Revision as of 15:59, 2 January 2025

A Scopechange is the term given to work that exceeds the original scope determined during the turnaround planning phase. When technicians have to undertake additional work due to unexpected requirements of maintenance or repair, this additional work must be logged as a Scopechange and negotiated with the project leadership.

Duplicate or Create New Scopechange

A Scopechange/Additional Work can be created in two ways;

• Duplication of an existing Operation using the Duplicate as Scopechange button found in the bottom right of the Activity Details area.
• Creation of a new Operation using the Create New Scopechange button found in the top bar of the Workorder Gantt Page.

An active internet connection is required, as the server must generate a Scopechange Number and autofill the relevant details from the original operation and/or workorder.

Scopechange creation is limited to the admin user group. After creation, it must be financially approved before Progress can be reported in the same manner as for planned Activities (from 0 to 100%).
Scopechange operations are marked with the indicator: IMAGE - Scopechange indicator

Mark Planned Work as Timesheet-Enabled

While contract negotiation is outside of the scope of the MaTaP tool, certain operations are eligible for Unit or Hourly rates billing rates.

An admin with the correct user rights can use the Enable Timesheets button, found in the Activity Details area of an operation. Timesheet operations are marked with the indicator: IMAGE - timehseet indicator

Once Timesheets are enabled, a dedicated is added to the Activity Details area where contractors can attached documents to log their work. IMAGE - Timehseet tab

A new Timesheet can be added by clicking the Add Timesheet button. Then, for each added Timesheet, the contractor must input the Cost and a brief Description of their work. The MaTaP client tracks the Running Cost of all attached Timesheets.

Scopechange Details

As mentioned above, the client takes care to copy over relevant data from the parent workorder and duplicated operation, when appropriate.

• The Workorder Details are copied over from the parent.
• A unique Scopechange Number is assigned by the server.
• On the right side of the page, a longer Scopechange Description, and attachments, can be added to further describe the work.

Operation Details

For new Scopechanges, the Activity Code of Scope Change (scocha) is assigned by default, and 4 digits for the Operation Number need to be assigned by the user. For duplicated Scopechanges, the Activity Code, Operation Number, and Operation Description are copied over from the original.

• The Operation Description should be altered to describe the work concisely.
• The user should adjust the Operation Number, + 4 digits for a sub-operation if required.
• The Activity Code can be selected out of the full list of Activity Codes. Select only already used ones for this project, otherwise, it will be maybe not visualized.
• The user's company is assigned as the Contractor.

Price Details

• Price Type indicates whether the scopechange shall be billed on a Fix Price, Unit Rate, or Hourly basis.
• The Estimated Cost gives an indication of how much the work should cost overall.
• The Early Start date is copied over from the Workorder. It represents the earliest that work can begin on an operation and cannot be altered.
• The Late Finish date is also copied over from the Workorder, however, it can be altered.
• The Affects Schedule checkbox should be checked on, for yes, if necessary.
  • If the Scopechange will indeed affect the schedule, it can be specified how many hours (Duration), multiplied by how many people (Resources) will be required. The total is calculated by the client.

All of the above details, aside from the unique Scopechange Number and Early Start, can be altered given the correct user rights. However, these properties become fixed and can no longer be edited once the Scopechange has reached Financial Approval status.

Authorities on Scope Changes

Approval Workflow for Scope Changes

Uploading Time Sheets and Cost Settling

Overview of Scope Changes and Time Sheets

Cut Content

This page is under construction.

1. Scope Change and Time Sheet

1.1. Duplicate or Create New Scope Change or Mark Planned Work as Time Sheet

   - Scope changes or additional works can be created by duplication or by creating new scope changes.
   - Planned works based on unit or hourly rates can be marked with “Enable Timesheets” in the Activity Detail.
   - Contractors can then insert timesheets and track planned costs.
   - If additional work is found during execution, an existing operation can be duplicated in the Operation details page.
   - Creating new scope changes can be done with the button on the top of a Work order in Operation list/Gantt View.

1.2. Details of Scope Change

   - The Operation Nr consists of Work order/Project number + 4 digits for the Operation.
   - Activity code can be selected from all Activity Codes.
   - The Scope Change Nr is automatically created.
   - Operation details are copied from the Work order and are available like a planned Operation.
   - The estimated price is in € or in project defined Currency.
   - The agreed price type can be Fix Price, Unit Rate price, or hourly Rates.
   - Additional information for the Scope Change can be put in the Scope Change Description and Attachment.

1.3. Authorities on Scope Change

   - Different authorities have different rights for scope changes, including creating, issuing, technical approval, and financial approval.
   - Technical Approvers can change certain details but cannot change estimated price and price type.
   - Financial Approvers can change all details including estimated price and price type.
   - Clarification meetings can be requested by Financial Approvers.

1.4. Approval Workflow for Scope Change

   - A workflow including Create, Issue, Technical Approve, and Financial Approve has to be run through for scope changes.
   - After technical or financial declining, the workflow is stopped and cannot be started again.

1.5. Upload Timesheet and Settle Cost

   - Costs can be settled in the Timesheet area/tab for hourly/unit rates and planned works with enabled timesheets if it is financial approved.
   - Fix price cost is visible after financial approval as cost.

1.6. Overview of Scope Changes and Time Sheets

   - Overview of Scope Changes differs according to authorizations and companies.
   - Contractors can only see their scope changes and not others.
   - Sorting is possible according to Tag Nr or Work order/Project Number.
   - The status shows if it is a Timesheet or if the Scope Change is Created, Issued, Technically Approved or Declined, Financial Approved or Declined.
   - The Filter allows filtering by various criteria such as Plant, Responsible Contractor, Scope Change Type, etc.
   - More than one option can be selected for filtering.
   - Related Work orders can be filtered with the “Apply” Button on the top after the selection is done.

This page is under construction.