standard / Additional Information

No / All / Standard / Additional Information

Manage Change Header Attachments

Yes / No

Yes / No

Yes / No

Yes / No

Yes / No

Manage Affected Objects

Yes / No

Yes / No

Yes / No

Yes/No

No

Manage Tasks

Yes / No

Yes / No

Yes / No

Yes / No

No

Terminate or Restart Approval

No

Yes

No

No

No

Cancel Change Orders or Lines

Yes / No

Yes / No

Yes / No

Yes / No

No

Hold or Release

Yes / No

Yes / No

Yes / No

Yes / No

No

Move Change Lines

Yes / No

Yes / No

Yes / No

Yes / No

No

Manage Relationships

Yes / No

Yes / No

Yes / No

Yes / No

No

Manage Security

Yes / No

Yes / No

Yes / No

Yes / No

No

Add Approvers for Current Status

No

Yes/No

No

No

No

Remove Approver for Current Status

No

Yes / No

No

No

No

Actions Available in the Approval Status

Here are the actions available in the Approval status for creator, analyst, other users, approver, and portal user:

Action Creator Analyst Other Users Approver Portal User

Add Approvers for Current status

No

Yes / No

No

No

No

Cancel Change Orders or Lines

Yes / No

Yes / No

Yes / No

Yes / No

No

Demote Manually

No / To any status /To previous status

No / To any status /To previous status

No / To any status /To previous status

No / To any status /To previous status

No

Hold or Release

Yes / No

Yes / No

Yes / No

Yes / No

No

Manage Change Header Attachments

Yes / No

Yes / No

Yes / No

Yes / No

Yes / No

Manage Change Header Attributes

No / All / Standard / Additional Information

Standard attributes include Name, Description, Reason code, Priority, Need-by-date, and Requested by.

Additional information includes descriptive flexfields.

No / All / Standard / Additional Information

No / All / Standard / Additional Information

No / All / Standard / Additional Information

No / All / Standard / Additional Information

Manage Relationships

Yes / No

Yes / No

Yes / No

Yes / No

No

Manage Security

Yes / No

Yes / No

Yes / No

Yes / No

No

Manage Tasks

Yes / No

Yes / No

Yes / No

Yes / No

No

Move Change Lines

Yes / No

Yes / No

Yes / No

Yes / No

No

Remove Approver for Current Status

No

Yes / No

No

No

No

Terminate or Restart Approvals

No

Yes

No

No

No

Actions Available in the Scheduled Status

Here are the actions available in the Scheduled status for creator, analyst, other users, and portal user:

Action Creator Analyst Other Users Portal User

Cancel Change Orders or Lines

Yes / No

Yes / No

Yes / No

No

Manage Change Header Attachments

No

Yes / No

No

Yes / No

Manage Change Header Attributes

No

No / All / Standard / Additional Information

Standard attributes include Name, Description, Reason code, Priority, Need-by-date, and Requested by.

Additional information includes descriptive flexfields.

No

No / All / Standard / Additional Information

Manage Relationships

Yes / No

Yes / No

Yes / No

No

Manage Security

Yes / No

Yes / No

Yes / No

No

Move Change Lines

Yes / No

Yes / No

Yes / No

No

Reschedule Change Orders

Yes/No

Yes/No

Yes/No

No

Actions Available in the Completed Status

Here are the actions available in the Completed status for an analyst and a portal user. Note that creators and other users aren't allowed to perform any action.

Action Analyst Portal User

Manage Change Header Attachments

Yes / No

Yes / No

Manage Change Header Attributes

No / All / Standard / Additional Information

Standard attributes include Name, Description, Reason code, Priority, Need-by-date, and Requested by.

Additional information includes descriptive flexfields.

No / All / Standard / Additional Information

Manage Relationships

Yes / No

No

Manage Security

Yes / No

No

Move Change Lines

Yes / No

No

Configure the Default Assignee for a Change Order Type

You can configure a default assignee for a change order type. This assignee is inherited by change orders created from this type.

Note: This topic is applicable only if your implementor has opted in for the following feature: Secure Change Workflows with Additional Controls.
  1. In the Setup and Maintenance work area, go to the following:

    • Offering: Product Management

    • Functional Area: Change Orders

    • Task: Manage Change Order Types

  2. Select the change order type for which you want to configure the default assignee and click Edit.

  3. Click Policy.

  4. From the Assignee Role drop-down list, select a role in which your assignee is included.

  5. From the Default Assignee drop-down list, select the default assignee.

    You can select a role and a user in that role as the default assignee, or an assignee only without selecting a role.

  6. Click Save.

FAQs for Change Orders

Where are the change header attributes and change descriptive flexfield attributes displayed?

In the Product Development work area and Simplified Change Management Interface, the change header and descriptive flexfield attributes are available on the General Information tab of the change order.

Examples of change header attributes: Number, Name, Description, and Reason Code.

As a change analyst, you can take the following actions when the change order is in the Completed status:

  • Manage change header attachments

  • Manage change header attributes

  • Move change lines

Note: This feature is available to you only if your implementor has opted in for the following: Secure Change Workflows with Additional Controls.

In a change order type, can I configure additional controls for the Draft status ?

No. But you can configure additional controls for Approval, Interim Approval, Scheduled, and Completed status.