Add a Change Management Document

Contents

Once you receive notification of an impending change, you can easily enter information in Change Management to track the progress of the change through to its approval.

Notes:

• Before using Change Management, set project preferences in the Project Settings Dialog Box. Although default settings are provided, you should configure the settings as necessary to reflect your company’s change processes.
• You can restrict access by contact to prevent contractors with whom you exchange information from seeing Change Management information not pertaining to them in the User Project Access Dialog Box.

To add a Change Management document to another document:

It is typical to initiate Change Management from other document types. For example, if you use Request for Information (RFI) documents and receive an unexpected answer requiring a change, you can initiate Change Management directly from the RFI to create the change. Change Management can be initiated from the following document windows: Contracts, Daily Reports, Issues, Meeting Minutes, Notepads, Noncompliance Notices, Notices, Punch Lists, Purchase Orders, Requests for Information (RFI), Transmittals, or Trends.

To initiate Change Management from another document:

1. Open the relevant document log window.
2. Open the document from which you want to initiate Change Management.
3. From the Select an action drop-down list, chose Initiate CM. The Change Management Document Window opens, with the General tab displayed.

To add a Change Management document from the Change Management module:

1. Expand Contract Information in the Project View and click Change Management.
2. Click Add Document . The Change Management Document Window opens, with the General tab displayed.

   Note: The budgeted contract is automatically selected if there is only one in the application. If you have more than one, select the one you want.

The following sections describe how to use the Change Management document window:

On the General tab:

1. Contract Management enters a number for the document in the Number field, and links all documents created from Change Management to each other using this number. You can edit this number now, but you cannot edit it once you save the document.
2. In the Dated field, enter the date the change process began. Contract Management automatically enters the current date as the default.
3. In the Title field, enter a title for the change document.

   Note: The title is carried forward to all change documents generated from this Change Management document.

On the Status tab:

1. Click browse next to the Ball in Court field and select a contact to use as the Ball in Court.
2. Select a priority and status for the document.

On the Budget tab:

You can use the Budget tab to set up the workflow for changes made through Change Management. It is not necessary to use all four phases (Estimated, Quoted, Negotiated, and Final) if all are not necessary for your site's processes. For more information on the Change Management process, see Change Management Overview.

1. Click Select Contract and select the budgeted contract.
2. Select the Disputed option if the contract is being disputed.
3. Use Start Estimated Phase, Start Quoted Phase, Start Negotiated Phase, or Start Final Phase to enter the budget documents for each phase of the Change Management process. The phases that display on the Budget tab depend on how the Change Management module was set up on the Project Settings Dialog Box.

   Note: To be able to change the budgeted contract, you must clear the budgeted phases first.

On the Commitments tab:

Use this tab to enter the commitment documents for the appropriate phase of the Change Management process.

1. Click Add to add a single commitment for a phase (Estimated, Quoted, Negotiated, or Final).
2. Click Add Multiple Estimates to add multiple commitment documents from companies that have committed contracts to the Change Management Estimated phase.

   Note:

   • In order to use markup, you must open the document and add it directly.
   • The type of document created during each phase depends on how the Change Management module was set up on the Project Settings Dialog Box.

On the Remarks tab:

Use this tab to enter any remarks or additional information regarding the Change Management document.

On the Documents by Phase tab:

Use this tab to review any documents created during the Change Management process.

On the Details tab:

1. Select a reason code for the change from the Reason for Change drop-down list.
2. Select the scope of the document.
3. Click browse next to the Referenced Document field to choose a document to reference from this change.
4. If you are linking to P6 EPPM, select the Activity ID associated with the change by clicking browse next to the Activity ID field to open the Select Activity Dialog Box.

On the Custom Fields tab:

This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to the Change Management module is shown with applicable values. Custom fields enable you to define additional information about a project. Define custom fields by right-clicking on the top-level folder in the Project View and selecting Custom Fields.

Custom fields cannot be defined when any users other then the Contract Management administrator are logged onto the application. For more information, see Custom Fields Overview and Add Custom Fields.

Use this tab to enter date information for the custom fields.

On the Issues tab:

Click Link to display the Select Issue Dialog Box. Use this dialog box to link any issues to the change document.

On the Attachments tab:

• Click Attach File to attach a file to the document.
• Click Attach from Repository to attach a document from the content repository. These documents are external to Contract Management. This will not display unless the administrator configured Contract Management to use the repository. See Configure the Content Management Version Document and Attachment Feature.
• Click Attach URL to attach a web address to the document.

  Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.

On the Versions tab

You can maintain different versions of the Change Management document on the Versions tab. Once you save changes to your document, choose Version Document from the Select an action drop-down list, to create a new version of the current document. For more information about versions, see Version Document Overview.

Save the document:

When you are finished editing the change document, click Save.