Create a Budget / Contract Change

The Budget / Contract Changes Register is used to track and review all changes in the project, and it provides an instantly available report of the current status of any change. Changes can be categorized and annotated to facilitate easy searching, sorting and filtering. Only changes with a status of Approved are reflected in the Current Budget.

The Budget / Contract Changes Register is read-only, and it cannot be modified. All changes must be added or modified in the Change Record.

After a project has been released for execution and the Original and Current Budgets are created, the Original Budget is locked and the only way to change the Current Budget or add a pay item is to add a Change Record on the Budget / Contract Changes Register.

The Change Record is used to enter the change information for a cost item or account and allows you to drill down to any cost category.

There are two Change Record types that can be created on the Budget / Contract Changes Register:

  • Cost Item record type is used to add a Change Record based on a cost item. This option is used when tracking job progress by CBS Code or Phase Code on the Job Properties - Job Tracking form.
  • Account record type is used to add a Change Record based on an account. This option is used when tracking job progress by Account Code on Job Properties - Job Tracking form.

New Budget Changes

Step by Step — Create Change Records from Scratch

  1. On the Execution tab, under Change Management click Budget / Contract Changes to open the Budget / Contract Changes Register.
  2. On the Actions tab, click New.
  3. In the Attention dialog box, select the preferred Change Record Type: Cost Item or Account.
  4. Select the Create Change Records from scratch radio button
  5. Click OK to open the new Change Record.

    6. After a Change Record is created, you can change the status to Revise, Delete, Reject or Approve.

Header Tab

Step by Step — Header tab

  1. In the Type field, select one of the four following changes that can be entered, edited, and approved on the Change Record. Each type serves a different purpose and requires a different work flow:
    • Budget Move: move budgeted cost among terminal cost items or accounts, without changing the overall budget total. The sum of the changes must equal zero in order for this change to be approved.

      • A Budget Move cannot be approved unless the Net Budget Change is zero.

    • Budget Change (Quantity only): change only the budgeted quantity of a cost item or account.
    • Budget / Contract Change: modify budgeted costs, quantities and man-hours of cost items or accounts, and contract total price and quantities of pay items. Pay items can also be added using this type of change.
    • Contract Change (Price only): modify the contract unit price or total price of a pay item.
  2. After selecting one of the above changes in the Type category, enter a Description of the change along with any tags, user defined fields, and notes that you want to associate with this change.

Details Tab

On the Change Record, Quantity Changes can be applied to either Cost Items or Account Codes.

Cost Item Quantity Change

Step by Step — Entering a cost item Quantity Change

  1. In the Budget Change Details data block, click the CBS Position Code column on the first blank row.
  2. Click the CBS Position Code icon on the right side of the cell to display a selection register of the cost items in the CBS.
  3. Select the terminal cost item that you want to change and click OK. The relevant information from the CBS shows on the Budget Change Details register row.
  4. Right-click the cost item you want to change, then click Open to display the Budget Change Detail Record.
  5. Enter the Quantity Change and Man-Hour Change as needed.
  6. On the Total Budget Change Breakdown tree, make the preferred changes in the Change to Total Cost column and click OK.

Account Code Quantity Change

Step by Step — Entering an Account Code Quantity Change

  1. In the Budget Change Details data block, click in the Account Code column on the first blank row.
  2. Click the Account Code icon on the right side of the cell to display a selection register of account codes.
  3. Select the account code you want to change. The relevant information from the Account Code Utilization Register shows on the Budget Change Details register row.
  4. Right-click the row you want to change and select Open to display the Budget Change Detail Record.
  5. Enter the Quantity Change and Man-Hour Change as needed.
  6. On the Total Budget Change Breakdown tree, make the preferred changes in the Change to Total Cost column and click OK.

When entering a Change to Total Cost value on the Total row in the cost category tree, the amount will be spread into the cost category tree proportionate to the Current Budget cost category values in the CB-Total Cost column.

Contract Change Details

Contract Change Details are only available when you have selected to make either a Budget/Contract Change or a Contract Change.

Revising a Pay Item

Step by Step — Revising a Pay Item

  1. In the Contract Change Details data block, click in the Pay Item column on the first blank row.
  2. Click the Pay Item icon on the right side of the cell to display a selection register of the pay items in the Pay Item & Proposal Register.
  3. Select the pay items you want to revise and click OK. The relevant information from the Pay Item & Proposal Register shows on the Budget Change Details register row.
  4. Enter changes to the Pay Item rows as needed.
  5. Right-click the row you want to change and select Open to display the Pay Item Record.
  6. Enter changes into the Quantity section as needed.
  7. Enter changes into the Price section as needed.

Adding a new Pay Item

Step by Step — Adding a new Pay Item

  1. From the Change Record form, select the Actions tab.
  2. Select Add Pay Item under the Edit section. The Pay Item Pending Approval Record appears.
  3. Enter a Pay Item Number and press the Tab key on your keyboard.
  4. Enter a Line Number and press the Tab key on your keyboard.
  5. Enter a Description and click the Pay Quantity field.
  6. Enter a Pay Quantity and press the Tab key.
  7. Press the Tab key to accept the default Forecast (T/O) Quantity (equal to the Pay Quantity), or enter a custom Forecast (T/O) Quantity and press the Tab key.
  8. Define a Unit of Measure for the pay item and press the Tab key.
  9. Enter the preferred data into the remaining fields. Define the type of pay item you are creating and any rules.
  10. To create an additional pay item, click New and repeat the previous steps.
  11. When finished, click OK to add the pay item to the Contract Change Details pay item list on the Change Record.

When revising a pay item, the Forecast (T/O) Quantity Change field is only editable in an unlocked job. To change the Forecast (T/O) Quantity in a locked job, modify the Quantity Change value of the item in the Budget Change Details pane.