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
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
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, 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 Request.
- On the Change Request 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 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 |
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:
- Budget Change
- Budget Transfer
- Change Order
- Change Request
- Contract
- Estimate
- Forecast
- Initial Budget
- Invoice
- Issue
- Journal Entry
- PO Amendment
- Potential Change Order
- Purchase Order
- Risk
- Work Release
Completing the Line Items 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 50 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 |
Consolidated?
If this line item has been consolidated into a Change Order, it will be indicated here.
| Field Name | Access | Description |
|---|---|---|
| Consolidated? | Read-Only |