Adding a Change Order

To publish a new Change Order request form, the administrator adds a Change Order.

To add a new Change Order:

  1. Click New Change Order on the Main Menu side panel.

If using auto-numbering, AUTO displays in the Change Order Number field and automatically assigns the next logical number after invoking Save. If not using auto-numbering, you must assign a unique Change Order number. Refer to List of Available Application Options for auto-numbering of Change Orders.

  1. Complete the fields on the New Change Order page. The fields are described in the following table.

Field

Entering Tips and Notes

Change Order #

(Required)

This number is automatically generated or manually assigned based on the flag set under CCM_NEXT_ID Application Options. Refer to List of Available Application Options for additional information on this flag.

Title/Description

Title and/or brief description of the requested change.

Reason for Change

Summary of reason for requesting changes to the attached documents. The Reason for Change will be included in the email sent to the recipients.

Initiator

(Required)

Individual requesting changes.

System defaults to logged-on user.

Administrator

Required

Individual who will administer the change process.

Systems defaults to logged-on user.

Master Document

(Required)

Filled out form/document with specific information about the change request.

Location

(Required)

Location of the Change Order used for giving access to the documents from the document list.

Pre-Review Group

(Required)

The group of individuals responsible for the pre‑review process.

Formal Review Group

(Required)

The group of individuals responsible for the formal review process.

Post Implementation Step 1

Actions that must be completed before closing the Change Order. All post implementation steps must be completed before the Change Order can be closed.

Post Implementation Step 2:

Same as above.

Post Implementation Step 3

Same as above.

Post Implementation Step 4

Same as above.
  1. After completing the required fields, click the Save button.

The Change Order will be added to the system

  1. Click the Exit/Cancel button if you would like to route the Change Order document for review and approval before creating the Change Order packet.
  2. If you would like to continue with creating the Change Order packet, select the Affected Documents and Referenced Documents on the Change Order Detail Related Documents page; refer to the following sample screen.

NOTE: Initiators will be able to add documents to the Change Order and also place the Change Order into Pre-Review or Formal Review. They must have Read/Write permission to the Change Order location.

  1. Select items by using the Search, Load, or Quick Add functions, to add them to Affected Documents and/or Referenced Documents.
  2. If a document is inactive, click the Search button, select the Active field, and then enter the search value “-0” to display inactive documents.

If you would like to make the document inactive, you can link to the Document Detail page and inactivate it after it has been attached to the Change Order. Once the document state is Move to Current, it will be reactivated.

  1. Click the Save button.

The system will automatically invoke the Workflow tab, allowing you to begin the review process.

  1. Before invoking a workflow step, you can see the newly assigned revision numbers by selecting the Related Documents tab. If you have permissions, you can change the numbers by selecting the Edit icon( ) in the New Rev column. When changing the revision numbers, the system will not allow using prior revision numbers.

 

  1. If you catch an incorrect revision number and workflow have been invoked, you must uncheck each workflow step. This will allow you to change the new revision number from the Related Documents tab and reissue the review activities.
  2. If you would like to start the entire review process over without keeping any of the changes, you must click the Delete button on the Change Order Detail - General page and click Delete on the warning message.

  1. Permission for changing the new revision number is set in the Permission Table under the General Permission tab. The setting is Change Order- Allow Edit New Revision Level.

The following is a sample of how the system calculates the New Rev (automatic) number for documents attached to the change order:

Rev Current

New Rev (automatic)

1

2

6.1

6.2

5.3.7 sp11

5.3.7 sp12

draft

draft1

<blank>

1

04

5

Rev Current

New Rev (automatic)

1

2

6.1

6.2

5.3.7 sp11

5.3.7 sp12

draft

draft1

<blank>

1

04

5

NOTE: Leading zeros will be removed from the automatically calculated revision numbers.

The Application Option CCM BLANK REVISION START WITH will allow you to set the number or letter for documents if the existing revision number was not assigned (blank).

Application Option CHANGE_ORDER:AUTO_DOC_REV_LEVEL:EXCLUDED_CHARS: allows for designating specific letters (A-Z only, no numbers) that would be skipped when automatically calculating the New Rev level of a Change Order.

For example: If Q is added to the list, an R will be issued for the new revision number if the current revision number is a P.

You can copy a shortcut that will allow you to paste into other documents. The shortcut displays on the General and Related Documents tabs (see the examples below).

  1. On the Workflow tab, click the expand icon located next to the affected documents to display the documents attached to the change order. This page also displays the names of the individuals with checked-out documents.

Until the documents are placed into review, the existing revision number will display.

NOTE: Once the Pre-Review or Formal Review stage is initiated, the Affected documents will display the newly assigned revision number when selecting the expand icon ( ).