Use the Change Management document window to record the steps in the Change Management process, including the estimated cost, quoted cost, negotiated cost, final cost, and other change information. The window is divided into many tabs, which you can use to record related details.

The tab information is based on Edit mode.

Buttons, Drop-Down Lists, Icons, and Links:

Edit Document

Click to edit the document.

If you clicked Edit Document , Edit Document - High Priority , or Edit Document - Low Priority , the document is already in edit mode, and the Edit Document button does not display.

Spelling

Click to spell check the document.

This displays when you are in Edit mode.

Print Form

Click to print a form.

Print Preview

Click to display the page that will be printed.

Select an action

Click to display the list of actions you can perform on the current window.

Transmittals Queue

Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.

User Productivity Kit

Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.

The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.

Change Management Log

Click to return to the log window.

Control Center

Click to return to the Workspace.

General tab:

Number

A unique number assigned to this item.

Contract Management automatically assigns a unique number to identify the item. You can change this number only when you create a new document.

Dated

The date on which the change process started.

Contract Management automatically enters the system date.

Title

The name of the item.

Phase

The change phase - budgeted or committed.

• Budgeted row: Contract Management supplies the cost as entered for each phase of the Change Management process in the Budget section.
• Committed row: Contract Management supplies the cost as entered for each phase of the Change Management process in the Commitments section. This row shows the total of the Estimated Cost, Quoted Cost, Negotiated Cost, Final Cost, and Projected Cost columns for included documents in the Commitments section.

Estimated Cost

The estimated cost of the change.

Quoted Cost

The quoted cost of the change.

Negotiated Cost

The negotiated cost of the change.

Final Cost

The final cost of the change.

Projected Cost

• In the Budgeted row, this column shows the value for the latest budgeted phase.
• In the Committed row, this column shows the value for the latest committed phase.

Status tab:

Ball in Court

The person responsible for this item.

Priority

The priority level for this item, which will appear in the BIC’s Action List.

Status

Select a valid status code from the drop-down list.

Selecting a status of Closed or Rejected does the following:

• Removes existing cost distributions from the cost worksheet (applies to included documents only).
• All documents generated from the Change Management document have a status of Rejected or Closed.
• When closed, all fields on the Change Management document and the underlying documents become read-only, except for status.
• For change orders, Approve and Save disappears - you can no longer approve the document. (You cannot approve a rejected/close document. The converse is also true - you cannot reject/close an approved document.)

Changing the status from Closed or Rejected to any other status does the following:

• The status of documents created from the Budget and Commitments tabs inherit the new status, and existing cost distributions for this document are restored into the Cost Worksheet Log Window.
• After you change the status, you can again edit the fields.

Budget tab:

Use the Budget tab to record information about the contract that this change affects. Values entered on this tab affect the budget side of the worksheet and generate documents according to settings on the Change Management tab of the Project Settings Dialog Box.

Notes:

• If you only have one budgeted contract, the Contract Management module automatically selects it.
• If there is no value for a phase, no document exists for that phase.
• Contract Management displays the document acronym for each phase.
• You can edit previous phases if the option is set in the Project Settings dialog box.
• When copying from one phase of Change Management to another, the Contract Management module copies custom fields from the previous phase to matching custom fields in the new phase (a matching custom field is defined as its column name, length, decimal, and type being the same). The Contract Management module copies:

  From proposal to proposal, or change order to change order (if this option is set in the Project Settings dialog box).

  From change order to proposal, or proposal to change order (if this option is set in the Project Settings dialog box)

  Custom fields for line items in change orders and proposals.

  If there are no matching custom fields, then no custom field data is copied.

  The Copy Commitments to Budget feature is not included (in the new document, custom field information is not copied from the source documents).

This tab displays a summary of the costs associated with the contract that this change is linked to.

Contract

Click to select the contract to which the item is linked.

Disputed

Select to indicate that financial liability for the change is being disputed.

Collected Into Change Number

If the latest document was collected into a change document outside of Change Management, the change document number appears in this field. This field cannot be edited.

Original Contract/PO Sum

The original value of the contract.

Previously Approved Changes

The amount of changes to the contract that are approved. This field is not editable.

Revised Contract/PO Sum

The original contract sum plus approved changes. This field is not editable.

Current Change Value

The amount displayed in the Projected Cost column for the Budget row. This field is not editable.

Contract/PO Sum If Approved at this Value

The revised contract sum plus the current change value. This field is not editable.

Budget Phase Documents

The types of documents that open in the following four phases are based on the types selected on the Change Management tab of the Project Settings Dialog Box. You can edit the document for the latest phase by clicking Edit this Phase.

Start Estimated Phase

Click to add a change document to enter the estimated cost of the change and the number of days the change will affect the project schedule.

Once entered, a link to the document will appear in this section, which you can click to view the document.

Start Quoted Phase

Click to add a change document to enter the quoted cost of the change and the number of days the change will affect the project schedule.

Once entered, a link to the document will appear in this section, which you can click to view the document.

Start Negotiated Phase

Click to add a change document to enter the negotiated cost of the change and the number of days the change will affect the project schedule.

Once entered, a link to the document will appear in this section, which you can click to view the document.

Start Final Phase

Click to add a change document to enter the final cost of the change and the number of days the change will affect the project schedule.

Once entered, a link to the document will appear in this section, which you can click to view the document.

Commitments tab:

Use this tab to identify any committed costs associated with the change estimate. Values entered on this tab affect the Committed tab of the Cost Worksheet Document Window and generate documents according to settings on the Change Management tab of the Project Settings Dialog Box.

Notes:

• You can edit previous phases if the option is set in the Project Settings dialog box.
• When copying from one phase of Change Management to another, the module copies custom fields from the previous phase to matching custom fields in the new phase (a matching custom field is defined as its column name, length, decimal, and type being the same). The module copies the following:

  From proposal to proposal or change order to change order (if this option is set in the Project Settings dialog box).

  From change order to proposal or proposal to change order (if this option is set in the Project Settings dialog box).

  Custom fields for line items in change orders and proposals.

  If there are no matching custom fields, then no custom field data is copied.

  The Copy Commitments to Budget feature is not included (in the new document, custom field information is not copied from the source documents).

Add

Click to open the Add Commitment Row dialog box to add a new commitment row. Choose the phase to start with.

The document type selected in the Change Management tab of the Project Settings dialog box opens.

Add Multiple Estimates

Click to add multiple commitment documents to the Change Management estimated phase from companies that have committed contracts.

Copy Commitments to Budget

Click to start a budgeted phase and copy line items from included commitments into the budgeted document.

Document

Click Document to view details on the commitment row.

Notes:

• If there is no value for a phase, no document exists for that phase.
• Contract Management displays the document acronym for each phase.

Include

When a check mark appears in this column, Contract Management places the values for this commitment in the Cost Worksheet. If not checked, Contract Management removes the commitment from the Cost Worksheet, but does not delete them.

Contract/PO

The contract or a purchase order to which this item is linked.

Click to open the document generated for the contract or purchase order.

Estimated

Cost: Your estimate of the cost of the change. Once entered, a link to the document appears in this column, which you can click to open the document.

Time: Your estimate of the number of days the change will affect the project schedule. This is entered in the document created when you click Start Estimated Phase.

Date: The date entered in the Date field of the estimated document.

Quoted

Cost: The contractor’s quoted cost for the change. Once entered, a link to the document appears in the Cost column, which you can click to open the document.

Time: The quoted number of days the change will affect the project schedule. This is entered in the document created when you click Start Quoted Phase.

Date: The date entered in the Date field of the quoted document.

Negotiated

Cost: The cost of the change as negotiated with this subcontractor. Once entered, a link to the document appears in the Cost column, which you can click to open the document.

Time: The negotiated number of days the change will affect the project schedule. This is entered in the document created when you click Start Negotiated Phase.

Date: The date entered in the Date field of the negotiated document.

Final

Cost: The subcontractor's final cost for the change. Once entered, a link to the document appears in this column, which you can click to open the document.

Time: The final number of days the change will affect the project schedule. This is entered in the document created when you click Start Final Phase.

Date: The date entered in the Date field of the final document.

Projected Cost

Displays the value for the latest phase for each commitment row that has a check mark in the Include column.

Collected Into Change Number

If the latest document was collected into a change document outside of Change Management, the change document number appears in this field. This field cannot be edited.

Remarks tab:

Enter a detailed description for the required change.

Note: When you initiate Change Management from an RFI with an answer, Contract Management carries over the request and answer to this section.

Documents by Phase tab:

This tab displays all of the documents that make up the current Change Management process. The documents are grouped by Commitments and Budget, then by phases - Estimated, Quoted, Negotiated, and Final, if applicable. Click the document name in the left column to open selected document. Information on this tab is read-only, and cannot be edited.

Display Only Included Commitments

Select this option to display only commitments that are included in the cost worksheet.

Details tab:

Reason Code

Select the reason code relating to this change from the drop-down list.

Scope

The scope of the change: In Scope or Out of Scope.

Referenced Document

Click to choose a document to reference from this change.

If you initiate Change Management from another document, this field defaults to that document.

Activity ID

If you are using the P6 EPPM you can use this field to reference and update the Start/Completion dates of the change with the schedule activity's early/actual start and finish dates. Link Contract Management to a P6 EPPM project from the Schedule tab of the Project Settings dialog box.

To record scheduling information, click Select to open the Select Activity dialog box to choose the P6 EPPM activity.

Issues tab:

Link

Click this to open the Select Issue Dialog Box to link an issue to this item.

Issue Title and Name

The names and titles of issues linked to this item. Click to open the Issue Document Window.

Attachments tab:

Attach File

Click this to open the Attach File Dialog Box to add an attachment to this invoice.

Attach from Repository

Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.

Attach URL

Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.

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.

Attachment

The name of the attachment associated with this item. Click to open the attachment.

Subject

A brief description of the item.

Location

The location to which the file is uploaded.

Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.

Path

The full path to the file.

File Size

The size of the attached file.

Date Attached

The date the file or link was attached.

Attached By

The user who attached the file or link.

Custom Fields tab:

This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and clicking Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add Custom Fields.

Versions tab:

Use the Versions tab to maintain a history of your document changes. This tab only displays when you open the document in View mode, not in Edit mode (open the document by clicking the document name, not the Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and identify who created the versions and when the versions were created. You can create and preserve a new version of the document at any stage during a project. To create a new version of the current document, choose Version Document from the Select an action drop-down list. You can use the Contract Management Administration Application to configure the Version Document feature to automatically create a new version of your document each time you save the document (see Configure the Content Management Version Document and Attachment Feature for more information).

Version

Lists different versions of the current document in reverse chronological order.

Click view to open each version. Each version shows the information available in the document when the version was created.

User Account

Shows the name of the user who created the corresponding version.

Date

The date on which the item was created or issued.

How to access this document window:

1. Expand the Contract Information folder in the Project View and click Change Management.
2. From the Change Management Log Window, either open a Change Management document or click Add Document .

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