Change Request

What is it?

A Change Request does what it says – it requests a change to something that has already been contractually agreed upon. Contractual requirements or company practices may mean that a Change Request is called something else, such as a Request for Change, Potential Change Order or Contemplated Change Order.

Though the finer detail of the process varies from organization to organization, the process of requesting a change, receiving approval and then submitting follow-up paperwork is typical.

Aconex is routinely used for the management of Change Requests across many industries and projects and the diagram below depicts the basic steps typically seen in a Change Request process.

Why would you want it?

All projects encounter change so it’s crucial that projects understand exactly what those changes are. Without a proper way of managing and understanding these, projects aren’t able to communicate, mitigate and make adjustments for the impacts that changes might have.

What does it look like?

Preparing to introduce a Change Request process

Here are some things to consider when looking at introducing a Change Request process:

Are all participants in the process using Aconex?

• Aconex Mail allows both users and non-users of Aconex to participate.

Does the process require fast turnaround?

• Mail allows for quick replies and can be done via Aconex Mobile. Workflows use a document to capture the request and approval or rejection.

Does the process need to be managed in the field?

• Mail processes can be done in Aconex Mobile

Will reference or additional information be included at various points in the process?

• Both Mail and Workflows allow each participant to include information with their response. Mail embeds that information while Workflows stores that information as part of the workflow record.

What are the reporting requirements?

• Both Mail and Workflows allow you to track and report on status and response in real-time.

• Mail also allows you to report on to the details contained in the Change Request itself.

Does your Change Request have to end up in another system eventually?

• Mail can be converted into other outputs or pushed automatically into other systems via software integrations.

• Workflows make use of a registered document that can be downloaded and transferred.

Will every Change Request follow the same path?

• Mail allows for flexible distribution with minimal structure required.

• Workflows are templated and repeatable for fully structured flows.

Does your procedure require wet signatures?

• Mail allows you to include wet signatures as part of the procedure. Many clients find that the Aconex login and security model satisfies this requirement.

• Workflows make use of a registered document so wet signatures can be included in the document itself.

What is our recommendation for managing it with Aconex?

We think Mail is the most powerful way of managing Change Requests.

In certain contexts, Documents and Workflows may be used. If you’re not sure which option is right for your project, an Aconex consultant will help you work through your specific needs.

Additional Aconex tools you could use

Common features we see clients take advantage of when using Mail are Mail Forms, Restricted Fields and Mail Type Rules. Mail Forms and Restricted Fields allow project teams to capture and report on additional structured data while Mail Type Rules provide guidance as to what types of mail are best to respond with.