D.7.1.1 Draft: Description of Overall Change, WBS & Recommended Type/Cause of Change

 

 

Description

The Responsible Individual or Responsible Individual Delegate is responsible for making the request and documenting all the details needed for the change.

 

Outcomes

Document all changes as part of the Change Management Process to manage the projects.

 

Detailed Steps

 

Step 1: Log in to NexGEN.

 

  1. Select Contract Management.

  2. Click Contracts.

  3. Select the Contract.

  4. Click Actions drop-down list.

  5. Click JFC.

 

Using the Search box will simplify your search for your Contract.

If you are a Responsible Individual with only access to one of any of the selections your data will auto populate.

 

Change management is done by sub-projects only.  A new sub-project can not be added to the contract using this process.

 

 

Step 2: Complete all required fields on the Justification for Change (JFC).

  1. Type Document Title in the field.

  2. Select Attraction from drop down.

  3. Select Scheduled Completion from date Picker.

 

  1. Select Type of Proposal from drop down list.

  2. Select Vendor Directed To from drop down list.

  3. Enter Scope of Change and Impact to Schedule/Contract Time/Programme Contemplated.

  4. Enter Reason.

Type of Proposal is filtered based on Contract Type from the Contract.

 

 

 

Step 3: Complete all required fields under SOV Data.

  1. Click .

  2. Select the WBS.

  3. Enter ROM in Contract Currency.

  4.  Toggle Yes or NO if the amount is Reimbursables (if applicable).

If Retention is enabled, there will be a retention column to toggle if the line is Retention or not.

 

  1. Select Cause of Change.

If the same WBS/CBS is used on multiple rows on the SOV the SOV Code and SOV Descriptions must be unique per row.

 

 

Step 4: Save the JFC.

  1. Click .

 

Step 5: Attach a Reference Drawing and/or Spec (if applicable).

The attachments will be visible by default to the Vendor.

Make applicable attachments visible to the vendor in this step as they will carry over to the Contract Directive.

 

  1. Click Reference Drawing and/or Spec.

  2. Select the file to attach (Holding down Ctrl to select multiple attachments).

  3. Click Open to attach the document.

 

Step 6: Attach a Reference Document (if applicable).

A.     Click Add Attachments.

B.     Select the file to attach (Holding down Ctrl to select multiple attachments).

C.     Click Open to attach the document.

Remember the CD is part of the process and you will need to make applicable attachments visible to the vender in this step.

 

 

Step 7: Submit the JFC.

  1. Click Workflow

  2. Select Set to Funding/WBS Assignment.

Cancel: Will Cancel the document for no further action and notify the Initiator (RI or Delegate).

 

  1. Type a message in the Message field to include in the Email notification.

  2. Click Execute.