buttonUse 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.
This topic describes the following:
buttonThis button displays when you click either the name of a document, or
the round 
icon in front
of the name of the document, on the Change Management log window. Click
to enter Edit mode to edit the Change Management document. If you clicked
the open in edit mode icon ( 
, 
,
or 
) on the Change
Management log window, the document is already in edit mode, and the button
does not display.
buttonThis button displays when you click the icon next
to the document name on the Change Management log window, or when you
click the Edit document button after displaying the document. Click to
spell check the Change Management document. If a mistake is found, the
Spelling
dialog box opens.
buttonClick to print the default Change Management form.
buttonClick to display the default document form on screen the way it will look when it is printed.
Click the arrow to open the drop-down list containing actions you can perform, including spell check the document, printing, sending the document to correspondence sent or correspondence received, send the document to a user's Inbox, e-mail the form, or delete the document. Select the action that you want to perform.
Click this link to display the items in the Transmittals list. From there you can select the create or remove functions you want to perform on a transmittal.
Click the link to return to the log window.
Click to return to the Workspace.
Use the following tabs to enter information about the change management process. The information is based on Edit mode.
A unique number for this Change Management document. Contract Management automatically numbers Change Management documents sequentially. You can edit the number only when you create a new Change Management document.
The date on which the change process started. Contract Management enters
the system date, which you can edit by clicking the calendar 
icon.
Type a title for this Change Management document.
The change phase - budgeted or committed.
Contract Management supplies the cost as entered for each phase of the Change Management process in the Budget section.
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.
The estimated cost of the change.
The quoted cost of the change.
The negotiated cost of the change.
The final cost of the change.
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.
Use this tab to track the status of the document.
The contact responsible for this item. Click 
to open
the Select
Contact dialog box to choose a BIC.
Select the priority level for this Change Management document, which will appear in the BIC’s Action List.
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, the 
button 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.
After you change the status, you can again edit the fields.
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.
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 this change is linked to.
Click to select the contract
the change estimate is linked to.
Mark this checkbox to indicate that financial liability for the change is being disputed.
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.
The contract sum prior to any pending or approved changes. This field is not editable.
The amount of changes to the contract that are approved. This field is not editable.
The original contract sum plus approved changes. This field is not editable.
The amount displayed in the Projected Cost column for the Budget row. This field is not editable.
The revised contract sum plus the current change value. This field is not editable.
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.
Estimated
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.
Quoted
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.
Negotiated
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.
Final
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.
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 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).
buttonClick 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.
buttonClick to open the Add Multiple Estimates dialog box to add multiple commitment documents to the Change Management estimated phase from companies that have committed contracts.
buttonClick to open the Copy Commitments to Budget dialog box to start a budgeted phase and copy line items from included commitments into the budgeted document.
Icon
Click the icon to open the
Commitment dialog box to view
details on the commitment row.
If there is no value for a phase, no document exists for that phase.
Contract Management displays the document acronym for each phase.
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.
The contract or a Purchase Order the change is linked to. Click the link to open the document generated for the contract or PO.
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.
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.
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.
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.
Displays the value for the latest phase for each commitment row that has a checkmark in the Include column.
If the latest generated document was collected into a budgeted change, the change document number appears in this field.
Enter a detailed description for the required change.
When you initiate Change Management from an RFI with an answer, Contract Management carries over the request and answer to this section.
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 link in the left column to open selected document. Information on this tab is read-only, and cannot be edited.
Mark this checkbox to display only commitments that are included in the cost worksheet.
Select the reason code relating to this change from the drop-down list.
Select the scope of the change from the drop-down list, In Scope or Out of Scope.
Click to open the Select
Document dialog box to choose a document to reference from this change.
If you initiate Change Management from another document, this field defaults
to that document.
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.
buttonClick the Link button to open the Select Issue dialog box to link an issue to this Change Management document.
Any issues linked to this Change Management document are listed here. Click the name to open the Issue document window.
Click the unlink link next to an issue in the Issues section to remove the link to the issue. This removes the issue from the list.
Use the fields on this tab to attach documents or URLs to this document.
Click
the 
button to open the
Attach
File dialog box to attach a file to the document.
Click
the 
button to open the Attach Document
dialog box, which you can use 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 button will not display unless the administrator set the
Contract Management
project content management properties to use the Repository. See Configure the Content Repository Document
and Attachment Version Feature for more information.
Click
the 
button to open the
Attach
URL dialog box to attach a Web address to the document.
Note:
If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.
If you are using Brava!, an icon appears next to the attachment name of document windows, and a checkmark indicates if the file has redlines.
The name of the attachment associated with this Change Management document. Click to open the attachment.
The subject of the attachment.
The location to which the file is uploaded.
The full path to the file.
The size of the attached file.
The date the file was attached.
The user who attached the file.
This tab only displays when one or more custom fields has 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 the custom fields by right-clicking on the top-level folder (for all projects), and choosing 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 a Custom Field.
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 icon beside the document name). On the Versions
tab, you can view and access previous versions of the selected Change
Management document, 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 Contract Management
Version Document and Attachment Feature for more information).
Version
Lists different versions of the current
document in reverse chronological order. Click 
to open
each version. Each version shows information available in the document
when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
Displays the date and time when the version was created.
For more information about versions, see Versions Overview.
From the Change Management
log window, either open a Change Management document or click the
Add Document button 
to add
a new Change Management document.
For additional help, click the Show link at the top left corner of this help topic. Use the Contents, Index, or the search utility to find additional help.