Change Management

Change management is the process by which any required changes to Items are initiated, designed, reviewed, and implemented. In this section, the term Item means an item under direct change management control. In the Product Engineering (PE) solution, these Items are Parts, Documents, and CAD Documents.

The PE solution has three built-in processes to manage Item release, modification, and obsolescence:

• CMII Process — The Institute of Configuration Management developed the CMII change management process. It is a rigorous definition of how change management should be implemented throughout an organization to achieve better control over operations. You can use the CMII principles immediately out of the box or customize them to match your organization’s specific requirements.
• Simple Change Management — This is a less rigorous process for organizations that do not require the entire CMII standard. Simple change management involves fewer steps and resources but still controls change in an organization based on a set of standard processes.
• Express Change Management — This is a streamlined process with a built-in Impact Matrix utility that quickly shows you how the change will affect other Items dependent on a changed Part or Document.

Aras Innovator can be configured to allow one or more of these processes to run in parallel depending on the complexity of the Parts and Documents involved and the requirements of the organization.

The CMII Process uses three different ItemTypes to manage changes:

• The Problem Report (PR) is used for logging problems found with an Item. The PR does not force a resolution; it is a tool to track a problem, which may need to be addressed.
• The Engineering Change Request (ECR) is used for requesting a change to Items where a problem occurs or will occur if no action is taken. An ECR is usually created after one or more PRs have been filed and verified that a problem does exist. ECRs do not actually affect change on the Item(s).
• The Engineering Change Notice (ECN) is an authorization to make changes to an Item based on an approved ECR. It is used to describe modifications (real or proposed) to affected Items and is also used for notifying the appropriate users that the Item is changed. ECNs do affect change on the Item(s). Once an ECN has been approved and completed, a new Item is released, modified, or obsoleted depending on the actions taken.

A Problem Report (PR) is a report about a problem that has been found. It does not force any resolution or initiate a corrective process. It is a simple notification that a problem with an Item has been discovered.

The reported problem is the subject of further review, verification, and approval/rejection.

Anyone who has access to the Item in question can create a PR. An initiator can be a company employee or customer. For example, at a software company, a PR could be a new issue that has been reported by the helpdesk. At a services company, it could be a complaint call from a customer.

The PR workflow has the following roles:

• PR Creator – The user who initially created the PR in the system. This may or may not be the same person as other roles.
• PR Owner (Assigned Creator) – An engineer responsible for the research, identification, and verification of the problem. The Owner must verify the problem and provide detailed information about its origin as well as any possible corrective actions.
• Change Specialist I (CSI) – Coordinates PRs and ECRs through the analysis phase preparing for and conducting the Change Review Board meetings.
• The Configuration Management (CM) group.

A PR moves through various states during its life cycle as shown in the following figure.



The PR workflow together with the PR life cycle produces the following scenario:

1. A new PR is Submitted by a Creator.
2. A CSI reviews the PR to determine whether it should be:
3. In the Rejected state.
4. In the In Verification state. The CSI identifies a PR Owner and sends the PR to this identity for verification.
5. The PR Owner verifies the PR to determine whether it should be:
6. In the Unverified state. In this case, the PR Owner rejects the PR.
7. In the Verified state. Once the PR Owner has verified the PR, it goes to the CSI for approval.
8. The CSI checks the PR form. Once it is ensured that all the necessary information has been entered in the PR, the CSIapproves the PR, promoting it to Pending.
9. A member of the CM group starts a further CMII process according to the PR results and closes the PR.

A CSI has access to and controls all PRs in the system regardless of their creator, activity, or state. For example, several PRs may be pending until they are all incorporated into one ECR. Therefore, when the final action does take place, the CSI needs to update the Final Action field with this information.

The following table shows the PR lifecycle states and workflow activities in terms of Roles and Permissions.

The PR lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
Submitted	Review PR	World	All employees, CM, Creator	All employees, CM, Creator		CM	Yes	CSI
Rejected	PR Rejected		All employees, CM	CM		CM	No, a final state
In Verification	Verify PR		All employees, CM, Creator	All employees, CM, Creator		CM	Yes	Owner
Unverified	PR Unverified		All employees, CM	CM		CM	No, a final state
Verified PR	Approve PR		All employees, CM	CM		CM	Yes	CSI
Pending	PR Pending		All employees, CM, Creator	CM		CM	Yes	CM
Closed			All employees, Creator				No, a final state

The final PR states (Rejected, Unverified, Closed) are used to classify PRs in the system and in reports.

There are the following PR reports:

• PR Log Report – A list of all the PRs. For details, refer to section 13.1.1.6 PR Log Report.
• PR Report – A printable PR form. For details, refer to section 13.1.1.7 PR Report.

A PR is a complex document that is filled in by different roles in the system. A PR creator is not expected to fill in the PR completely. This section defines the types of information that must be included in a newly created PR.

To create and submit a Problem Report:

1. Go to Contents → Change Management → PRs.
2. Click Create New PR. The view of a new PR appears. Enter the necessary information.



• Title – The title for the PR. The title should be as descriptive as possible.
• Application Environment – The background information about the product and/or any related problems. For example, it could be the version or the server used for a software product, or it could be the temperature and the humidity level for an automotive part.
• Sequence Of Events Leading Up To The Problem – The exact steps taken that led to the problem.
• Description Of The Problem – A description of the problem. The description should describe the problem as precisely as possible.
• Affected Item – The affected item.
• Basis –

Physical Hierarchy – The Item (Part) itself and any Document associated with it. A bug in software would be classified as a physical hierarchy.

Administrative Hierarchy – Anything related to the process of running the business. An error in an expense report procedure would be classified as an administrative hierarchy.

3. Click Done on the PR toolbar. The PR is created and submitted for a CSI’s decision.

A CSI receives a Submitted PR to decide whether to reject or review it. This section defines which pieces of information the CSI must provide when the decision is made to review the PR.

Use the following procedure to review a Problem Report:

1. Open the PR view.
2. Click Edit on the PR toolbar.
3. Specify the priority number in the Priority For Tech Review field. The higher the priority, the lower the number selected.
4. Enter the name of the person who reported the problem in the Reported By text box. This Identity may not be the same person who created the PR in the system (the Creator).
5. Enter the name of the PR Owner in the Assigned Creator text box.
6. Click Done on the PR toolbar.
7. Go to Contents →My Innovator→My InBasket→Search My InBasket.
8. Go to the Workflow Activity Completion dialog for the PR.



9. Mark the tasks you completed in the Tasks field.
10. Select Verify in the Vote list.
11. Click Complete.
12. The PR awaits a decision of the PR Owner.

A PR Owner receives a PR In Verification to decide whether to reject or verify it. This section defines which pieces of information the PR Owner must provide when verifying the PR.

Use the following procedure to verify a Problem Report:

1. Open the PR view.
2. Click Edit on the PR toolbar.
3. Enter the steps that were taken to verify the problem as well as any special conditions or descriptions of the problem in the Problem Verification text box.
4. Enter an assessment of what would happen if this problem was not corrected in the Ramifications If Not Resolved text box
5. Assess the severity of the issue in the Severity box. The higher the severity; the lower the number selected.
6. Specify the product development phase where the problem occurred in the Phase Caused list.



7. Select the product development phase where the problem was found in the Phase Found list.
8. Click Done on the PR toolbar.
9. Go to Contents →My Innovator→My InBasket --> Search My InBasket.
10. Go to the Workflow Activity Completion dialog for the PR.



11. Mark the tasks you completed in the Tasks field.
12. Select Verified in the Vote list.
13. Click Complete.
14. The Approve PR activity starts. The PR awaits a CSI’s decision.

A CSI is responsible for the final approval of all PRs in the system regardless of their creator, activity, or state.

Use the following procedure to approve a Problem Report:

1. Open the PR view.
2. Check that all necessary information is present.
3. If it is necessary to correct the PR:
4. Click Edit on the PR toolbar.
5. If any final action takes place, enter information about it in the Final Action text box.
6. Provide any missing information.
7. Correct wrong information if any exists.
8. Attach auxiliary files if any exist.
9. Click Done on the PR toolbar.
10. Go to the Workflow Activity Completion dialog for the PR.



11. Select the tasks you completed in the Tasks field.
12. Select Approve in the Vote list.

You can get quick information about all the PRs submitted to Aras Innovator with the PR Log Report.

There are several ways to access the PR Log Report:

Go to Contents → Change Management → PRs, right-click any PR, and then click Reports → PR Log Report.

Open the view of any PR, on the PR toolbar, click Reports, and then click PR Log Report.

To quit a Report, close its view in Aras Innovator.

At the top left corner of the PR Log Report view, there is a Print button, which uses the standard browser print function. Depending on the browser and your specific configuration, various print choices, such as printing to a printer or saving to PDF, are available.

You can print or share a PR using the PR Report.

There are several ways to access the PR Report:

Go to Contents → Change Management → PRs, right-click a PR to be reported, and then click Reports → PR Report.

Open the view of a PR. On the PR toolbar, click Reports, and then click PR Report.

To quit a Report, close its view in Aras Innovator.

At the top left corner of the PR Report view, there is a Print button, which uses the standard browser print function. Depending on the browser and your specific configuration, various print choices, such as printing to a printer or saving to PDF, are available.

An Engineering Change Request (ECR) is a request initiating a corrective process in response to some PRs or because of a potential problem identified through proactive thinking. An ECR is submitted to request a change to Items where a problem occurs or will occur if no action is taken.

An ECR may be quickly processed in the system using the Fast Track approach when the ECR is submitted to correct a small or local problem that does not have far-reaching consequences.

The ECR workflow has the following roles:

• An ECR Creator is a user who initially created the ECR in the system. This may or may not be the same person as other roles.
• An ECR Owner (Assigned Creator) is a person responsible for the technical review of the ECR. This person must be able to identify and verify the problem itself and to see the ramifications of both the problem and the solution.
• A Change Specialist I (CSI) coordinates PRs and ECRs through the analysis phase preparing for and conducting the Change Review Board meetings.
• The Change Review Board (CRB).
• The Configuration Management (CM) group.

An ECR moves between various states during its life cycle as shown in the following figure.



The ECR workflow together with the ECR life cycle produces the following scenario:

1. After a new ECR is created, an ECR Creator must declare that the ECR is ready for review voting Submit the ECR.
2. The ECR enters the Review ECR activity assigned to the CSI. The CSI reviews the ECR thoroughly, and decides to either:
3. Reject the ECR. The ECR goes back to the creator, who either resubmits or cancels the ECR. In the former case, the creator corrects the ECR according to CSI’s comments for rejection.
4. Submit the ECR for the technical review. The CSI assigns an Owner to the ECR.
5. The ECR enters the Technical Review activity assigned to the Owner. The Owner conducts the technical review and provides data, comments, and recommendations. Once the Owner votes Complete, the ECR goes further.
6. The ECR enters the Route ECR activity assigned to theCSI. The CSI must decide how to route the ECR. Different companies have different criteria for making this decision based on the cost estimates, time, and the nature of the problem itself. The CSI has the authority to vote either:
7. Fast Track Approve for a fast-track ECR. The ECR enters the Disposition ECR activity assigned to the Owner. The Owner votes either:
8. ECRApproved to approve the ECR.
9. ECRDisapproved to reject the ECR.
10. Investigate to send the ECR back for more investigation.
11. CRB Approve for full CRB involvement. The ECR enters the Prepare CRB activity assigned to the CSI. The CSI defines the meeting type either through an in-person CRB Meeting or through an Online CRB. The CSI also prepares all the necessary information to present to the CRB. Regardless of the meeting type, the CRB votes either:
12. ECRApproved to approve the ECR.
13. ECRDisapproved to reject the ECR.
14. Investigate to send the ECR back for more investigation.

The following table shows the ECR lifecycle states and workflow activities in terms of Roles and Permissions.

The ECR lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
New		World	All employees, Creator, CM	Creator, CM		CM		Automatic
Submitted	Submit ECR		All employees, Creator, CM	Creator, CM		CM	Yes	Creator
In Review	Review ECR		All employees, CM	CM			Yes	CSI
In Review	Review Rejected ECR		All employees, CM	CM			Yes	Creator
In Review	Technical Review		All employees, CM	CM			Yes	Owner
In Review	Route ECR		All employees, CM	CM			Yes	CSI
Cancelled	ECR Cancelled		All employees				No, a final state
In CRB			All employees, CM	CM
In CRB	Disposition ECR		All employees, CM	CM			Yes	Owner
In CRB	Prepare CRB		All employees, CM	CM			Yes	CSI
In CRB	Online CRB		All employees, CM	CM				CRB
In CRB	CRB Meeting		All employees, CM	CM			Yes	CSI
Disapproved	ECR Disapproved		All employees				No, a final state
Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
Released	ECR Approved		All employees				No, a final state

The final ECR states (Cancelled, Disapproved, Released) are used to classify ECRs in the system and in reports.

The ECR reports are:

• ECR Log Report is a list of all the ECRs. For details, refer to section 13.1.2.10 ECR Log Report.
• ECR Report is a printable form of an ECR. For details, refer to section 13.1.2.11 ECR Report.

An ECR is a complex document that is filled in by more than one person. An ECR creator is not expected to fill in the ECR completely. This section defines the information an ECR must have to be submitted.

Use the following procedure to create and submit an Engineering Change Request:

1. Go to Contents → Change Management →ECRs.
2. Click Create New ECR. The view of a new ECR appears.



3. Enter the ECR title In the Title text box, making it as descriptive as possible.
4. Select the appropriate hierarchy:

Physical hierarchy refers to the Item (Part) itself and any Document associated with it. A bug in software would be classified as a physical hierarchy.

Administrative hierarchy refers to anything related to the process of running the business. An error in an expense report procedure would be classified as an administrative hierarchy.

5. Specify the ECR intent:

Corrective Action if the ECR corrects an already occurring problem.

Product Improvement if the ECR prevents a possible problem or improves the product.

6. Enter the name of the person who requested the change in the Requested By text box.
7. Specify the source of the ECR by selecting one of the following from the Source list: Internal, Customer, or Supplier.
8. Describe the solution proposed by the ECR Creator in the Proposed Solution text box.
9. Go to the Affected Items accordion tab to specify which Items are affected by the ECR.
10. If the ECR should request adding Items, use the procedure described in section 13.1.2.3 Adding an Item with an ECR.
11. If the ECR should request changing Items, use the procedure described in section 13.1.2.4 Changing an Item with an ECR.
12. If the ECR should request deleting Items, use the procedure described in section 13.1.2.5 Deleting an Item with an ECR.
13. Go to the Files accordion tab to attach all the files concerning this ECR.



14. Click New File on the Files accordion toolbar. The standard operating system dialog for file browsing and selection appears.
15. Search for and select a file. A new row appears in the Files grid with the file attached.



Note
Aras Innovator will automatically assign a file type depending on File’s extension when you save the ECR.
16. If it is necessary to provide additional information about the File, enter it in the Comments cell.
17. Repeat steps 14-16 for other files related to this ECR.
18. Click Done on the ECR toolbar. The ECR is created. The automatic ECR properties get their values.
19. Go to Contents → My Innovator → My InBasket → Search My InBasket.
20. Go to the Workflow Activity Completion dialog for the ECR.



21. Mark the tasks you completed in the Tasks field.
22. Select Submit in the Vote list.
23. Click Complete.
24. The ECR enters the Review ECR activity and awaits the decision of the CSI.

To request add and release of an affected Item with an Engineering Change Request:

1. Open the ECR.
2. Click Edit on the ECR toolbar.
3. Go to the Affected Items accordion tab.
4. Click New Affected Item on the Affected Items accordion toolbar. A new row appears at the bottom of the Affected Items grid.



5. Select Add in the Action cell.



6. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
7. Search for and select the new affected Item. The affected Item populates the NewNumber cell.



8. Click Save or Done on the ECRtoolbar. The ECR now has an affected Item that needs to be added and released.

To request changing an existing affected item with an Engineering Change Request:

1. Open the ECR.
2. Click Edit on the ECR toolbar.
3. Go to the Affected Items accordion tab.
4. Click New Affected Item on the Affected Items accordion toolbar. A new row appears at the bottom of the Affected Items grid.
5. Select Change in the Action cell.



6. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item dialog box appears.
7. Using the standard search procedure, search for and select the affected Item to be changed. The selected Item populates the OldNumber cell.



8. Select the Interchangeable cell check box if the old and new Items are interchangeable e.g., if there is no Fit-Form-Function change. When selected, the same Item number is retained. Otherwise, a new Item number will need to be assigned.
9. If the Interchangeable cell is not selected, e.g., the old and new Items are not interchangeable due to a Fit-Form-Function change, select the replacing new Item:
10. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
11. Search for and select the new affected Item. The new affected Item populates the NewNumber cell.



12. Click Save two times on the ECR toolbar.
13. Select the action to take for the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
14. Select the action to take for the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



15. Click Save or Done on the ECRtoolbar. The ECR has an affected Item requested for changing.

To request superseding of an existing affected Item with an Engineering Change Request:

1. Open the ECR.
2. Click Edit on the ECR toolbar.
3. Go to the Affected Items accordion tab.
4. Click New Affected Item on the Affected Items accordion toolbar. A new row appears at the bottom of the Affected Items grid.
5. Select Delete in the Action cell.



6. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
7. Search for and select the affected Item. The old Affected Item populates the OldNumber cell.



8. Click Save two times on the ECR toolbar.
9. Select the action to take for the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
10. Select the action to take for the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



11. Click Save or Done on the ECRtoolbar. The ECR has an affected Item assigned for deletion.

Use the following procedure:

1. Follow steps 1-3 of the Adding an Item within an ECR procedure.
2. Click the Affected Item and then click Delete Row on the Affected Items accordion toolbar. The Affected Item becomes unavailable.



3. Click Save or Done on the ECR toolbar. The Affected Item disappears from the grid.

A CSI receives a Submitted ECR to decide whether to reject it or to submit it for technical review. This section defines the information the CSI must provide when the decision is made to submit the PR.

To review an Engineering Change Request and submit it for technical review:

1. Open the ECR view.
2. Click Edit on the ECR toolbar.
3. Specify the tech review priority number in the Priority For Tech Review field. The higher the priority of the tech review, the lower the number selected.
4. Specify the ECR Owner in the Assigned Creator text box.
5. Verify that the information entered by a Creator is correct.
6. Verify that the Affected Items accordion tab contains all the Items affected by the ECR.
7. Verify that the Files accordion tab has all the necessary files attached.
8. If this ECR is based on a PR:
9. Go to the PRs accordion tab.



10. Click Select Items. The Search dialog – PR appears.
11. Search for and select the initiating PR. The selected PR appears as a bottom row in the PRs grid.



12. Click Done on the ECR toolbar.
13. Go to Contents →My Innovator→My InBasket → Search My InBasket.
14. Go to the Workflow Activity Completion dialog for the ECR.



15. Mark the tasks you completed in the Tasks field.
16. Select Tech Review in the Vote list.
17. Click Complete.
18. The ECR enters the TechnicalReview activity and awaits technical review by the ECR Owner.

An ECR Owner reviews an ECR and provides data, comments, and recommendations. The Owner does this job according to the company’s policies and procedures. This section defines the information an ECR Owner must provide to comply with the CMII process requirements.

Use the following procedure to conduct a technical review of an Engineering Change Request:

1. Open the ECR.
2. Click Edit on the ECR toolbar.
3. Verify that the information already entered in the ECR is correct.
4. Select the proper value in the Problem Status list: Confirmed, Not Confirmed, or Another Problem.



5. Select the proper value in the Solution list: Requestor Solution or Another Solution.



6. Enter the Nonrecurring Cost Estimate value in the accompanying text box. If the estimate is less than $200, select the check box. This is a one-time cost estimation of the ECR solution implementation.



7. Enter the recurring cost estimation in the Recurring Cost Estimate text box. This is the difference in the unit cost of the Item as a result of the change. Select Up or Down in the accompanying list to indicate whether the unit cost went up or down as a result of the ECR.



8. Enter the key timing factors for the implementation of the ECR in the Key Implementation Timing Factors text box.
9. Enter additional information in the Comments text box.
10. Click Done on the ECR toolbar.
11. Go to Contents →My Innovator→My InBasket → Search My InBasket.
12. Go to the Workflow Activity Completion dialog for the ECR.



13. Mark the tasks you completed in the Tasks field.
14. Select Complete in the Vote list.
15. Click Complete.
16. The ECR enters the Route ECR activity and awaits a decision of the CSI.

A CSI receives an ECR to decide how to route the ECR: either Fast Track Approve for a fast-track ECR or CRB Approve for full Change Review Board (CRB) involvement. The CSI makes this decision according to the company’s policies and procedures. This section defines which pieces of information the CSI must provide to comply with the CMII process requirements when routing the ECR.

To route an Engineering Change Request:

1. Open the ECR.
2. Click Edit on the ECR toolbar.
3. Verify that the information already entered in the ECR is correct.
4. Double-check the Key Implementation Timing Factors text box to make sure it contains the correct data.
5. Specify the implementation priority number in the Priority For Tech Review field. The higher the priority, the lower the number selected.



6. Click Done on the ECR toolbar.
7. Go to Contents →My Innovator→My InBasket → Search My InBasket.
8. Go to the Workflow Activity Completion dialog for the ECR.



9. Mark the tasks you completed in the Tasks field.
10. Select either CRB Approve or Fast Track Approve in the Vote list depending on your decision.
11. Click Complete.
12. The ECR now awaits the final decision to be either ECRApproved or ECRDisapproved.

You can get quick information about all the ECRs submitted to Aras Innovator with the ECR Log Report.

There are several ways to access the ECR Log Report:

Go to Contents → Change Management → ECRs, right-click any ECR, and then click Reports → ECR Log Report.

Open the view of any ECR. On the ECR toolbar, click Reports, and then click ECR Log Report.

To quit a Report, close its view in Aras Innovator.

At the top left corner of the ECR Log Report view, there is a Print button, which uses the standard browser print function. Depending on the browser and your specific configuration, various print choices, such as printing to a printer or saving to PDF, are available.

You can print or share an ECR using the ECR Report.

There are several ways to access the ECR Report:

Go to Contents → Change Management → ECRs, right-click an ECR to be reported, and then click Reports → ECR Report.

Open the view of an ECR. On the ECR toolbar, click Reports, and then click ECR Report.

To quit a Report, close its view in Aras Innovator.

At the top left corner of the ECR Report view, there is a Print button, which uses the standard browser print function. Depending on the browser and your specific configuration, various print choices, such as printing to a printer or saving to PDF, are available.

An Engineering Change Notice (ECN) is a process for implementing changes within an organization.

There are three types of change Actions for an affected Item in the ECN process:

• Add — A new affected Item becomes Released.
• Change — An affected existing Item is modified. The Item becomes Superseded, Obsolete, or incremented to a new revision level to allow modification.
• Delete — An existing affected Item is obsolete. The Item becomes Superseded or Obsolete.

The ECN workflow has the following roles:

• An ECN Creator is the user who initially created the ECN in the system. This may or may not be the same person as other roles.
• An ECN Owner (Assigned Creator), is the engineer or technical person responsible for the technical implications of the change and its ramifications.
• A Change Specialist II (CSII) prepares ECNs for implementing approved ECRs as well as the ECN impact information for the change review board to develop a detailed implementation plan.
• A Change Specialist III (CSIII) audits the ECN implementation using ECNs and detailed implementation plans as checklists.
• The Configuration Management (CM) group.

An ECN traverses between various states during its life cycle depicted in the following figure.



The ECN workflow together with the ECN life cycle produces the following scenario:

1. A member of the CM group creates and submits the ECN.
2. The ECN enters the ECN Planning activity assigned to the CSII. According to the company’s rules and policies, the CSII reviews the ECN, assigns an Owner to it, and makes decisions and recommendations about the propagation of the Item change. For example, the CSII can decide whether a part should have a new revision or an entirely new part number. Also, the CSII checks whether a changed part leads to a change of revision or part number of assemblies containing this part. Once the CSII votes Complete, the ECN moves further.
3. The ECN enters the Update Documents activity assigned to the Owner. The Owner is responsible for updating the Item documentation affected by this change, including BOMs, specifications, drawings, and any other documents. The affected Items requiring the change of documentation may include only the items being changed directly but also hierarchies containing these Items. Once the Owner votes Complete, the ECN moves further.
4. The ECN enters the Review Documents activity assigned to the CSII. The CSII decides to either:
5. Reject — The ECN goes back to the Update Documents activity.
6. Approve — The ECN goes further.
7. The ECN enters the ECN Audit activity assigned to the CSIII. Once the CSIII votes Complete, the ECR goes further.
8. The ECN becomes Released. The life cycle states of the affected Items are automatically updated.

The following table shows the ECN lifecycle states and workflow activities in terms of Roles and Permissions.

The ECN lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
New	Submit ECN	CM	All employees, Creator, Owner CM	Creator, Owner CM	CM	CM	Yes	Creator
In Planning	ECN Planning		All employees, Creator, Owner CM	Creator, Owner CM	CM	CM	Yes	CSII
In Work	Update Documents		All employees				Yes	Owner
In Review	Review Documents		All employees				Yes	CSII
In Review	ECN Audit						Yes	CSIII
Released	Released		All employees				No, a final state

There is the ECN report, which is a printable form of an ECN. For details, refer to section 13.1.3.9 The ECN Report.

Because an ECN can be used to add, change, or delete affected Items, the ECN creation process can be conventionally divided into general and specific procedures. This section defines the general steps a member of the CM group should use for creating an ECN. The specific procedures are outlined in sections 13.1.3.3 Adding an Item with an ECN, 13.1.3.4 Changing Items with an ECN, and 13.1.3.5 Deleting an Item with an ECN.

To create an Engineering Change Notice:

1. Go to Contents → Change Management → ECNs.
2. Click Create New ECN. The view of a new ECN appears.



3. Enter the ECN title In the Title text box, making it as descriptive as possible.
4. Select the appropriate hierarchy for Basis:

Administrative hierarchy refers to anything related to the process of running the business. An error in an expense report procedure would be classified as an administrative hierarchy.

Physical hierarchy refers to the Item (Part) itself and any Document associated with it. A bug in software would be classified as a physical hierarchy.

5. Specify the change priority number in the Priority field. The higher the priority of the change, the lower the number selected.
6. Specify the ECN Owner in the Assigned Creator text box.
7. Specify the date on which the ECN goes into effect in the Effective Date box. If left blank, it is automatically set to the Item release date.
8. If the change requires customer approval, select the Customer Approval Required check box.
9. Describe the change in the Description text box.
10. If there are any special instructions for the change, enter them in the Special Instructions text box.
11. Go to the ECRs accordion tab to attach all the ECRs included in this ECN for tracking and reporting.



12. Click Add ECRson the ECRs accordion toolbar. The Search dialog – ECR appears.
13. Search for and select the ECRs combined or included in this ECN. The selected ECRs appear as new rows at the bottom of the ECRs grid.



14. Go to the Files accordion tab to attach all the files concerning this ECN.



15. ClickNew File on the Files accordion toolbar. The standard operating system dialog for file browsing and selection appears.
16. Search for and select a file. A new row appears in the Files grid with the file attached.



Note
Aras Innovator will automatically assign a file type depending on File’s extension when you save the ECN.
17. If it is necessary to provide additional information about the File, enter it in the Comments cell.
18. Repeat steps 15-17 for other files concerning this ECN.
19. If you need to add Items with the ECN, use the procedure described in section 13.1.3.3 Adding an Item with an ECN.
20. If you need to change Items with the ECN, use the procedure described in section 13.1.3.4 Changing Items with an ECN.
21. If you need to delete Items with the ECN, use the procedure described in section 13.1.3.5 Deleting an Item with an ECN.
22. Click Done on the ECNtoolbar. The ECN is created and waits to be submitted as defined in the section 13.1.3.7 Submitting an ECN.

Because an ECN can be used to add, change, or delete affected Items, the ECN creation process can be conventionally divided into general and specific procedures. This section defines the steps a member of the CM group should use for adding affected Items when creating the ECN. Section 13.1.3.2 Creating an ECN outlines the general procedure. The other specific procedures are outlined in sections 13.1.3.4 Changing Items within an ECN and 13.1.3.5 Deleting an Item within an ECN.

A new Item has the Preliminary State. An ECN promotes the Item to the Released State at the end of the ECN process when it is released.

To assign a new affected Item to release with an Engineering Change Notice:

1. Open the ECN.
2. Click Edit on the ECN toolbar.
3. Go to the Affected Items accordion tab.
4. Click Create Item on the Affected Items accordion toolbar. A new row appears at the bottom of the Affected Items grid.



5. Select Add in the Action cell.



6. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
7. Search for and select the new affected Item. The affected Item populates the NewNumber cell.



8. Click Save or Done on the ECNtoolbar. The ECN has an affected Item assigned for adding.

Because an ECN can be used to add, change, or delete affected Items, the ECN creation process can be conventionally divided into general and specific procedures. This section defines the steps a member of the CM group should use for changing affected Items when creating the ECN. Section 13.1.3.2 Creating an ECN outlines the general procedure. The other specific procedures are outlined in sections 13.1.3.3 Adding an Item with an ECN and 13.1.3.5 Deleting an Item with an ECN.

A change for an already Released Item can be either:

Interchangeable, the Released Item is automatically revised during the ECN process to create a new Preliminary Item version to keep changes. When the ECN is released at the end of the ECN process, this new Item version is Released.

Non-Interchangeable, During the ECN process, any necessary changes are made to a new Preliminary Item. When the ECN is released at the of the ECN process, the new Item is Released, and the old affected Item is Superseded.

To assign an existing affected Item to be changed when creating an Engineering Change Notice:

1. Follow steps 1-4 of the Adding an Item within an ECN procedure.
2. Select Change in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Search for and select the affected Item to be changed. The selected affected Item populates the OldNumber cell.



5. Select the Interchangeable cell check box if the old and new Items are interchangeable, e.g., if there is no Fit-Form-Function change. The new Item version can be replaced or modified without causing any change in functionality to the surrounding Items. When selected, the same Item number will be retained.
6. If the Interchangeable cell is not selected, e.g., the old and new Items are not interchangeable due to a Fit-Form-Function change, select the replacement new Item:
7. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
8. Using the standard search procedure, search for and select the new affected Item. The new affected Item populates the NewNumber cell. This new item must be in the Preliminary state to pass readiness checks during the ECN process.



9. Click Save two times on the ECNtoolbar.
10. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
11. Select the action to take on the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



12. Click Save or Done on the ECN toolbar. The ECN has an affected Item assigned for changing.

Because an ECN can be used to add, change, or delete affected Items, the ECN creating process can be conventionally divided into general and specific procedures. This section defines the steps a member of the CM group should use for superseding affected Items with the ECN. Section 13.1.3.2 Creating an ECN outlines the general procedure. The other specific procedures are outlined in sections 13.1.3.3 Adding an Item with an ECN and 13.1.3.4 Changing Items with an ECN.

An already Released item gets Superseded at the end of the ECN process when it is released.

Use the following procedure to assign an existing affected Item to be superseded with an Engineering Change Notice:

1. Follow steps 1-4 of the Adding an Item within an ECN procedure.
2. Select Delete in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Search for and select the affected Item to be deleted. The selected affected Item populates the OldNumber cell.



5. Click Save two times on the ECNtoolbar.
6. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
7. Select the action to take on the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



8. Click Save or Done on the ECNtoolbar. The ECN has an affected Item assigned for superseding.

Use the following procedure:

1. Follow steps 1-3 of the Adding an Item within an ECN procedure.
2. Click the Affected Item and then click Delete Row on the Affected Items accordion toolbar. The Affected Item becomes unavailable.



3. Click Save or Done on the ECN toolbar. The Affected Item disappears from the grid.

Use the following procedure:

1. Go to Contents → My Innovator --> My InBasket → Search My InBasket.
2. Double-click on the Workflow Task to open the Workflow Activity Completion dialog for the ECN.



3. Mark the tasks you completed in the Tasks field.
4. Select Submit in the Vote list.
5. Click Complete.
6. The ECR enters the ECN Planning activity assigned to the CSII.

For the ECN Planning activity, a CSII makes sure that the planning is accurate and complete by providing all necessary Affected Items information, such as:

There are new part numbers for the non-interchangeable parts changes.

The ECN has all other affected items in the hierarchy.

Affected Items up the hierarchy tree from the actual Item are changed.

Affected Documents of the parent assemblies (such as BOMs) are changed.

Since each company has its own rules for new part numbers or new revision generation, the CSII is responsible for the accuracy of this information.

You can print or share an ECN using the ECN Report.

There are several ways to access the ECN Report:

Go to Contents → Change Management → ECNs → Search ECNs, right-click an ECN to be reported, and then click ECN Report.

Open the view of an ECN to be reported. On the ECN toolbar, click Reports, and then click ECN Report.

To quit a Report, close its view in Aras Innovator.

At the top left corner of the ECN Report view, there is a Print button, which uses the standard browser print function. Depending on the browser and your specific configuration, various print choices, such as printing to a printer or saving to PDF, are available.

The Simplified change process uses two different kinds of items to manage changes:

• The SimpleEngineering Change Order (ECO) is a simplified approach for releasing, modifying, or deleting Items. This process is useful when the full CMII process is not required to add or modify an Item.
• The Manufacturing Change Order (MCO) allows for modification of a released Part to add a Manufactured Part to the Part’s AML. The AML contains a list of Manufactured Parts created by approved Manufacturers and sold by approved Vendors. By using the MCO, the alteration of an AML on a released Part does not require the full CMII process.

Both Items are processed according to the same Simplified Change Management workflow depicted in the following figure.

A Simple Engineering Change Order (ECO) is a simplified process of implementing changes within an organization.

There are three types of change Actions for an affected Item in the Simple ECO process:

• Add — A new affected Item becomes Released.
• Change — An affected existing Item is modified. The Item becomes Superseded, Obsolete, or incremented to a new revision level to allow modification.
• Delete — An existing affected Item is obsolete. The Item becomes Superseded or Obsolete.

The Simple ECO workflow has the following roles:

• A Simple ECO Creator (Originator), which is a user who initially created the Simple ECO in the system. This may or may not be the same person as other roles.
• A Simple ECO Owner (Assigned Creator), which is an engineer or technical person responsible for technical implications and ramifications of the change to each affected Item.
• A Change Specialist I (CSI) coordinates and prepares Simple ECOs through the workflow.
• Change Analyst (CA).
• The Configuration Management (CM) group.
• The Change Control Board (CCB), which is responsible for review and final approval of an MCO.

A Simple ECO traverses between various states during its life cycle as depicted in the following figure.



The Simple Change Management workflow and Simple ECO life cycle together produce the following scenario:

1. An Aras Innovator user initiates a Simple ECO: creates and saves the Simple ECO. When the Creator saves the Simple ECO, it enters the In Work state, and a workflow is automatically started to assign tasks and track the changes to the Simple ECO.
2. The Simple ECO enters the Prepare Change activity assigned to the CSI. According to the company’s rules and policies, the CSI reviews the Simple ECO, assigns an Owner to each Affected Item in the Simple ECO, and makes decisions and recommendations about the propagation of these Item changes. For example, the CSI can decide whether a part should have a new revision or an entirely new part number. Also, the CSI checks whether a changed part leads to a change of revision or part number of assemblies containing this part.
3. The CSI can Cancel the Simple ECO.
4. Once the CSI votes Submit, the Simple ECO goes further.
5. The Simple ECO enters the Draft Changes activity assigned to eachOwner. The Owner is responsible for updating the Item documentation affected by this change, like BOMs, specifications, drawings, any other documents. The affected Items requiring the change of documentation may be not only the items being changed directly but also hierarchies containing these Items.

Once all the Owners vote Complete, the Simple ECO goes further.

6. The Simple ECO enters the Initial Review activity assigned to the CA. The CA reviews the changes and decides either to:
7. Reject — The Simple ECO goes back to the Draft Changes activity. The Owners can modify and resubmit the Simple ECO for the Initial Review activity.
8. Fast Track Approve — The Simple ECO is Approved and Released.
9. Full Review — The Simple ECO enters the Review Changes activity assigned to other team members. The Simple ECO goes under in-depth formal/informal reviews. Once these reviews are completed, The Simple ECO enters the CCB Review activity. Once the CCB audit is completed, the Simple ECO is Approved and Released. The Simple ECO may also be rejected (4.a) at these activities.
10. Once the Simple ECO is Released, the life cycle states of the affected Items are updated.

The following table shows the Simple ECO lifecycle and workflow in terms of Roles and Permissions.

The Simple ECO lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
New	Prepare Change	World	Aras PLM, CM, Creator, Manager, Owner, World	Aras PLM, CM, Creator, Manager, Owner	Aras PLM, CM, Creator, Manager, Owner	Aras PLM, CM, Creator, Manager	Yes	CSI
In Work	Draft Changes		Aras PLM, CM, Manager, Owner, World	Aras PLM, CM, Manager, Owner	Aras PLM, CM	Aras PLM, CM	Yes	Each Owner (Assigned Creator) of all Affected Items
In Review	Initial Review, Review Changes, CCB Review		Aras PLM, World	Aras PLM	Aras PLM	Aras PLM	Yes	CA
Released	Released Change		Aras PLM, World	Aras PLM		Aras PLM	No
Cancelled	Cancelled Change		Aras PLM, World	Aras PLM		Aras PLM	Yes

Because a Simple ECO can be used to add, change, or delete affected Items, the Simple ECO creation process can be conventionally divided into general and specific procedures. This section defines the general steps you should use for creating a Simple ECO. The specific procedures are outlined in sections 13.2.1.3 Adding an Item within a Simple ECO, 13.2.1.4 Changing an Item within a Simple ECO, and 13.2.1.5 Deleting an Item within a Simple ECO.

To create a Simple Engineering Change Order:

1. Go to Contents → Change Management → ECOs (one with the green icon).



2. Click Create New ECO. The view of a new Simple ECO appears.



3. Keep the default Phase In value in the Change Category list.
4. Describe the change in the ChangeDescription text box.
5. Describe the reason for the change in the Reason ForChange text box.
6. Keep the default value in the Originator box. This is the Simple ECO Creator.
7. Keep the default Change Specialist I value in the Change Analyst box. This is a person or group assigned to act as a CA in the Simple ECO workflow process.
8. Keep the DateOriginated box blank. This box is automatically filled with the date on which the Simple ECO is saved.
9. Go to the Attachments accordion tab to attach all the files concerning this Simple ECO.



10. Click New File on the Attachments accordion toolbar. The standard operating system dialog for file browsing and selection appears.
11. Search for and select a file. A new row appears in the Files grid with the file attached.



Note
Aras Innovator will automatically assign a file type depending on File’s extension when you save the ECN.
12. If it is necessary to provide additional information about the File, enter it in the Comments cell.
13. Repeat steps 10-12 for other files associated with this Simple ECO.
14. If you need to add Items with the Simple ECO, use the procedure described in section 13.2.1.3 Adding an Item within a Simple ECO.
15. If you need to change Items with the Simple ECO, use the procedure described in section 13.2.1.4 Changing an Item within a Simple ECO.
16. If you need to delete Items with the Simple ECO, use the procedure described in section 13.2.1.5 Deleting an Item within a Simple ECO.
17. Click Done on the Simple ECO toolbar. The Simple ECO is created and awaits to be submitted as defined in the section 13.2.1.7 Submitting a Simple ECO.

Because a Simple ECO can be used to add, change, or delete affected Items, the Simple ECO creating process can be conventionally divided into general and specific procedures. This section defines the steps you should use for adding affected Items when creating a Simple ECO. Section 13.2.1.2 Creating a Simple ECO outlines the general procedure. The other specific procedures are outlined in sections 13.2.1.4 Changing an Item within a Simple ECO and 13.2.1.5 Deleting an Item within a Simple ECO.

A new Item has the Preliminary State. A Simple ECO promotes the Item to the Released State at the end of the Simple ECO process when it is released.

To assign a new affected Item for adding when creating a Simple Engineering Change Order:

1. Open the Simple ECO.
2. Click Edit on the Simple ECO toolbar.
3. Go to the Affected Items accordion tab.
4. Click New Affected Item on the Affected Items accordion toolbar. A new row appears at the bottom of the Affected Items grid.



5. Select Add in the Action cell.



6. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
7. Search for and select the new affected Item. The affected Item populates the NewNumber cell.



8. Click Save or Done on the Simple ECO toolbar. The Simple ECO has an affected Item assigned for adding.

Because a Simple ECO can be used to add, change, or delete affected Items, the Simple ECO creating process can be conventionally divided into general and specific procedures. This section defines the steps you should use for changing affected Items when creating a Simple ECO. Section 13.2.1.2 Creating a Simple ECO outlines the general procedure. The other specific procedures are outlined in sections 13.2.1.3 Adding an Item within a Simple ECO and 13.2.1.5 Deleting an Item within a Simple ECO.

A change for an already Released Item can be either:

Interchangeable, the Released Item is automatically revised during the ECN process to create a new Preliminary Item version to make changes. When the ECN is released at the end of the ECN process, this new Item version is Released.

Non-Interchangeable, During the ECN process, any necessary changes are made to a new Preliminary Item. When the ECN is released at the of the ECN process, the new Item is Released, and the old affected Item is Superseded.

To assign an existing affected Item to be changed when creating a Simple Engineering Change Order:

1. Follow steps 1-4 of the Adding an Item within a Simple ECO procedure.
2. Select Change in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Using the standard search procedure, search for and select the affected Item to be changed. The selected affected Item populates the OldNumber cell.



5. Select the Interchangeable cell check box if the old and new Items are interchangeable, e.g., if there is no Fit-Form-Function change. The new Item version can be replaced or modified without causing any change in functionality to the surrounding Items. When selected, the same Item number will be retained.
6. If the Interchangeable cell is not selected, e.g., the old and new Items are not interchangeable due to a Fit-Form-Function change, select the replacing new Item:
7. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
8. Using the standard search procedure, search for and select the new affected Item. The new affected Item populates the NewNumber cell. This new item must be in the Preliminary state to pass readiness checks during the Simple ECO process.



9. Click Save two times on the SimpleECO toolbar.
10. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
11. Select the action to take on the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



12. Click Save or Done on the Simple ECO toolbar. The Simple ECO has an affected Item assigned for changing.

Because a Simple ECO can be used to add, change, or delete affected Items, the Simple ECO creating process can be conventionally divided into general and specific procedures. This section defines the steps you should use for deleting affected Items when creating a Simple ECO. Section 13.2.1.2 Creating a Simple ECO outlines the general procedure. The other specific procedures are outlined in sections 13.2.1.3 Adding an Item within a Simple ECO and 13.2.1.4 Changing an Item within a Simple ECO.

An already Released item gets Superseded at the end of the Simple ECO process when it is released.

Use the following procedure to assign an existing affected Item to be superseded with a Simple Engineering Change Order:

1. Follow steps 1-4 of the Adding an Item within a Simple ECO procedure.
2. Select Delete in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Using the standard search procedure, search for and select the affected Item to be deleted. The selected affected Item populates the OldNumber cell.



5. Click Save two times on the SimpleECO toolbar.
6. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
7. Select the action to take on the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



8. Click Save or Done on the Simple ECO toolbar. The Simple ECO has an affected Item assigned for deleting.

Use the following procedure:

1. Follow steps 1-3 of Adding an Item within a Simple ECO procedure.
2. Click the Affected Item and then click Delete Row on the Affected Items accordion toolbar. The Affected Item becomes unavailable.



3. Click Save or Done on the Simple ECO toolbar. The Affected Item disappears from the grid.

Use the following procedure:

1. Go to Contents → My Innovator → My InBasket → Search My InBasket.
2. Double-click on the Workflow Task to open the Workflow Activity Completion dialog for the Simple ECO.



3. Mark the tasks you completed in the Tasks field.
4. Select Submit in the Vote list.
5. Click Complete.
6. The Simple ECO enters the Draft Changes activity assigned to the Assigned Creator.

Once a Simple ECO is submitted, each Affected Item goes to its Assigned Creator for the Draft Changes activity. The Assigned Creator checks and may provide the following information:

There are new part numbers for the noninterchangeable parts changes.

The ECN has all other affected items in the hierarchy.

Affected Items up the hierarchy tree from the actual Item are changed.

Affected Documents of the parent assemblies (such as BOMs) are changed.

Etc.

Since each company has its own rules for new part numbers or new revision generation, the Assigned Creator is responsible for entering this information manually.

The only automatic update that Aras Innovator does for the Simplified CM process is a new revision for the interchangeable Items changes. This automatic update takes place once the Simple ECO is released.

The Simple Manufacturing Change Order (MCO) is a simplified process used for changing an Approved Manufacturer List (AML) for a released Part. The AML modification does not require the full CMII process because this change does not change the Part itself. The MCO process is suitable for this type of modification.

The MCO process provides a specialized user interface to enable editing the AML without the ability to edit Part properties or relationships.

The MCO workflow has the following roles:

• An MCO Creator (Originator), is the user who initially created the MCO in the system. This may or may not be the same person as other roles.
• An MCO Owner (Assigned Creator), is the person responsible for the AML change.
• A Change Specialist I (CSI) coordinates and prepares MCOs through the workflow.
• Change Analyst (CA).
• The Configuration Management (CM) group.
• The Change Control Board (CCB), is responsible for review and final approval of an MCO.

An MCO moves between various states during its life cycle as shown in the following figure.



The Simple Change Management workflow and MCO life cycle produce together the following scenario:

1. An Aras Innovator user creates and saves the MCO. The creator should assign the Affected Parts to the MCO. When the Creator saves the MCO, it enters the In Work state, and a workflow is automatically started to assign tasks and track the changes to the MCO.
2. The MCO enters the Prepare Change activity assigned to the CSI. According to the company’s rules and policies, the CSI reviews the MCO and decides whether to:
3. Cancel the MCO. It cannot be restored in the future.
4. Submit the MCO. It goes further.
5. The MCO enters the Draft Changes activity assigned to anOwner. The Owner is responsible for updating the AML using the AML editor.
6. Once the Owner votes Complete, the ECR goes further.
7. The MCO enters the Initial Review activity assigned to the CA. The CA reviews the AML changes and decides either to:
8. Reject — The MCO goes back to the Draft Changes activity. The Owner can modify and resubmit the MCO for the Initial Review activity.
9. Fast Track Approve — The MCO is Approved and Released.
10. Full Review — The MCO enters the Review Changes activity assigned to other team members. The MCO goes under in-depth formal/informal reviews. Once these reviews are completed, The MCO enters the CCB Review activity. Once the CCB audit is completed, the MCO is Released. The MCO may also be Rejected (4.a) at these activities.
11. Once the MCO is released, the affected Part is updated.

The following table shows the Simple ECO lifecycle states and workflow activities in terms of Roles and Permissions.

The MCO lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
New	Prepare Change	World	Aras PLM, CM, Creator, Manager, Owner, World	Aras PLM, CM, Creator, Manager, Owner	Aras PLM, CM, Creator, Manager, Owner	Aras PLM, CM, Creator, Manager	Yes	CSI
In Work	Draft Changes		Aras PLM, CM, Manager, Owner, World	Aras PLM, CM, Manager, Owner	Aras PLM, CM	Aras PLM, CM	Yes	Owner
In Review	Initial Review, Review Changes, CCB Review		Aras PLM, World	Aras PLM	Aras PLM	Aras PLM	Yes	CA
Released	Released Change		Aras PLM, World	Aras PLM		Aras PLM	No
Cancelled	Cancelled Change		Aras PLM, World	Aras PLM		Aras PLM	Yes

To create a Manufacturing Change Order:

1. Go to Contents → Change Management →MCOs.
2. Click Create New MCO. The view of a new MCO appears.



3. Keep the default Phase In value in the Change Category list.
4. Describe the change in the ChangeDescription text box.
5. Describe the reason for the change in the Reason ForChange text box.
6. Keep the default value in the Originator box. This is the MCO Creator.
7. Keep the default Change Specialist I value in the Change Analyst box. This is a person or group assigned to act as a CA in the MCO workflow process.
8. Keep the DateOriginated box blank. This box is automatically filled with the date on which the MCO is saved.
9. Go to the Attachments accordion tab to attach all the files concerning this MCO.



10. Click New File on the Attachments accordion toolbar. The standard operating system dialog for file browsing and selection appears.
11. Search for and select a file. A new row appears in the Files grid with the file attached.



Note
Aras Innovator will automatically assign a file type depending on File’s extension when you save the ECN.
12. If it is necessary to provide additional information about the File, enter it in the Comments cell.
13. Repeat steps 10-12 for other files concerning this MCO.
14. Go to the Affected Parts accordion tab to assign Parts with AMLs this MCO should change.



15. Click Add Parts on the Affected Parts accordion toolbar. The Search dialog – Part appears.
16. Search and select Parts with AMLs this MCO should change. The selected Parts appear under Affected Parts.



17. Click Done on the MCO toolbar. The MCO is created and waits to be submitted as defined in the section 13.2.2.2 Submitting an MCO.

To submit a Manufacturing Change Order:

1. Go to Contents → My Innovator → My InBasket → Search My InBasket.
2. Double-click on the Workflow Task to open the Workflow Activity Completion dialog for the MCO.



3. Mark the tasks you completed in the Tasks field.
4. Select Submit in the Vote list.
5. Click Complete.
6. The MCO enters the Draft Changes activity assigned to the Owner.

Use the following procedure:

1. Open the MCO view.
2. Go to the Affected Parts accordion tab.
3. Right-click a Part in the Affected Parts grid and select ActionsLaunch AML Editor.



4. The AML Editor appears with the AML of the given Part in a separate dialog box.



5. Edit the AML as described in section 7.7 Approved Manufacturer List (AML).
6. Click Save Changes. The AML Editor disappears. The given Affected Part gets the Manual Change State.



7. Go to Contents → My Innovator → My InBasket → Search My InBasket.
8. Double-click on the Workflow Task to open the Workflow Activity Completion dialog for the MCO.



9. Mark the tasks you completed in the Tasks field.
10. Select Complete in the Vote list.
11. Click Complete.
12. The MCO enters the Initial Review activity assigned to the CA.

Use the following procedure:

1. Review all changes to the Affected Parts.
2. Ensure each Affected Part assigned to the MCO contains the same information as in the MCO.
3. Go to Contents → My Innovator → My InBasket → Search My InBasket.
4. Go to the Workflow Activity Completion dialog for the MCO.



5. Mark the tasks you completed in the Tasks field.
6. Select the option appropriate for your decision in the Vote list: Fast Track Approve, Reject, Full Review, or Delegate.
7. Click Complete.
8. The MCO enters the activity according to your decision.

Express Change Management (CM) complements the CMII and Simple CM as a streamlined approach for Change Management. It is ideal for organizations that may not require all the rigorous steps of the CMII. An Express CM process can work in parallel with CMII and Simple CM processes.

The Express CM provides two types of items to manage changes:

• The Express Engineering Change Order (ECO) is a streamlined authorization and execution of actual Part modification. You can use it for adding, changing, deleting, releasing, and revising Parts and BOMs. The Express ECO uses the Impact Matrix that enables you to visualize and review in a quick way how the modification of a Part will affect other Items in a hierarchy.
• The Express Document Change Order (DCO) is a process specifically defined for managing the modification of Documents and CAD Documents.

A Team is a defined logical group of users in Aras Innovator. For the Express ECO and DCO, the PE solution comes out-of-the-box with one default Product Team, which has the following roles:

• Team
• Team Manager
• Team Member
• Team Guest

Engagement of each role depends on the Express Change item.

An Express Engineering Change Order (ECO) is a quick process of implementing Part and Part BOM relationship changes using the Impact Matrix.

The Product Team roles are engaged in the Express ECO workflow as follows:

• Team Manager is assigned to the Planning activity and responsible for the Impact Analysis of Affected Parts and setting an effective date.
• Team Member is assigned to the Plan Review and Draft Changes activities for reviewing Impact Matrix and making changes to the Affected Parts and BOMs.

In addition to the Product Team, the Express ECO workflow has the following roles:

• An Express ECO Creator is a user who initially created and submitted the Express ECO in the system. This may or may not be the same person as other roles.
• An Express ECO Change Coordinator (Owner) is a person responsible for managing the ECO from start to finish.
• The Configuration Management (CM) group.
• The Change Control Board (CCB) is responsible for review and final approval of an Express ECO.

An Express ECO also traverses between various states during its life cycle depicted in the following figure.



The Express ECO workflow together with the Express ECO life cycle produces the following scenario:

1. An Aras Innovator user initiates an Express ECO process by creating a new Express ECO. The Creator must review the Express ECO to either:
2. Submit it. A workflow is automatically started to assign tasks and track the changes to the Express ECO.
3. Cancel it. The Express ECO cannot be restored in the future.
4. The Express ECO enters the Planning activity assigned to the Team Manager. The Team Manager performs an impact analysis and ensures that each Affected Part has an Action set in the Impact Matrix. The Express ECO cannot go to the next activity if its Impact Matrix has any Part with the Item Action cell blank or Review. The Team Manager votes either:
5. Submit to Plan Review if the Express ECO needs a further detailed review by a Team Member. The Express ECO goes to the Plan Review activity.
6. Start Work if the Express ECO is ready for work. The Express ECO goes to the Draft Changes activity.
7. The Express ECO enters the Plan Review activity assigned to theTeam Member. This Team Member must review the Express ECO to vote either:
8. Rework Plan if the Express ECO needs its plan reworked by the Team Manager. The Express ECO goes back to the Planning activity.
9. Approve Plan if the Express ECO is ready for work. The Express ECO goes to the Draft Changes activity.
10. The Express ECO enters the Draft Changes activity assigned to theTeam Member. This Team Member makes changes to the new revisions of Parts and BOMs according to the Express ECO, and, when completed, votes either:
11. Submit to Review if the Express ECO requires the final review by the CCB. The Express ECO goes to the ChangeReview activity.
12. Close Change if the Express ECO process is completed and does not require the final review by the CCB. The Express ECO is Released.
13. The Express ECO enters the ChangeReview activity assigned to the CCB. All the CCB members must conduct the final review of the Express ECO and vote the same decision of either:
14. Rework if the Express ECO needs any further reworking. The Express ECO goes back to the Draft Changes activity.
15. Approve Changes if the Express ECO process is completed and does not require any further reworking. The Express is ECO Released.
16. Once the Express ECO enters the Close Change activity, it becomes Released. Each Part is automatically updated according to the specified Action.

The following table shows the Express ECO lifecycle states and workflow activities in terms of Roles and Permissions.

The Express ECO lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
New	Start, Submit ECO	World	Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, Creator	Administrators, Owner, Creator	Administrators	Yes	Creator
Cancelled	Cancel Change		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Administrators		Administrators	No, a final state
In Planning	Planning		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, All Employees	Administrators	Administrators	Yes	Team Manager
Plan Review	Plan Review		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, All Employees	Administrators	Administrators	Yes	Team Member
In Work	Draft Changes		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, All Employees	Administrators	Administrators	Yes	Team Member
In Review	Change Review		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, All Employees	Administrators	Administrators	Yes	CCB
Released	Closed Change		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Administrators		Administrators	No, a final state

Use the following procedure:

1. Go to Contents → Change Management → ECOs (one with the orange icon).



2. Click Create New ECO. The view of a new Express ECO appears.



3. Enter the Express ECO title in the Title text box.
4. Describe the reason for the change in the ChangeReason text box.
5. Describe the change in the ChangeDescription text box.
6. Specify change priority using the Priority radio button: 1 – High, 2 – Normal, or 3 – Low.
7. If it is necessary to set an Express ECO Owner other than you:
8. Click the ellipses button In the Change Coordinator box. The Search dialog – Identity appears.
9. Using the standard search procedure, search for and select a Team. The selected Team replaces the default identity.
10. If it is necessary to set a Team other than the default:
11. Click the ellipses button In the Team box. The Search dialog – Team appears.
12. Using the standard search procedure, search for and select a Team. The selected Team replaces the default identity.
13. Keep the ReleaseDate box blank. This box is automatically filled with the date on which the Express ECO is approved and closed.
14. Specify the date change becomes effective in the EffectiveDate box. It is automatically set to the released date if left blank.
Note
The effective date is often when items are put into use based on decisions in the organization.
15. Go to the Attachments accordion tab to attach all the files concerning this Express ECO.



16. Click Create Item on the Attachments accordion toolbar. The standard operating system dialog for file browsing and selection appears.
17. Search for and select a file. A new row appears in the Files grid with the file attached.



Note
Aras Innovator will automatically provide a file type to the File Type cell depending on the File’s extension when you save the Express ECO.
18. If it is necessary to provide additional information about the File, enter it in the Comments cell.
19. Attach to the Express ECO Affected Parts, using the procedure described in the section 13.3.1.4 Managing the Impact Matrix.
20. Click Done on the Express ECO toolbar. The Express ECO is created and waits to be either submitted or cancelled as defined in the section 13.3.1.3 Voting on an Express ECO.

To vote on an Express ECO:

1. Go to Contents → My Innovator → My InBasket → Search My InBasket.
2. Double-click on the Workflow Task to open the Workflow Activity Completion dialog for the Express ECO.



3. Mark the completed tasks in the Tasks field.
4. Select the option per your decision in the Vote list.
5. Click Complete.
6. The Express ECO enters the next activity as defined in the Express ECO workflow.

The Impact Matrix is a tool for Express Change Management of Parts in Express ECOs. For your review, it can also visualize how the modification of an Affected Part will Impact other Items in a hierarchy.

You can manage the change in a quick way using the Impact Matrix accordion toolbar and context menu.

The Impact Matrix accordion toolbar displays the following buttons:

1. Add Item launches the Search dialog – Change Controlled Item to add Affected Parts to the Impact Matrix.
2. Expand All unfolds all the assembly trees.
3. Collapse All folds back all the assembly trees.
4. Refresh shows the latest updates.

The Impact Matrix context menu features:



• Actions for a Part:
• Add Item launches the Search dialog – Change Controlled Item to add Affected Parts to the Impact Matrix.
• Delete Row removes the Part from the Impact Matrix.
• Release performs the initial release of a Part, promoting the Part from the Preliminary state to the Released state.
• Revise creates a new revision of an existing released Part. The Part will be superseded by a new revision of the Part.
• Renumber replaces an existing Part with its copy. The existing Part is copied as a new Part, which is assigned a new Part number, and released.
• Supersede provides a new part number for the original part. The original Part is superseded.
• Obsolete promotes an existing released or superseded Part to the Obsolete state.
• Review puts the Part under Review. Action needs to be selected on the Part before the ECO can be processed. The ECO cannot be completed if any Part is under Review.
• None states that the Part is explicitly not affected or impacted by the change. No action will be taken on the Part. Under certain circumstances, this action may not be allowed if an Affected Item requires this Part to be modified.
• Actions for a BOM relationship of a previously released Part (each selected action will appear in the Relationship Action column of the Impact matrix once the ECO is processed):
• Add Relationship adds another released Part to the BOM of the given released Part.
• Modify Relationship modifies the existing BOM of the given released Part. You can specify a new quantity and adjust the sequence number of the BOM.
• Delete Relationship removes the existing BOM from the given affected released Part.

The following procedure explains the main Impact Matrix management features:

5. Open the Express ECO.
6. Click Edit on the Express ECO toolbar.
7. Go to the Impact Matrix accordion tab.
8. Click Add Item on the Impact Matrix accordion toolbar. The Search dialog – Change Controlled Item appears.
9. Search for and select an Affected Part. The selected Affected Part and Parts Impacted by this Part appear in the Impact Matrix tree.



10. Click Expand All on the Impact Matrix toolbar. You can see what Parts in assemblies are Impacted when the given Part is changed. The given Part is always violet-highlighted. The given Part’s Parents are above the Part. The given Part’s Children are below the Part.



11. Right-click the given Part and then click Delete Row. The given Part and its children disappear from the Impact Matrix.



12. Click Save or Done on the Express ECO toolbar to save the changes in the Express ECO.

When reviewing an Express ECO, you must analyze each Affected and Impacted Part to set Action to it. An Express ECO cannot go any further if any Affected or Impacted Part has no Action set. Some Actions may invalidate the Express ECO.

The following procedure explains the process of reviewing and setting Actions:

1. Open the Express ECO.
2. Click Edit on the Express ECO toolbar.
3. Go to the Impact Matrix accordion tab.
4. Check whether each Part has an Action.
5. Check set Actions for validity.
6. Right-click a Part and then click the proper Action. For Actions details, refer to 13.3.1.4 Managing the Impact Matrix.
7. Click Save or Done on the Express ECO toolbar to save the changes in the Express ECO.

From the Express ECO view, you can review the current and previous Activities assigned for an Express ECO. You can also vote within an Activity if you have rights.

Use the following procedure:

1. Open the Express ECO view.
2. Go to the SignOffs accordion tab.



3. Click the VOTE NOW link. The Workflow Activity Completion dialog for the Express ECO Activity appears.
4. Use steps 3-5 of the Voting on an Express ECO procedure.

At any point in an Express ECO process, you can use the Completeness Check Results dialog to ensure that the Express ECO has all the required information provided and that each Part has an Action assigned. Using this dialog early avoids resolving errors later during the workflow process when the cause may be more difficult to determine.

There are several ways to access the Completeness Check Results dialog for an Express ECO:

Go to Contents → Change Management → ECOs, right-click the Express ECO to be checked, and then click Check for Completeness.

Open the view of an Express ECO to be checked, on the Express ECO toolbar, click More, and then click Check for Completeness.

When accessed, the Completeness Check Results dialog shows you checking results:

• If an Express ECO is ready to process, there is the message: “Completeness Check succeeded. Express ECO is ready to move forward.”



• If an Express ECO is not ready to process, there are issues preventing the Express ECO from completeness and their sources. Make sure to correct each issue.

Once the Express ECO workflow is completed, you can search for the released Parts and check that they all are Released.

When a released Part must be changed to resolve a problem or provide improvement, an Express ECO is created to apply the change, revise the Part, and review the impact of other Affected Parts in an assembly.

The following procedure explains the Part revising process:

1. Open the Express ECO.
2. Click Edit on the Express ECO toolbar.
3. Go to the Impact Matrix accordion tab.
4. Click Add Item on the Impact Matrix accordion toolbar. The Search dialog – Change Controlled Item appears.
5. Search for and select an Affected Part(s). The selected Affected Part appears in the Impact Matrix tree.



6. Right-click each Part and click Review to see what Parts in assemblies are Impacted when the Part clicked is changed.



7. Right-click each Affected and Impacted Part and then click Revise.



8. Click Done on the Express ECO toolbar. The Express ECO is ready for revising Parts.

This section describes the revision of released Parts as an example of processing Parts within an Express ECO.

To process Parts, follow the Express ECO workflow as explained in section 13.3.1.1 Understanding the Express ECO Process and notice how the state of Parts is changing:

1. Submit theExpress ECO. The Changes check mark is automatically set on each Affected Part to indicate that it is under a change process.



2. Planning. After submission, the Affected Parts are set to the In Change state and are not allowed to be edited, note the red claiming flag.



3. Change Review. During the review process, the Affected Parts are promoted to the In Review state and a new major revision. No edits are allowed on the original revision.



4. Close Change. The Express ECO is Released.



5. The newly revised Parts are Released at the new major Revision.

You can use Redline View for displaying the current Part changes in a Parent BOM.

Using specialized Relationship Actions on the Impact Matrix, which are discussed in section 13.3.1.4 Managing the Impact Matrix, you can add, change, and remove Parts from an BOM, as well as modify information on the BOM Entry itself (e.g., Quantity and Sequence Number).

To modify a BOM, follow the Express ECO workflow as explained in section 13.3.1.1 Understanding the Express ECO Process and notice how the BOM is changing:

1. Create an Express ECO with a Relationship Action.



2. Select BOM in the Select Relationship Type dialog.



3. When adding or replacing a Part, select a new Part in the Search Dialog – Part. The Affected Parent should have Revise action set as its BOM change will create a new Revision. Notice the changes in the Impact Matrix.



4. Complete the Express ECO creation. Check the BOM under changes. Note the red claiming flag.



5. Submit theExpress ECO.



6. Planning. After submission, the Affected Parts are set to the In Change state and not allowed to be edited.





7. Change Review. During the review process, the Affected Parts are promoted to the In Review state and a new major revision, which has the new BOM with changes. No edits are allowed on the original revision.





8. Close Change. The Express ECO is Released.



9. The newly revised Parts are Released at the new major Revision.

You can use Redline View for displaying the current Part changes in a Parent BOM.

An Express Document Change Order (DCO) is a quick process for implementing Document and CAD Document changes. You can quickly release a new Document, change, revise, or obsolete an existing Document.

In this section, the term Document means an item of both Document and CAD Document ItemTypes.

The Product Team roles are engaged in the DCO workflow as the following:

• Team Manager is assigned to the Planning and Initial Review activities for reviewing Affected Documents and routing DCOs.
• Team Member is assigned to theDraft Changes for making changes to the Affected Documents.

In addition to the Product Team, the Express ECO workflow has the following roles:

• A DCO Creator, is a user who initially created and submitted the DCO in the system. This may or may not be the same person as other roles.
• A DCO Change Coordinator (Owner), is a person responsible for managing the DCO from start to finish.
• The Configuration Management (CM) group.
• The Change Control Board (CCB), is responsible for review and final approval of an MCO.

A DCO traverses between various states during its life cycle depicted in the following figure.



The DCO workflow together with the DCO life cycle produces the following scenario:

1. Start. An Aras Innovator user initiates a DCO process by creating a new DCO. Once the DCO is saved, a workflow is automatically started to assign tasks and track the changes to it.
2. The Express ECO enters the Planning activity assigned to the Team Manager. The Team Manager reviews the DCO to vote either:
3. Submit to Authors. The DCO is ready for work and goes to the Draft Changes activity.
4. Cancel. The DCO is cancelled and cannot be restored in the future.
5. The DCO enters the Draft Changes activity assigned to Team Members. These Team Members make changes to the new revisions of Documents according to the DCO, and, when completed, vote:
1. Complete to propagate the DCO to the Initial Review activity.
6. The DCO enters the Initial Review activity assigned to the Team Manager. The Team Manager reviews the DCO and Affected Documents in details to vote either:
7. Full Review if the DCO requires the final review by the CCB. The DCO goes to the FinalReview activity.
8. Fast Approve if the DCO is ready for release. The DCO goes to the Close Change activity.
9. Rework if the DCO or Affected Documents need any further reworking by the Team Manager. The DCO goes back to the Draft Changes activity.
10. The Express ECO enters the FinalReview activity assigned to the CCB. All the CCB members must conduct the final review of the DCO and vote the same decision of either:
11. Approve if the DCO process is completed and does not require any further reworking. The DCO goes to the Close Change activity.
12. Reject if the DCO needs any further reworking. The DCO goes back to the Draft Changes activity.
13. Once the DCO enters the Close Change activity, it becomes Released. Each Document is automatically released and versioned accordingly.

The following table shows the DCO lifecycle and workflow in terms of Roles and Permissions.

The Express DCO lifecycle and workflow activities with corresponding Roles and Permissions

Life Cycle State	Workflow Activity	Can Add	Get	Update	Delete	Change access	Can be promoted	Update responsible
New	Start, Planning	World	Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, Creator	Administrators, Owner, Creator	Administrators	Yes	Creator
Cancelled	Cancel Change		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Administrators		Administrators	No, a final state
In Work	Draft Changes		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, All Employees	Administrators	Administrators	Yes	Team Member
In Review	Initial Review, Final Review		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Team Manager, Team Member, Administrators, Owner, All Employees	Administrators	Administrators	Yes	CCB
Released	Closed Change		Team Manager, Team Member, Administrators, Owner, All Employees, Creator	Administrators		Administrators	No, a final state

Because a DCO can be used to release, change, revise, or obsolete Affected Documents, the DCO creating process can be conventionally divided into general and specific procedures. This section defines the general steps you should use for creating a DCO. The specific procedures are outlined in sections 13.3.2.3 Releasing a Document within a DCO, 13.3.2.4 Replacing a Document within a DCO, 13.3.2.5 Revising Documents within a DCO, and 13.3.2.6 Obsoleting a Document within a DCO.

To create a DCO:

1. Go to Contents → Change Management →DCOs.
2. Click Create New DCO. The view of a new DCO appears.



3. Enter the DCO title in the Title text box.
4. Describe the reason for the change in the ChangeReason text box.
5. If it is necessary to set the Change Coordinator other than you:
6. Click the ellipses button In the Change Coordinator box. The Search dialog – Identity appears.
7. Search for and select an Identity.
8. If it is necessary to set a Team other than the default:
9. Click the ellipses button In the Team box. The Search dialog – Team appears.
10. Using the standard search procedure, search for and select a Team. The selected Team replaces the default identity.
11. Describe the change in the ChangeDescription text box.
12. Specify change priority using the Priority radio button: 1 – High, 2 – Normal, or 3 – Low.
13. Keep the ReleaseDate box blank. This box is automatically filled with the date on which the Express ECO is approved and closed.
14. If the DCO should release Documents, use the procedure described in the section 13.3.2.3 Releasing a Document within a DCO.
15. If the DCO should change Documents, use the procedure described in the section 13.3.2.4 Replacing a Document within a DCO.
16. If the DCO should revise Documents, use the procedure described in the section 13.3.2.5 Revising Documents within a DCO.
17. If the DCO should obsolete Documents, use the procedure described in the section 13.3.2.6 Obsoleting a Document within a DCO.
18. Go to the Attachments accordion tab to attach all the files concerning this DCO.



19. Click Create Item on the Attachments accordion toolbar. The standard operating system dialog for file browsing and selection appears.
20. Search for and select a file. A new row appears in the Files grid with the file attached.



Note
Aras Innovator will automatically provide a file type to the File Type cell depending on the File’s extension when you save the DCO.
21. If it is necessary to provide additional information on the File, enter it in the Comments cell.
22. Click Done on the DCO toolbar. The DCO is created and awaits to be either submitted or cancelled as defined in the section 12.3.2.8 Voting on a DCO.

Because a DCO can be used to release, change, or obsolete Affected Documents, the DCO creating process can be conventionally divided into general and specific procedures. This section defines the steps for releasing affected Documents with a DCO.

To assign an affected Document in the Preliminary state for release:

1. Open the DCO.
2. Click Edit on the DCO toolbar.
3. Go to the Affected Items accordion tab.
4. Click Create Item on the Affected Items accordion toolbar. A new row appears at the bottom of the Affected Items grid.



5. Select Add in the Action cell.



6. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
7. Search for and select the new affected Document. The affected Document populates the NewNumber cell.



8. Click Save or Done on the DCO toolbar. The DCO has an Affected Document in the Preliminary state assigned for release.

The DCO Change Action for a Document does not modify the contents of the Document or attached files; it informs users that the old, Superseded, Document should no longer be used, and a new document is available.

Use the following procedure to assign an existing affected Document to be changed:

1. Follow steps 1-4 of the Adding a Document within a DCO procedure.
2. Select Change in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Search for and select the affected Document to be changed. The selected Document populates the OldNumber cell.



5. Leave the Interchangeable cell check box blank.
6. Click the ellipsis button in the NewNumber cell. The Search dialog – Change Controlled Item appears.
7. Search for and select the new Affected Document. The new affected Document populates the NewNumber cell.



8. Click Save two times on the DCO toolbar.
9. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
10. Select the action to take on the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



11. Click Save or Done on the DCO toolbar. The DCO has an Affected Document assigned for changing.

A released Document cannot be changed. A DCO can be issued to increment the revision to the next level and reset the lifecycle back to the preliminary state, allowing modifications. This controls who and when can make edits to a new revision of a Document.

Use the following procedure to assign an existing affected Document to be revised:

1. Follow steps 1-4 of the Adding a Document within a DCO procedure.
2. Select Change in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Search for and select the affected Document to be revised and updated. The selected Document populates the OldNumber cell.



5. Select the Interchangeable cell check box.
6. Click Save two times on the DCO toolbar.
7. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
8. Select the action to take on the Items that are currently in service in the In Service field: Use Existing, Rework, or Scrap.



9. Click Save or Done on the DCO toolbar. The DCO has an Affected Document assigned for revising.

The DCO Delete Action for a Document does not delete the Document or its attached files; it informs users that this Document is Obsolete and should no longer be used.

Use the following procedure to assign an existing Affected Document to be:

1. Follow steps 1-4 of the Adding a Document within a DCO procedure.
2. Select Delete in the Action cell.



3. Click the ellipsis button in the Old Number cell. The Search dialog – Change Controlled Item appears.
4. Search for and select the affected Document to be deleted. The selected affected Document populates the OldNumber cell.



5. Click Savetwo times on the DCO toolbar.
6. Select the action to take on the Items that are being built in the In Build cell: Use Existing, Rework, or Scrap.
7. Select the action to take on the Items that are currently in service in the In Service cell: Use Existing, Rework, or Scrap.



8. Click Save or Done on the DCO toolbar. The DCO has an affected Document assigned for deleting.

To remove a Document from a DCO so that it is not processed:

1. Follow steps 1-3 of the Adding a Document within a DCO procedure.
2. Click the Document and then click Delete Row on the Affected Items accordion toolbar. The Document becomes unavailable.



3. Click Save or Done on the DCO toolbar. The Document disappears from the grid.

Use the following procedure:

1. Go to Contents → My Innovator → My InBasket → Search My InBasket.
2. Double-click on the Workflow Task to open the Workflow Activity Completion dialog for the DCO.



3. Mark the tasks you completed in the Tasks field.
4. Select the option per your decision in the Vote list.
5. Click Complete.
6. The DCO enters the next activity as defined in the DCO workflow.

From the DCO view, you can review the current and previous Activities assigned for the DCO. You can also vote within an Activity if you have rights.

Use the following procedure:

1. Open the DCO.
2. Go to the SignOffs accordion tab.



3. Click the VOTE NOW link. The Workflow Activity Completion dialog for the DCO Activity appears.
4. Use steps 3-5 of the Voting on a DCO procedure.

This section describes revising a released Document as an example of processing Documents within an Express ECO.

To process Documents, follow the Express DCO workflow as explained in section 13.3.2.1 Understanding the Express DCO Process and notice how the state of Documents is changing:

1. Submit theDCO to the Draft Changes activity. The old Document version is in the In Change state and has Changes Pending check mark set automatically to indicate that this Document is under a change process.



2. The DCO has a link to the original and new major revisions of the Document.



3. The new major revision of the Document is in the Preliminary state and has Changes Pending check mark set automatically to indicate that this Document is under a change process.



4. The Initial Review activity. The Affected Document is set to the In Review state and is not allowed to be edited.



5. The FinalReview activity. The Affected Document is still in the In Review state and is not allowed to be edited.
6. Close Change. The DCO is Released.



7. The newly revised Document is Released at the new major Revision.