Change Administrator and Responsible Engineer Tasks

Change Administrators and Responsible Engineers have the greatest range of permissions and control over the change order process.

When you create a change order, you select a routing definition requiring one or more participants to approve the change order.

Note: Vault 2015 Only–Once a change order has been approved, the Change Administrator must set effectivity for the item to be released to production.

Before you create a change order: Make sure that a routing has been created by the administrator. The routing should contain everyone that needs to review, be responsible for, and approve the change order.

Note: The routing list may be edited as needed by the Change Administrator after the change order has been created. Anyone already on the routing can add a reviewer. The administrator can add or remove Approvers, Change Administrators, and Responsible Engineers.

Permission Requirements

You must have one of the following permissions to be a Change Administrator:

• Administrator
• Change Order Editor

The data associated with an open change order can be modified by the Change Administrator.

In the Open and Review State

• Change the state of the item. Changing the state to Work In Progress allows the item to be edited. Changing it to In Review locks the item, preventing the item from being edited.
  Note: When you change the state of a released item to Work In Progress, a new revision is created. If the Bump revision action is set to None in the Lifecylce Rules dialog box a new revision is not created.
  When Change State is disabled, the lifecycle state of the item changes to In Review.
• Attach or remove files.
• Create a markup from an attached .dwf file and add a comment to the markup.
• Customize the email notification
• Add or remove items.
• Add, remove, or edit user-defined properties

Open State

The Change Administrator can edit the title, edit the value of a user-defined property, and change the attachment of an open change order.

The Change Administrator can perform the same editing tasks in the open state as in the state when the change order is first being created with one exception: The specified numbering scheme cannot be changed.

Change the lifecycle state of the item by using the change state command in the context menu of a selected item.

Work State

When a change order enters the Work state, the Responsible Engineer is notified that there is a change order requiring attention:

• The change order number is added to the work list of each participant.
• An e-mail message is sent to each person on the routing list if they have subscribed to e-mail notification for change order events.

Anyone can view the status.

A reviewer can view, add, and reply to change order comments.

The Responsible Engineer can edit the change order, as well as make the necessary revisions and then submit the change order for review.

Review State

• When a change order enters the Review state, routing participants are notified that there is a change order requiring attention:

  The change order number is added to each participant's work list.

• An e-mail message is sent to each person on the routing list if they have subscribed to e-mail notification for change order events.

A reviewer can view, add, and reply to change order comments.

Anyone can view the status.

Approved State

A participant with approver status can approve a change order.

The Change Administrator can change the life cycle state of the item by selecting an item and selecting Change State from the context menu. Only the allowable state changes are displayed.

Effectivity Requirements (Vault 2015 Only)

Note: The Effectivity feature only applies to Vault 2015. As of Vault 2015 R2, an item becomes immediately effective when it is released.

The Change Administrator must set the effectivity date on the change order to release the items for production.

Releasing items makes them effective. The date for items to become effective is indicated in the Set Effectivity dialog on an item-by-item basis. The Set Effectivity date of the change order can be set in one of the following ways:

1. To become effective immediately
2. To become effective at a future date
3. To expire immediately
4. To expire at a later date

Expiring an item removes effectivity on a set date. When an expiration date for a change order has been set, the previously released item is then effective unless a new revision has been made to supersede it.

When effectivity is set, all items on the change order are released. If the state of an item is Released prior to this, the state is left unchanged.

Rejected State

A participant with Approver status can reject a change order.

As a Change Administrator, you can do the following to a rejected change order:

• Cancel the Change Order
• Reopen the change order