Change Orders

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Change Order Business Rules

  • Approved Change Orders cannot be edited - If changes are required, an additional Change Order will need to be created and approved reflecting those changes.  
  • Approved Change Order cannot be deleted - If changes are required, an additional Change Order will need to be created and approved reflecting those changes.
  • Change Orders are associated with a single contract. When a Change Order is approved and saved, that Change Order is automatically linked to the contract referenced in the Change Order. See the Change Orders tab of the Contract form to view the linked Change Order
  • Change Orders can be created directly from the Potential Change Orders form. For more information on this topic, please see the Help section Potential Change Orders
  • Potential Change Orders can only be linked to a Change Order once.
  • Sharing - If a Potential Change Order is linked to a Change Order, the sharing rights on the Potential Change Order are applied to the Change Order.

Creating a Change Order

To create a Change Order:

  1. Once logged into the project, from the project secondary navigation bar, select CHANGE  ORDERS -  CHANGE ORDERS.  From the log view, click the 'Add New' button.
    1. Note that forms displayed on the secondary navigation bar are configurable. If you do not see the CHANGE ORDERS form, select 'More' - 'Configure My Menu'. Add the CHANGE ORDERS form to your secondary navigation bar. See the screen shot below.
  2. Choose Contract - When clicking the 'Add New' button, the 'Choose Contract' modal will appear. Select the contract to which the Change Order will be associated with and click the 'Choose Contract' button.
  3. Enter the Subject - Subject is a required field.
  4. Change Order Number - The Change Order number will begin at 0001 but can be changed.
  5. Date - Enter the date of the Change Order
  6. Enter the Company and Description for the Change Order
  7. Contract Duration Change (Days) - If there is to be a change to the duration of the contract, enter the number of days.
  8. Enter the Revised Substantial Completion Date
  9. Executed Date - Enter the date the Change Order was executed.
  10. Change Detail  - The Change Detail tab is used to identify the Approved Amount and/or the Approved Days of the Change Order. There are two options for adding Change Details. 
    1. Add Change Details - Click the 'Add Change Details' button to add change details of the Change Order not associated with a Potential Change Order. Alternately, items can be inserted in a particular position of the Change Details collection by clicking the  icon choosing 'Insert Above' or 'Insert Below'
      1. Enter the Subject
      2. PCO # If the Change Order is not associated with a Potential Change Order, this field can be left blank
      3. Approved Days - If the change carries a change to the duration of the contract, enter the Approved Days
      4. Click the 'Add Change Details' button to add the item to the Change Details Collection or click the 'Add and New' button to add additional details
      5. Save the Change Order
    2. Add Approved PCO - Click the 'Add Approved PCO' button to add change details already associated with a Potential Change Order. Only approved Potential Change Orders that are associated with the same contract as the Change Order will be displayed for selection. 
      1. Select the PCO from the 'Add Change Details' modal and click the 'Add Change Details' button.
      2. Save the Change Order 

Creating a Change Order from a Potential Change Order

If potential changes have been realized and you are ready to create a Change Order, you can use the 'Create CO' button on the Potential Change Order form to create your Change Order. Only approved Potential Change Orders will have the 'Create CO' button. When using this option, the information already present in the Potential Change Order will be brought into the Change Order simplifying the process for creating Change Orders. For more information on Potential Change Orders including the use of the Create CO button, see the Help section Potential Change Orders

Approving a Change Order

Change Orders are not part of a contract until they are approved. To approve a Change Order, click the 'Edit'button and check the 'Approved' box. A courtesy prompt 'Approve?' will be presented asking you to confirm, "Are you sure you want to approve this Change Order?". Select 'No Never mind' to cancel or select 'Yes' to confirm. Save the Change Order. See the Change Order Business Rules at the beginning of this section. Once Change Orders are approved, they can no longer be edited. Approving the Change Order automatically links that Change Order to the Contract referenced in the Change Order.

IMPORTANT

Before approving a Change Order validate that the Change Order - Contract Reference is the correct Contract for this Change Order.


Editing a Change Order

To edit a Change Order, from the log view, click the 'Edit' button. Only Change Orders that are not yet approved, can be edited. Potential Change Orders will display a 'View' button in place of 'Edit' in the Change Order log. Edit the Change Orders as necessary. When finished, click the 'Save' button.

Sharing a Change Order

To share a Change Order to other project users, click the  'Share' button on the Change Order in form view. Note that if a Potential Change Order is linked to a Change Order, the Change Oder will inherit the Sharing rights of the Potential Change Order that is linked. For information on sharing, please see the Help section Sharing Information 


 


 

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