Change requests

Navigation: Tools → Change requests

A change request is a formal proposal to modify any document, deliverable, or baseline. Projects are typically undertaken within changing business environments, so it’s inevitable that during the life of your project, there will be some element of change required.

A change request has to be investigated in order to determine whether the change has to be implemented or not. If change request is approved, the change is scheduled and implemented.

Review Change request form

Change_overview2

 

1. General information about Change request is provided in tab General. You have to fill in this information when creating new Change request.

2. In tab Media it is possible to attach files. Click Select Files or do Drag & Drop.

3. In tab Notes it is possible to leave notes. Click Add note to create new note.

4. Available Info Tabs:

5. Available navigation buttons:

  • Add new: is used to create new Change request.
  • To list: is used to go to the list of Change requests.

Create new Change request

To create new Change request follow these steps:

1. Go to Tools → Change requests and click Newor go to tab Change requests in the form of the related object (Project, Activity) and click Add_Create_new.
2. Fill in fields in tab General:

  • Title: a description of the requested change.
  • Status: indicates status of the change request (list is taken from Settings → Dictionary → Change requests → Status).
  • Impact: indicates the impact on the Contract, provided services if this change is / is not implemented.
  • Priority:  indicates the priority of solving particular Change request among all the other Change requests (list is taken from Settings → Dictionary → Change requests → Priority).
  • Date raised: indicates date when change was requested.
  • Change order No.: unique identifier for the change.
  • Reference info: related document number.
  • Decision date: indicates date when decision to implement / not implement the change is made.
  • Decision maker: indicates who has to make a decision to implement / not implement the change.
  • Account: indicates to what Account Change request is related.
  • Project: indicates to what Project Change request is related. Only active Projects are available.
  • Activity: indicates to what Activity line Change request is related. Only active Activities are available.
  • Phase: indicates to what Phase Change request is related (list is taken from Settings → Dictionary → Change requests → Phase).
  • Type: indicates type of the change request (list is taken from Settings → Dictionary → Change requests → Type).
  • Business process: indicates to what business process of the client Change request is related.
  • Requested by: indicates who has requested the change.
  • Owner: indicates who is responsible for the change.

3. Click Save.

newChangeReQQ

 

Create Evaluation related to Change request

To create new Evaluation related to Change request in the Change request form follow these steps:

1. In tab Evaluation click Add_Create_new fill in Evaluation’s information and click Save.

New_evaluation

Create Task related to Change request

It is possible to create Tasks related to Change request in several locations of the system: Kanban window, Tasks list window, Change request form, Change requests list window.

To create new Task related to Change request in the Change request form follow these steps:

1. In tab Tasks click Add_Create_new.
2. Fill in Task’s information and click Save.

New_task

 

Generate a set of Tasks related Change request (initiate Process)

It is possible to generate a set of Tasks related to Issue from a template (initiate a predefined process). To generate a set of Tasks related to Change request follow these steps:

  1. In tab Tasks click  Lead_create_task and select Process or in tab Process click New_process.
  2. Select process template from the drop-down menu (list is taken from Settings → Processes).
  3. Define date when process should start / finish.
  4. Define date type: Start – First Task of the process will start on the indicated date, Finish – dates of the process Tasks will be defined so that the process would end on the indicated date. Important: there is a possibility to define process finish date only if process does not have decision tasks.
  5. Active Update dates option automatically updates tasks dates when changes in process task planned dates are made.
  6. Click Save.

Process2

 

Set rights for users relevant to the Change request

To set rights for relevant to the Issue follow these steps:

1. Go to tab Rights.
2. In field Assign User choose users who will see and be able to edit Issue information. It is possible to choose to show Issue to all users or only to particular users.

Risk_rights

Perform actions in the list of Change requests

Change_list

1. As in all lists, you can work with Change requests by using standard functionality buttons: filter Change requests, add new Change request, change table properties, search Change requests, narrow or extend information visible in table cells, edit or add additional information to the Change request, delete Change request from the list.

2. It is possible to see how many related Not Started, In Progress, Waiting, Done or Cancelled tasks Change request has.

3. It is possible to perform actions with Change requests in the list without opening the entries. After selecting single or multiple Change requests by marking lines Zymeti or selecting all Change requests by clicking Select button available actions are:

  • Export records: is used to export the list of selected Change requests to MS Excel file.
  • Assign Group: is used to assign selected Change requests to a Group.
  • Assign Rights: is used to assign rights to selected change request.
  • Remove Group: is used to remove selected Change requests from Group.
  • Remove Rights: is used to remove rights to selected change request.
  • Set Status: is used to set status of the selected Change requests.
  • Set Impact: is used to set impact of the selected Change requests.
  • Set Priority: is used to set priority of the selected Change requests.
  • Set Phase: is used to set phase of the selected Change requests.
  • Set Type: is used to set type of the selected Change requests.
  • Set Impact on Scope: is used to set impact on scope of the selected Change requests.
  • Set Owner: is used to assign new Owner to selected Change requests.
  • Create Task: is used to create new Task related to selected Change requests. In case several Change requests are selected several Tasks will be created.