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
| Status | Resulting State |
|---|---|
| Acknowledged | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Contractor_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
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, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Change Management, and then select Change Directive.
- On the Change Directive page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select 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 |