Change Management

The Change Management module enables project participants to create any anticipated changes to cost, scope or schedule associated with their project via a Change Document.

Gate Three allows you to create two basic types of Change Documents:

• Internal Change: a change that reallocates funds between budget lines and cost codes. A Change Order is not required, but a Subcontractor Change Order may be issued. Does not affect the Prime Billing.
• External Change: a change that requests funds by the approval of the Primary Consultant and/or the Owner. A Change Order is required, and a Subcontractor Change Order may be issued. Affects the Prime Billing.
  

The Change Document consists of three sections:

• Change Details: Details that envelop the Basic Information of the Change (such as: who requested the change, and whether there will be any impact on cost, scope, or schedule.)
• Change Summary: This document includes any Quotes or Request for Quotes that can then be sent to the Owner or Primary Consultant for Approval. The Change Order can be logged at this point.
• Change Distribution: Once the Change Summary is approved, if the Change involves cost or movement of budget, this is where the funds are distributed to the Costing, Budget, and Billing of the Project.

The Change Management  module settings and parameters may be customized and configured by an authorized user with the proper Access Control Level (ACL). A workflow can be configured for each section of the change:

Prerequisites:

• Create a Prime Contract Pay Application Layout
• Create Budget Lines 

Change Management Views:

• Change Documents
• Quotes by Company
• All Quotes
• Approved Change Summary
• Change Order
• Subcontractor Change Order
• Change Quotes by Workflow by Stage
• Change Summary by Workflow by Stage
• Change Distribution by Workflow by Stage

Access the Change Management Module

1. Ensure you are logged into a project.
2. Click on the Start Menu.
3. Click Financials
4. Click Change Management.
   The default Changes view is displayed. This is a list of all the Change Documents in the project.  

Change Documents View

This view provides a list of all Draft, Under Review, Active, Completed, and Cancelled Change document in the project.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Click on Change Documents View.
4. The View has the following Columns:
   • Change No.: The consecutive change number based on the Prefix of the Change.
   • PC No: If the Primary Consultant requires their own numbering, this can be entered in the Change Document.
   • Change Subject: A short subject of the change.
   • CO#: This will populate automatically when and if the Change Order is logged in Gate Three.
   • Change Status: The status of the Change Details section of the Change Document.
   • Summary Status: The status of the Change Summary section of the Change Document.
   • Distribution Status: The status of the Change Distribution section of the Change Document.
   • Quoted Cost:The total of all quotes associated to the Change Summary.
   • Approved Cost: The total of the Change once the Change Summary is approved, including any Overhead and Profit costs.
   • Total Cost: Total Distributed Amount in the Costing section of the Change Document.
5. Action checkboxes:

• • Show Cancelled Changes: Only shows cancelled changes in the list.
  • Show Superseded Changes: Only shows any superseded changes on the list.

Quotes By Company View

This view provides a list of all Quotes created for all changes, listed by the Company Name.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Quotes By Company.
4. Click on the Show Quote(s) link in the Actions bar to show all the Quotes below.

All Quotes View

This view provides a list of all Quotes created for all changes, listed by the Quote Type.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select All Quotes.

Approved Change Summary View

This view provides a list of all Approved Change Summary Documents.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Approved Change Summary.

Change Order View

This view provides a list of all logged Change Orders.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Change Orders.

Subcontractor Change Order View

This view provides a list of all logged Subcontractor Change Orders.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Subcontractor Change Orders

Change Quotes by Workflow Stage View

This view provides a list of all Change Quotes that are Under Review.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Change Quotes by Workflow Stage.

Change Summary by Workflow Stage View

This view provides a list of all Change Summaries that are Under Review.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Change Summary by Workflow Stage.

Change Distribution by Workflow Stage View

This view provides a list of all Change Distributions that are Under Review.

1. Ensure you are logged into a project.
2. Click on the View Menu.
3. Select Change Distribution by Workflow Stage.