The Change Request – Genius Project Help Center

Introduction	Change Request in Genius Project
Creating a Change Request	Updating a Change Request
Deleting a Change Request

Introduction

A change request can be defined as any request that is submitted to a change control board or designated decision making group. Requests can consist of changes that range from minor to significant that drastically alter the project. Typically, formal change requests involve more significant changes whereas the less impactful changes are made at the project management level.

A typical request can include changes to a number of project areas, including requests to expand or reduce the scope of the project, requests to modify policies, procedures, plans, or processes, requests to modify expenditures, and requests to update or modify schedules.

Change requests can be initiated internally or externally. One constant throughout most change request processes is that change requests must be made formally with a written proposal or request form, and that changes are not to be implemented until they are formally approved. Geniusproject’s Change Request module has been designed to support all types of "Change request" processes by incorporating the power of its workflow engine to drive any required revisions and approvals.

Change Request in Genius Project

The change request is used to request a change to a project in progress. Examples of changes that may need to go through an approval process are to the project`s technology, system enhancements, change of scope, changes to standards, requests from senior management or customer, etc.

A change request in Geniusproject can include snapshots of the current project Timeline & Budget (from the corresponding section of the Project description document). This option is set in the General setup document of the Projects module(s).

Creating a Change Request

To create a new Change Request:

Navigate to the Issues & Change Requests tab.

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Select Change requests from the contextual navigation menu on the left and all existing change requests will be loaded in the content window on the right.
Click New change request to create a new request.

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A dialog box will open to select the project and phase the change request applies to.

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Click OK to validate the selections and a new change request form will open.

The Header

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Change request	The title of the Change Request.
Project	The project that the Change Request applies to.
Phase	The phase of the project that the Change Request applies to.
Project leader	The main project leader (not the project leader substitute).
Status	Visible if the document is in a workflow. The current status of the document. The label is a shortcut that opens the Workflow window. When the user is allowed to change the status, the field itself is a shortcut that opens a dialog box to change the status. The status also impacts the "Project overview" document calculation.
Action	Indicates the action to take according to the applied workflow. By clicking the button, the Change Request will enter into the next step in the workflow.
Deadline	Visual indicators: Red, deadline passed. Orange. Green, OK.
Version	Version number of the document.
Modified on	Date and time of the last modifications. By clicking on the date you can access the history of the modifications
Last comment & New discussion	Displays the last comments made to the task. You can reply directly to the comments by clicking on "Reply" and you can create a new discussion by clicking on "New discussion". See "Collaborate with Genius Live!" for more information.

Description & Justification

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Type	The type of request. Single selection field. The list of choices comes from the change request types entered in the Keywords & Labels setup document.
Priority	The priority for the request. Single selection field. The list of choices comes from the change request priorities entered in the "Keywords & Labels" setup document.
Description	A description of the reason why the request was submitted. Free text.
Profit	To describe the value of implementing the request. Free text.
Impact if not implemented	To describe the impact of not implemented the change. Free text.
Alternative	To describe a possible alternative to not implementing the change. Free text.

Forecasted Impact

The Forecasted impact tab is used to capture information on the anticipated impact the change could have on the project.

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Forecasted impact	Deadline	To describe the planned impact on the project deadline if the change is implemented. Free text.
	Workload	To describe the planned impact on the project workload if the change is implemented. Free text.
	Budget	To describe the planned impact on the project budget if the change is implemented. Free text.
	Quality	To describe the planned impact on the project quality if the change is implemented. Free text.
Impacted deliverables	Add/ Remove	To link the Deliverable documents that may be impacted if the change is implemented. The and buttons are used to add or delete an impacted deliverable.
Impacted deliverables	Title	The title of the added deliverables.

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Timeline & budget		Clicking on this icon will update the tables below with the corresponding values from the project description. It will update the date in the table's title as well.
	Planned Start Date	The planned start date of the project.
	Planned End Date	The planned end date of the project.
	Planned Duration	The planned duration of the project; this is the number of duration units (see the field "Duration unit" above) between the planned start date and the planned end date, including the start/end date days. Note: This value includes week-ends and public holidays.
	Actual Start Date	The actual start date of the project.
	Actual End Date	The actual end date of the project.
	Actual Duration	Actual duration of the project, this is the number of duration units (see the field "Duration unit" above) between the actual start date and the actual end date, including the start/end date days. Note: This value includes week-ends and public holidays.
Progress	Labor	The project’s percentage of progress, computed according to the progress of all tasks in the project.
	Physical	Visible only if the "Physical progress" option of the "Project description" was set to "Used for the earned value calculation" or "Entered but not used", and there is some physical progress. The project’s percentage of physical progress, computed based on the progress of all tasks in the project.
	Gap	The difference between the planned end date and the estimated end date at completion (Planned - EAC).
Costs	Budget	Displays the planned workload of the project according to the budget.
	Planned	The total planned workload based on the tasks.
	Actual	The actual workload based on the tasks.
	Remaining	The remaining workload based on the tasks.
	EAC	The total workload estimated at completion.
	Difference	The difference between the workload estimated at completion and the planned workload (EAC - Planned).
	Budget not used	The remaining workload \ to the budget.
Workload	Budget	Displays the planned workload of the project according to the budget.
	Planned	The total planned workload according to the tasks.
	Actual	The actual workload according to the tasks.
	Remaining	The remaining workload according to the tasks.
	EAC	The total workload estimated at completion.
	Difference	The difference between the workload estimated at completion and the planned workload (EAC - Planned).
	Budget not used	The remaining workload according to the budget.

The Actual Impact Tab

The Actual impact tab is used to capture information on the actual impact the change had on the project.

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Actual impact	Deadline	To describe the actual impact on the project deadline once the change is implemented. Free text.
	Workload	To describe the actual impact on the project workload once the change is implemented. Free text.
	Budget	To describe the actual impact on the project budget once the change is implemented. Free text.
	Quality	To describe the actual impact on the project quality once the change is implemented. Free text.
Impacted Deliverables	Add/ Remove	To link the Deliverable documents that were impacted once the change was implemented. The and buttons are used to add or delete an impacted deliverable.
Impacted Deliverables	Title	Title of the added deliverables

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Timeline & budget after		Clicking on this icon will update the tables below with the corresponding values of the project description. It will update the date in the table's title as well.
	Planned start date	The planned start date of the project.
	Planned end date	The planned end date of the project.
	Planned duration	Planned duration of the project, this is the number of duration units (see the field "Duration unit" above) between the planned start date and the planned end date, including the start/end date days. Note: This value includes week-ends and public holidays.
	Actual start date	The actual start date of the project.
	Actual end date	The actual end date of the project.
	Actual duration	Actual duration of the project, this is the number of duration units (see the field "Duration unit" above) between the actual start date and the actual end date, including the start/end date days. Note: This value includes week-ends and public holidays.
Progress	Labor	The project’s percentage of progress, computed based on the progress of all tasks in the project.
	Physical	Visible only if the "Physical progress" option in the "Project description" is set to "Used for the earned value calculation" or "Entered but not used", and there is physical progress. The project’s percentage of physical progress, computed according to the progress of all tasks in the project.
	Gap	The difference between the planned end date and the estimated end date at completion (Planned - EAC).
Costs	Budget	Displays the planned costs of the project according to the budget.
	Planned	Displays the total planned cost of the project, according to the "Tasks" and "Costs" documents.
	Actual	The part of the budget that is already spent, according to the actual cost of tasks and actual costs in Costs documents.
	Remaining	The remaining costs of the project, according to the "Tasks" and "Costs" documents.
	EAC	Estimated at completion. The estimated total budget at completion.
	Difference	The difference between the budget estimated at completion and the allocated budget (EAC - Allocated).
	Budget not used	The remaining part of the budget.
Workload	Budget	Displays the planned workload of the project according to the budget.
	Planned	The total planned workload according to the tasks.
	Actual	The actual workload according to the tasks.
	Remaining	The remaining workload according to the tasks.
	EAC	The total workload estimated at completion.
	Difference	The difference between the workload estimated at completion and the planned workload (EAC - Planned).
	Budget not used	The remaining workload according to the budget.

Updating a Change Request

Once a change request has been submitted for approval, no additional changes can be applied to it. The designated approver must first reject the request before the author can make any necessary modifications.

If a Change request has not yet been submitted for approval, to update it:

Navigate to the Issues & change requests tab.

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Select Change requests from the contextual navigation menu on the left.
Locate the desired project in the content window and expand it by clicking on the beside its name. All of the selected project's change requests will display beneath it.

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The Status column indicates whether the request is still a draft.
Right-click on the document title to open in edit mode.
Apply changes then save and close or submit for approval.

Deleting a Change Request

To delete a change request:

Navigate to the Issues & change requests tab.

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Select Change requests from the contextual navigation on the left.
Locate the desired project in the content window and expand it by clicking on the beside its name. All of the selected project`s change requests will display beneath it.
Place a check in the beside the requests title and click Delete on the action menu bar.

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A dialog box will open up asking you to confirm the deletion. Click OK to confirm.

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