Separating Budget and Cost Status for Change Events
The change management process for a project may be very simple or complex, depending on the size and complexity of the change. A 'two-cycle' process for managing a change is often undertaken to authorize a change: one cycle to process the budget impact of the change (upstream), and one cycle to process the cost impact of the change (downstream).
When a change is identified and determined to proceed, a change event is created to capture the impact on the budget and cost of a project. The budget impact is often approved prior to the cost of the change being approved. Once the budget has been agreed upon, the process to approve the cost impact can proceed.
By separating the statuses for the budget impact and cost impact of a change event, the management of a 'two-cycle' change process is greatly improved. The Budget Status determines how the budget for the project is impacted and the Cost Status determines how the cost of the project is impacted.
Existing reports and integrations will need to be updated to accommodate the new statuses.
- Update your change event reports: If you've used the status column in your change event reports you'll need to specifically select budget status and cost status as display options in all reports and save the new settings. If status was used in summary, grouping, or filtering, those definitions will need to be redefined and saved as well. Upon opening each report, you'll be prompted with instructions to update them.
- Update your data import templates: If you import change event data into Cost you'll need to update your templates with the new statuses.
- Update your API integrations: Integrations with other applications may need to be updated to accommodate the new statuses.
Update your reports
A configuration page explaining what needs to be changed will be displayed if the report needs to be updated.
Update your imports
New import templates must be downloaded and used. You can copy data from old imports into the new template, making sure you use the new status columns. You'll be prompted with the following message where a new template is required. ‘The import now supports the ability to set a separate cost and budget status for a change event. Please download the new import template.’
Cost worksheet updates
The value of the Cost Status field determines the impact on all cost related columns in the worksheet. The same logic used for the current Status field applies to the cost columns as listed below.
|Cost Status||Linked to Contract Change||Cost Worksheet Columns|
|Potential Contract Change Events |
Potential ETC Changes
|Approved Contract Change Events |
Estimate to Complete
The value of the Budget Status field impacts only budget related columns in the cost worksheet. The logic used for the existing status field will apply to the budget columns as listed below.
The new separate statuses are available for both the entire change event and for the change event items. Changing the parent level status event triggers item status to update, as they did previously.
Change Event grid
Change Event Wizard
Add Change Event Item
All Change Event Items Advanced Search
Update your API Integrations
If you are using the change event APIs for reporting or integrations, you'll need to update your integrations so they continue to work. It's likely you will receive an error the next time you access the APIs. For full details about the Cost API, including the new fields, please use the link under Cost Administration > Personal Access Tokens > View API Documentation.
These changes affect all the API endpoints under Change Events and Change Event Items: