This document demonstrates the process of approving a change order. This example will demonstrate the approval of an SOV change order, with PCO change orders linked to it. Approving an SOV change order will also approve all PCO change orders that are linked it, if the parameters are set as we recommend on page 6.
Note: This process can vary depending on the needs of the company/user, and can differ somewhat from the steps of this document. PCO change orders can be approved before being linked to SOV change orders. PCO change orders also can be approved, which would approve the linked SOV change order.
Go to Job Contract Manager > Select Working Job (Figure 1).
Click the hyperlink of the job to enter a change order (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).
Go to the SOV* tab (Figure 2).
Select the appropriate change order (Figure 2).
Select Update Change Mgmt Status in the drop-down at the bottom of the screen, and click the arrow to “Apply Action.” Then, skip to step #9.
Figure 2: Update Change Mgmt Status – from the Change Mgmt Workbench
Alternately, the user can click the hyperlink of the change order under Number (Figure 2).
Then, from inside the change order, hover over Options in the upper, right corner of the page, and click Update Change Mgmt Status (Figure 3).
Figure 3: Update Change Mgmt Status – from inside the change order
Regardless of which route the user takes, he or she will be brought to the same Update Change Mgmt Status page (Figure 4).
In the Main tab, the Current Status of the change order will be displayed (Figure 4).
Select the appropriate New Status from the drop-down. For this example, 4-APPR-Approved will be selected (Figure 4). However, depending on the company, extra steps such as 2-SUB-Submitted and 3-NTP-Notice To Proceed could be utilized. These steps and the budgetary changes that are made when changing statuses are maintained in Job Contract Manager > Global Config > Change Mgmt Status Maintenance and the relevant parameters listed on page 5.
4-APPR-Approved will cause the approved budget to update.
5-REJ-Rejected will reject the change order.
6-VOID-Voided will void the change order.
Figure 4: Update Change Mgmt Status, Select New Status
The Revenue table displays the values of the change order (Figure 5).
The Effective Date determines the date in which the job’s budgets will update. It will pre-populate as the current date, but it can be changed (Figure 5).
The user must enter a Reason for the change (Figure 5).
Click Next in the lower-right of the page (Figure 5).
Figure 5: Revenue, Effective Date, Reason, Click Next
16. The status should now change to 4-APPR-Approved (Figure 6). Additionally, all of the PCO change orders linked to this SOV change order will be automatically approved, due to the parameters we have set (as recommended on page 5).
Figure 6: Status is 4-APPR-Approved
17. For reference, the Change Mgmt History tab will show the history of the change order (Figure 7).
Figure 7: Change Mgmt History Tab
Relevant Parameters
These parameters (below in Figure 8) are in Job Contract Manager > Company Config > Setup > Parameters.
Figure 8: 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 |