Change Notice

To create a new part number or make a revision to an existing number, a change notice request will need to be completed.  This change notice is internally referred to as the 3CN form.   

The 3CN form is in the following location: California Closets> Sharepoint>California Closets Company, Inc Team Site> 100 Template Documents> 100-001 Rev 01 3CN Template

1. Download the 3CN template

2. Open the Excel document to the first tab called 3CN Form

3. Fill out all sections of the 3CN as applicable. Sections marked with a “*” are required.

Open

NOTE: There is no required naming convention for the documentation, as the 3CN checker will respond with the 3CN number when they submit the 3CN to the approvers.

1. Indicate with an “X” the Type of Change (multiple selections permitted).

2. Enter the Date Submitted, include the month, day and four-digit year.

3. Use the dropdown to indicate the Priority Level

4. Use the Release Status dropdown to indicate if the part is released, pre-released or n/a

The next step includes completing the approvals section of the 3CN form. To complete this process, you will need to open the 3CN Workflow Excel file. Refer to the Approvals Work tab below. 

Open

1. Determine both the dollar amount level associated with the change and the areas this change impacts.

2. Refer to the X marks that are applicable to your changes and write down the corresponding Approval list names associated with these changes. (X) indicates that the function is optional.

Open

After you have written down the names of those functions impacted by the change, go back to your Change Notice document.

1. Fill in your name next to the Originator in the “Name” column.

2. Using the dropdown function below the Originator field, enter the functions who are required for approval.

Once the Approval Functions field has been completed, enter the name associated with the change using the dropdown in the Name field. If the name is not in the drop down, contact 3CNSubmit@calclosets.com.

Under Description type in the following information:

1. Purpose of Change this is a description of the change

2. Justification of Change this is an explanation of the change

3. Change Request Number Need info

4. Vendor Change Notice Need info

In the Documents Changing section you will need to update the following: 

1. Document Number include the document number that is currently being changed

2. Rev From include the current revision number associated with the document

3. Rev To include the new revision number associated with the document

4. Effectively indicate when this should take place

5. Disposition using the codes in the field under Disposition include the action required for

   1. Purchasing

   2. Inventory EMC

   3. Inventory- RBU/Franchise

   4. Current Orders

Note: This section should be used ONLY if there are changes to documentation. This will not be used for new parts numbers in Epicor.

In the Cost Evaluation field, detail any cost effects of the 3CN. You may attach any additional analysis to the 3CN in a separate document.

The completion of work lists the functions that need to complete tasks in order to close out the 3CN.  To complete this process, you will need to open the 3CN Workflow Excel file. Refer to the Approvals Work tab in the “Completion” columns. Just as before, X marks required functions, (X) marks optional functions. Add the functions and the names completing the task.

Fill out the remaining Communication and Attachment sections.

Next open the Epicor tab. This tab is color coded by function. 

1. The template for Part changes has been provided.

2. If making changes, gather all information relevant to the part/process to be changed. Copy this data into the “Epicor Current” tab.

3. Enter all the applicable information for the new or changing attributes. For any changing values, highlight the cell in yellow.

4. Remember to scroll to the right to see additional fields.

Once completed, open the Misc tab. Enter any additional information that might be relevant that is not captured in: the 3CN form tab, Epicor tab and any other supporting documents that will be attached during the time of submission.

Next step is to send this information to the 3CN Review Board for review.

1. Create a new email and attach the following information:

   1. The completed 3CN form

   2. Any supporting documents

2. Send the email to 3CNsubmit@calclosets.com

The 3CN email manager (also known as the 3CN Checker or Checker) will receive this email and check the 3CN for accuracy. If any changes are required the 3CN checker will directly email the submitter.

Once the documentation is determined to be correct, the Checker will initiate the MACRO (Ctrl+r). This will:

• Get the next 3CN number

• Create a folder on OneDrive titled with the 3CN number

• Save the 3CN excel file with the 3CN Number

The Checker will then copy the files attached to the 3CN and put them into the In Process folder with the corresponding 3CN number.

After all files are in the correct location and the Macro has been initiated, the Checker will open the email from Flow and click Approve.

An Approve email will prompt a follow up email to the submitter and the Checker. This email will indicate that the initial submission has been approved. In addition, it includes the following useful information:

1. The subject line of the email sent

2. The time of initial submission

3. The request number (which is generated when the checker runs the marcro).

By the Checker Approving the initial request, this also prompts the system to send out an email to all the individuals listed for approval on the 3CN form.  This email will direct the approvers to the file location with all the corresponding documents. The Approver should go into the folder and review the documents that are relevant to their position prior to approving this request.

NOTE: If the change is rejected, the Approver should indicate in the comments the reason for the rejection. Rejection stops the process from moving forward any further. The submitter will have the choice to make changes or cancel the 3CN. If changes are made, the submitter will have to start the submittal process over indicating which 3CN is being resubmitted.

By the Checker Approving the initial request, this 3CN will be ready to be reviewed by the cross functional 3CN Review Board.

The 3CN Review Board will meet every week and consist of representatives from each function. The 3CNs submitted that week will be reviewed and approved to move into the completion phase. If approved, the 3CN will be “signed” by the correct function by inputting the name of the approver and the date of approval.

The 3CN Checker will then initiate the Completion phase by initiating the system to send emails out to the individuals identified in the Completion of Work section.

The system will generate an alert to the Checker and submitter, indicating that the Approval process is complete.

In parallel, emails will be sent to the listed names in the Completion of Work section. This will signal the functions to complete the tasks as detailed by the 3CN.

• As functions finish their tasks, they will fill out their name and date in the “Signature” and “Date” and then save the document

• In addition to signing the 3CN, each function should click Approve on the email from Flow to allow the automated process to continue. If there are any comments, fill out during the approval.

After the Completion of Work phase is complete, an email will be sent to the 3CN Checker to initiate the Closing phase.

• 3CN Checker will PDF all documents into one file and name it with the 3CN number

• 3CN Checker will send out an email to all individuals part of the 3CN. Also any additional communication per the “Communication” section will be initiated.

• 3CN Checker will upload the consolidated 3CN document into Sharepoint

  • Sharepoint>Documents>3CN Change Notice

Contact Nick Freidt nfriedt@calclosets.com for any additional questions.