Prerequisite document: “Enter a PCO Change Order”.
This document demonstrates the process of entering an SOV change order through the Job Contract Manager module. This type of change order will only be entered for jobs that are billing using an SOV (AIA-style billing). Simple Billing uses Job Contract Manager to do budgetary changes on the PCO side only. The SOV* tab in Change Mgmt is used for entering new billing items onto the schedule of values. Changes on the SOV tab* do not impact the job’s budget or projected contract value – they only impact what items can be billed.
There are multiple different options for how this change orders will appear on the SOV, which will each be explained in this document.
This example will feature an SOV change order that will be matched to PCO change orders. To illustrate the different options/outcomes, the PCO change orders will have multiple Revenue lines.
Go to Job Contract Manager > Select Working Job (Figure 1).
Click the hyperlink of the job to enter a change order for (Figure 1).
Figure 1: Select Working Job
A sub-folder will appear in the tree menu with the selected job number. Go to Job Contract Manager > (selected job number) > Change Mgmt (Figure 2).
Click into the PCO tab (Figure 2).
There are multiple different ways to enter an SOV change order. The method/route to use depends on user preference and/or the amount of PCO change orders.
For a single PCO change order:
Can use drop-down on bottom action bar in PCO Change Mgmt workbench (after selecting the PCO row), select Create Revenue Change Mgmt, and click the arrow to “Apply Action” (Figure 2)
OR
Drill into PCO Change Order, hover over Options in upper, right corner of the page, and click Create Revenue Change Mgmt.
Multiple PCO change orders:
Must use drop-down on bottom action bar in PCO Change Mgmt workbench (after selecting the PCO rows), select Create Revenue Change Mgmt, and click the arrow to “Apply Action” (Figure 2)
This document will follow linking multiple PCO change orders into an SOV change order.
Add an SOV change order without a PCO change order*:
Go to the SOV Change Mgmt workbench and click Add. This option is rare, and would only make sense for customers who do not enter budgets in COINS.
*This will not be demonstrated in this document, but the steps would be similar.
Highlight the appropriate change order(s), select Create Revenue Change Mgmt from the drop-down on the bottom action bar, and click the arrow to “Apply Action” (Figure 2).
Figure 2: Create Revenue Change Mgmt from PCO Workbench
At the top of the page, in the Selected Change Mgmt section, it will show the PCO change orders that have been selected and the total of the Proposed Revenue from those change orders (Figure 3).
Figure 3: Selected Change Mgmt Section
Optionally, enter in a Change Mgmt Number (Figure 4). It will auto-generate if left blank.
Enter in a Description (Figure 4).
The Effective Date can be changed, if desired (Figure 4). This determines which fiscal period these changes go into.
Optionally, enter in a more detailed description in the Detail field (Figure 4).
If applicable, select the appropriate Sales Series (Figure 4).
Select the appropriate option for Create Items (Figure 4):
Single Item for all the Selected Change Mgmt
Single SOV line for all PCO change orders or all PCO change order lines, more detail seen if clicked into (see Figure 6).
Item per Selected Change Mgmt
One SOV line for each PCO change order (see Figure 7).
All Items from Selected Change Mgmt
One SOV line for each PCO change order, unless using “full commercial manager” configuration (resource-based pricing).
To continue to use the same Revenue Analysis from the original PCO, which defaulted from the Sales Series, select the checkbox for Revenue Analysis from Sales Series of selected Change Mgmt (Figure 4). Leaving the box unchecked will not define a specific Revenue Analysis, which will instead be chosen via the Sales Series on the next billing certificate.
It would be rare that those two Sales Series would be different, so this step likely will not matter.
Then, click Next in the bottom, right corner of the screen (Figure 4).
Figure 4: Enter in Information, Click Next
Next, go to the SOV* tab (Figure 5).
Click the hyperlink of the change order under Number (Figure 5).
Figure 5: Click Hyperlink of Change Order in SOV* Tab
The Detailed Pricing tab shows how the change order lines will appear on the SOV and the invoice(s) sent out to the customer. At the bottom of the page it also lists the proposed and approved value of the change management. The approved values are 0.00 because this change order is still in the 1-LOG-Logged status and has not been approved yet.
Figure 6 shows the Detailed Pricing tab if Single Item for all the Selected Change Mgmt was selected in step #13:
Figure 6: Detailed Pricing Tab – Single Item for all the Selected Change Mgmt
Figure 7 shows the Detailed Pricing tab if Item per Selected Change Mgmt was selected in step #13:
Figure 7: Detailed Pricing Tab – Item per Selected Change Mgmt
The Cost Change Mgmt tab displays linked and unlinked change management (Figure 8).
Figure 8: Cost Change Mgmt Tab
The Change Mgmt History tab displays the history of this SOV change order. It lists the Status, when the change order was entered, who entered the change order, and the proposed and approved revenue amounts (Figure 9).
Figure 9: Change Mgmt History Tab
The Documents and Linked tabs are used to manage linked documents and project communications, as part of the system-wide project management functionality within COINS.
Right now, this SOV change order has been logged.
For this to go into effect and change the contract amount, it will need to be approved. Next, move onto the document: “Approve a Change Order”
Relevant Parameters
These parameters (below in Figure 10) are in Job Contract Manager > Company Config > Setup > Parameters.
Figure 10: Relevant Parameters
Parameter | Description | Recommended Setting |
CHOAPPLN | Whether to approve linked Change Mgmt variations when a Change Order has been approved. | Y |
REVAPPLN | Whether to approve linked Change Mgmt when a Revenue Change Mgmt has been approved. | Y |
VAREFFDT | Whether users can specify the period to which budget changes caused by Change Mgmt status changes apply. | Y |
VOAPP | Approved status for Change Mgmt | 4-APPR |
VOREG | Registered status for Change Mgmt | 1-LOG |
VOREJ | Rejected status for Change Mgmt | 5-REJ |