Single-Tier Change Management: Implementation Checklist
The following sections provide details you can use to ensure that the system is configured properly for the processing of change orders, and to understand (and change, if needed) the settings that affect the processing workflow.
Implementation Checklist
We recommend that before you initially create change orders, you make sure the needed features have been enabled, settings have been specified, and entities have been created, as summarized in the following checklist.
| Form | Tasks to Perform | Notes |
|---|---|---|
| Enable/Disable Features (CS100000) form |
Make sure that the Project Accounting and Change Orders features are enabled. |
|
| Projects Preferences (PM101000) form | Make sure that all necessary settings related to project accounting have been specified. For more information about configuration steps that you have to perform before you can start accounting for projects, see Basic Project Configuration: General Information. | |
| Change Order Classes (PM203000) form | Make sure that all needed change order classes have been configured, as described in Change Orders for Commitments: To Create a Change Order Class. | |
| Projects (PM301000) form |
Make sure that the project has been created, as described in Project Creation and Processing: General Information. Also, make sure that the Change Order Workflow check box is selected on the Summary tab (Project Properties section). |
If the Internal Cost Commitment Tracking check box is selected on the General tab (General Settings section) of the Projects Preferences (PM101000) form, and a project has related purchase orders, you can select the Change Order Workflow check box for the project if the project has no open related purchase order lines. That is, the status of the related purchase order lines of the project is only Completed, Closed, or Canceled. |
Checklist for Project Commitments
If you want to use the functionality of change orders to manage changes in commitments, make sure that all the needed features have been enabled and settings have been specified, as described in Committed Costs: Implementation Checklist.
Other Settings That Affect the Workflow
You can affect the workflow of managing changes in projects by specifying additional settings as follows:
- To change the format of change order identifiers, adjust the CHANGEORD numbering sequence on the Numbering Sequences (CS201010) form or create a new auto-numbered sequence and select this sequence in the Change Order Numbering Sequence box on the General tab (Numbering Sequence section) of the Projects Preferences (PM101000) form. For more information on numbering sequences, see Use of Numbering Sequences.
- To allow users to create change orders by using the Create Change Order command on the More menu of the Projects (PM301000) form, clear the Manual Numbering check box in the Summary area of the Numbering Sequences form for the numbering sequence used for change orders.
- To cause the system to automatically select a change order class on creation of change orders, select the change order class in the Default Change Order Class box on the General tab (General Settings section) of the Projects Preferences form.
- To cause the system to automatically select a revenue account group for new change order lines if there are multiple account groups of the Income type defined on the Account Groups (PM201000) form, specify the Default Revenue Account Group for account groups of the Expense type in the Summary area of the Account Groups form. For more information on account groups, see Account Groups: General Information
With these settings specified, users in your company can process change orders quickly and accurately with a minimum of manual actions.
Validation of Configuration
To make sure that all configuration has been performed correctly, we recommend that you process a change order by performing instructions similar to those described in Single-Tier Change Management: To Track Changes to the Project Budget and Change Orders for Commitments: Process Activity.