A contract change order (CCO) has one of the following statuses: Preliminary, Analysis in Progress, Analyzed, Submittal Approved, Approved, Active, Cancelled, Closed. The figure below shows the possible status changes along with the related status for a CCO.
The status is changed using the corresponding menu options. Each CCO status is explained below.
Preliminary
When a CCO is created, it is automatically set to the Preliminary status. From here, the CCO can be set to Analysis in Progress or Canceled depending on the validity of the change. The CCO can also be set directly to Analyzed, if sufficient information has been added at this stage already.
Analysis in Progress
When the CCO has been reviewed and is ready to be investigated further, it can be set to Analysis in Progress. This means that the impact of the change requirements are ready to be analyzed. The impact analysis could include investigating the change of scope, time schedule, risk and estimate the expected financial impact. From here the CCO can be set to Analyzed or Cancelled.
Analyzed
When the CCO has been analyzed in terms of the change impact, it can be set to Analyzed. From here, the CCO can be set to Approved (if external approval is not required), Approved Submittal (if external approval is required) and Cancelled. It is also possible to reopen the CCO which would be indicated by the Reopened status.
When the CCO is set to Analyzed, some fields can no longer be modified without reopening the CCO. These fields are:
The information added during the analysis phase can be used to decide whether this CCO should be processed further. If the CCO requires external approval, the result of the analysis can be used when creating the proposal to be submitted to the customer or supplier. To approve the proposal before it is submitted, the status can be changed to Approved Submittal. If the CCO does not require external approval, then it can be set to Approved.
Approved Submittal
When the change impact has been analyzed, a proposal is created and needs to be approved before it is submitted to the originator (e.g. customer or supplier) for negotiation. To approve the proposal, the status of the CCO should be set to Approved Submittal. From here, the CCO can be set to Approved or Canceled. It is also possible to reopen the CCO while in this status.
Approved
When the CCO is ready to be approved, change the status of the CCO to Approved. From here, the CCO can be set to Active, or Cancelled. It is also possible to reopen the CCO while in this status.
To be able to set the CCO to the Approved status, the following conditions should be met:
Active
When the CCO has been approved and implementation can be started, the CCO can be set to the Active. From here, the CCO can be set to the Closed or Cancelled status as well. It is also possible to reopen the CCO while in this status.
Closed
When the Contract Change Order has been fully completed, it can be set to Closed status. From here, the CCO cannot move to any other status.
Cancelled
If the CCO is not to be implemented for any given reason, it can be set to Cancelled. It is possible to cancel a CCO from the Preliminary status as well as all the statuses until it reaches the Active state. Once cancelled, the CCO cannot be changed to any other status.