Change event scenarios

Transfer Control Account (Package) to Control Account

Make a budget transfer from one control account to another with no impact on the project's overall budget or estimate at completion. This achieves no net impact on the project. 

This scenario updates two control accounts and elements.

This transaction requires a single change event to be created as follows:

1. Navigate to the Change Events grid.
2. Click the + icon on the toolbar to add a change event.
3. Don't select anything on the Downstream Contracts Impacted screen. Click Next. 
4. Don't select anything on the Upstream Contracts Impacted screen. Click Next. 
5. On the Cost Estimates screen click + Add Item.
6. Enter a name for the change event item.
7. Select the destination control account and control element you will be transferring to.  
8. Don't enter a cost estimate. Leave it as zero.
9. Click Next.
10. Don't enter a budget estimate. Leave it as zero.
11. Click Finish.

Enter budget transfer details for the newly created change event item as follows:

1. Click the 0.00 link located in the Budget Transfer column.
2. Select the desired source control account and control element to transfer from.
3. Enter a transfer amount value.
4. Click the Adjust Transfer To ETC by transfer amount checkbox. Note: this will adjust the ETC (FCC) amount of the transfer to the control account.
5. Click Save.
6. Change Budget Status to Approved. Note: this will populate Approved Budget Transfers and ETC on the cost worksheet for both the source and destination control account and control element.

Transfer Control Account to Control Account then add Contract Change (Variation)

Make a budget transfer from one control account to another. Then link to a contract change to achieve a draw from the transferred budget without increasing the ETC/FCC.

This scenario increases the budget and commitment on one control account, while the other control account is reduced. The project estimate at completion is not increased.

This transaction requires a single change event to be created as follows:

1. Navigate to the Change Events grid.
2. Click the + icon on the toolbar to add a change event.
3. Select a contract on the Downstream Contracts Impacted screen. Click Next. 
4. Don't select anything on the Upstream Contracts Impacted screen. Click Next. 
5. On the Cost Estimates screen, select an existing pay item or create a new pay item.
6. Enter a cost estimate value.
7. Check ETC Drawdown.
8. Click Next.
9. Don't enter a budget estimate. Leave it as zero.
10. Click Finish.

Enter budget transfer details for the newly created change event item as follows:

1. Click the 0.00 link located in the Budget Transfer column.
2. Select the desired source control account and control element.
3. Enter a transfer amount value.
4. Click the Adjust Transfer To ETC by transfer amount checkbox. Note: this will populate ETC.
5. Click Save.
6. Change Budget Status to Approved. Note: this will populate Approved Budget Transfers and ETC on the cost worksheet for both the source and destination control account and control element.
7. Change Cost Status to Approved.

Add a contract change as follows:

1. Click Actions for the change event item created and edited above.
2. Click Add to Contract Changes.
3. Select the downstream change event item that was created above and click Next.
4. There should be no upstream change event items to select. Click Next.
5. Enter the details of the contract change.
6. Click Add Items.

Budget Change – Only increase budget and ETC

Create a budget change by entering a cost and budget estimate. This achieves an increase in the budget and forecast estimates for the project to reflect an increase in the project scope or an increase in the cost of the existing scope.

This scenario increases the approved budget, estimate to complete, and estimate at completion for the control account and project.

This transaction requires a single change event to be created as follows:

1. Navigate to the Change Events grid.
2. Click the + icon on the toolbar to add a change event.
3. Don't select anything on the Downstream Contracts Impacted screen. Click Next. 
4. Don't select anything on the Upstream Contracts Impacted screen. Click Next. 
5. On the Cost Estimates screen click + Add Item.
6. Enter a name for the change event item.
7. Select a control account and control element.
8. Enter a cost estimate.
9. Click Next.
10. Enter a budget estimate.
11. Click Finish.

On the change event grid, update the budget and cost status for the new change event to Approved. Updating the budget status will update Approved Budget Changes and updating the cost status will populate ETC.

Budget Change with Contract Change (Variation)

Create a budget change and related contract change to reflect a change in scope to the project and related contract. This will increase the project ETC / FFC.

This scenario updates the approved budget and commitment with a linked contract change.

1. Navigate to the Change Events grid.
2. Click the + icon on the toolbar to add a change event.
3. Select a contract on the Downstream Contracts Impacted screen. Click Next. 
4. Don't select anything on the Upstream Contracts Impacted screen. Click Next. 
5. On the Cost Estimates screen, select an existing pay item or create a new pay item.
6. Enter a cost estimate.
7. Click Next.
8. Enter a budget estimate.
9. Click Finish.
10. Update budget status to Approved. This will populate Approved Budget Changes.
11. Update cost status to Approved. This will increase ETC.

Add a contract change as follows:

1. Click Actions for the change event item created and edited above.
2. Click Add to Contract Changes.
3. Select the downstream change event item that was created above and click Next.
4. There should be no upstream change event items to select. Click Next.
5. Enter the details of the contract change.
6. Click Add Items.

Contract Change only – Draw from ETC

Link a change event to a contract change, while drawing down from ETC. This achieves an increase in the value of an existing contract without affecting the project budget or estimate. Essentially you are awarding additional scope to an existing sub-contractor.

This scenario results in the value of a contract changing and affecting the project's commitments, thus reducing the estimate to complete value. The estimate at completion is not affected (if the contract change is less than the available estimate to complete. See the floor rule under Cost Worksheet Calculations – Floor Rule).

This transaction requires a single change event to be created as follows:

1. Navigate to the Change Events grid.
2. Click the + icon on the toolbar to add a change event.
3. Select a contract on the Downstream Contracts Impacted screen. Click Next. 
4. Don't select anything on the Upstream Contracts Impacted screen. Click Next. 
5. On the Cost Estimates screen, select an existing pay item or create a new pay item.
6. Enter a cost estimate.
7. Check the ETC Drawdown checkbox.
8. Click Next.
9. Don't enter a budget estimate. Leave it as zero.
10. Click Finish.
11. Update cost status to Approved. 

Add a contract change by following the steps below:

1. Click Actions for the change event item created above.
2. Click Add to Contract Changes.
3. Select the downstream change event item that was created above and click Next.
4. There should be no upstream change event items to select. Click Next.
5. Enter the details of the contract change.
6. Click Add Items.

ETC change only – No contract

Creating an ETC change by not impacting contracts requires you to modify, by increasing or decreasing, the estimate to complete value for a control account but also not changing the budget or any related contracts.

This scenario results in the estimate to complete value of a control account being changed, but the project budget remains unaffected.

This transaction requires a single change event to be created as follows:

1. Navigate to the Change Events grid.
2. Click the + icon on the toolbar to add a change event.
3. Don't select anything on the Downstream Contracts Impacted screen. Click Next. 
4. Don't select anything on the Upstream Contracts Impacted screen. Click Next. 
5. On the Cost Estimates screen click + Add Item.
6. Enter a name for the change event item.
7. Select a control account and control element.
8. Enter a cost estimate.
9. Click Next.
10. Do not enter a budget estimate. Leave it as zero.
11. Click Finish.
12. Update cost status to Approved.