Create and manage project change orders

Once a project quotation is confirmed and transferred to a project, you can no longer make changes to, for example, the work breakdown structure. So, if changes are required, you can make these changes on the related project. To be able to track and manage these changes properly, you can use project change orders.

Note

You can only use project change orders on projects that are created from a project quotation. This project quotation must be created according to the Project Control Suite process.

Before you can use project change orders, make sure these v parameters are set:

Change order forecast model - Define the forecast model for proposed project changes. If a project change order is submitted, the proposed changes are added to this forecast model. As a result, you can track submitted changes that are pending approval. On this forecast model, make sure the Use project date as invoice date check box is selected.
Forecast model for archived changes - Define the forecast model for processed changes. If a project change order is transferred to a project, the changes are added to this forecast model. As a result, you can track the changes history of a project. On this forecast model, make sure the Use project date as invoice date check box is selected.

Activities

Name	Responsible	Description
Create project change order	Sales representative	Create a project change order to manage changes to a project's Advanced WBS. Change type, change reason, and chance impact are optional fields. The choices within those drop-down menus are defined by the user in the setup for Project Control Suite.
Change work breakdown structure	Project manager	Use project change orders to make changes to the work breakdown structure of an existing project. For more information on working with work breakdown structures, refer to Work breakdown structures.
Define price for project changes	Sales representative	You can apply price changes to a project change order in several ways: Apply price indexation to a project. Change the project WBS and accordingly change the related prices.
Submit project change order for review	Sales representative	If you have finished the project changes on a project change order, including the estimates and pricing setup, you must submit the project change order for review. A project change order must be approved internally before you can send it to the customer or transfer it to the project.
Monitor pending changes	Project manager	If you have submitted a project change order for internal approval, the proposed changes are transferred to the Change order forecast model as defined on the Project Control Suite parameters. As a project manager, for your projects, you can monitor the submitted changes that are pending approval.
Review project change order	Sales manager	If a project change order is submitted, internal approval of the project change order can be done. The user, to whom the approval is assigned, gets a task. As a result of the project change order approval, you can choose these options: Approve - The project change order can be sent to the customer. Redesign - Changes are required to the project change order. Its status is set to Created. Delegate - Assign the project change order to another reviewer. Cancel - The project change order is stopped.
Review project setup - Project change order	Project manager	On the project change order work breakdown structure, review the project setup for newly added (sub-)projects. If specific project setup is required, you can override the project setup as inherited from the root project line.
Manage customer interaction - Project change order	Sales representative	The sales representative manages the customer interaction with regards to the project change order.
Transfer project change order to project	Project manager	If a customer has confirmed a project change order, you can transfer it to a project. As a result: The existing project forecasts are updated with the changes from the project change order. The pending changes, as created in the Change order forecast model, are transferred to the Forecast model for archived changes. And because, only changes to existing activities of existing projects are shown as pending changes in the forecasts, also only these changes are moved to the Forecast model for archived changes. So, new (sub-)projects or new activities, as added in the project change order work breakdown structure, are not shown as pending changes in the forecasts, and therefore also not transferred to the Forecast model for archived changes. If you stopped a task in the project change order work breakdown structure, the related task in the project work breakdown structure is not deleted. Only the related estimates costs and revenue lines are deleted. If you stopped an estimated cost and revenue line in a project change order work breakdown structure, the related estimated cost and revenue line is also deleted in the project work breakdown structure. New (sub-)projects, tasks, and estimated costs and revenue lines are added to the project work breakdown structure.

Activities

Name	Responsible	Description
Create project change order	Sales representative	Create a project change order to manage changes to a project's Advanced WBS. Change type, change reason, and chance impact are optional fields. The choices within those drop-down menus are defined by the user in the setup for Project Control Suite.
Change work breakdown structure	Project manager	Use project change orders to make changes to the work breakdown structure of an existing project. For more information on working with work breakdown structures, refer to Work breakdown structures.
Define price for project changes	Sales representative	You can apply price changes to a project change order in several ways: Apply price indexation to a project. Change the project WBS and accordingly change the related prices.
Submit project change order for review	Sales representative	If you have finished the project changes on a project change order, including the estimates and pricing setup, you must submit the project change order for review. A project change order must be approved internally before you can send it to the customer or transfer it to the project.
Monitor pending changes	Project manager	If you have submitted a project change order for internal approval, the proposed changes are transferred to the Change order forecast model as defined on the Project Control Suite parameters. As a project manager, for your projects, you can monitor the submitted changes that are pending approval.
Review project change order	Sales manager	If a project change order is submitted, internal approval of the project change order can be done. The user, to whom the approval is assigned, gets a task. As a result of the project change order approval, you can choose these options: Approve - The project change order can be sent to the customer. Redesign - Changes are required to the project change order. Its status is set to Created. Delegate - Assign the project change order to another reviewer. Cancel - The project change order is stopped.
Review project setup - Project change order	Project manager	On the project change order work breakdown structure, review the project setup for newly added (sub-)projects. If specific project setup is required, you can override the project setup as inherited from the root project line.
Manage customer interaction - Project change order	Sales representative	The sales representative manages the customer interaction with regards to the project change order.
Transfer project change order to project	Project manager	If a customer has confirmed a project change order, you can transfer it to a project. As a result: The existing project forecasts are updated with the changes from the project change order. The pending changes, as created in the Change order forecast model, are transferred to the Forecast model for archived changes. And because, only changes to existing activities of existing projects are shown as pending changes in the forecasts, also only these changes are moved to the Forecast model for archived changes. So, new (sub-)projects or new activities, as added in the project change order work breakdown structure, are not shown as pending changes in the forecasts, and therefore also not transferred to the Forecast model for archived changes. If you stopped a task in the project change order work breakdown structure, the related task in the project work breakdown structure is not deleted. Only the related estimates costs and revenue lines are deleted. If you stopped an estimated cost and revenue line in a project change order work breakdown structure, the related estimated cost and revenue line is also deleted in the project work breakdown structure. New (sub-)projects, tasks, and estimated costs and revenue lines are added to the project work breakdown structure.