Within the Change Orders tab of a selected project, you have the ability to add change orders on behalf of the extra work your company is providing. These change orders are labeled as My Change Orders.
Your main project contract must be filled out and executed between your company and your client prior to creating a 'My Change Order'. Executing the contract will create a commitment in the project budget ACR and allow for invoicing and change orders. The quoted items and schedule of values defined within the contract will determine how the change order will be structured.
If your client is on-system, they will be able to receive your change orders through Ingenious for review and either approve or reject the change order digitally.
If your client is off-system, then the change orders you create will be for record and will need to be transmitted outside of the platform to your client for approval.
Select the project from the project list
Navigate to the Change Orders module from the project dropdown menu or project dashboard
See the My Change Orders section
Here you will see the status of all the change orders your company has created and submitted for the selected project:
Create a 'My Change Order'
1. Click Create My CO under the 'My Change Orders' section
2. Enter Change Order General Details in the Details tab:
Project Change Order ID: this is a system generated Change Order Number to identify a specific change order on the project
Contract Change Order ID: This is a system-generated ID for executed change orders on this contract.
Contract: Your company's executed main project contract will be listed here
Project: The name of the selected project will be shown here
Recipient: your specified client will be listed here. If your client is labeled as off-system on the project contract, they will not receive this change order digitally.
Change Order Title: enter name the change order
Type: choose which type of change order this is
Date Created: select the date the change order is taking place. The system will default to today's date.
Source: Indicate the source item that initiated this Change Order
Schedule Impact: If the change order will cause a delay in the project schedule, specify the impact to the schedule by inputting a number and selecting Days/Weeks/Months, or do not input a number and the system will default to “TBD”
Change Order Description: Enter the full description of the change order:
Team Members: add any internal team members that need visibility into this change order. Additionally, you can set default reviewers within the company settings for the project.
External reviewers / Consultants: choose external contacts to send this change order to. They will receive an email notification with a link to the change order for their review.
3. Enter the Cost Impact associated with this Change Order in the My Cost Details tab:
Quoted Item/SoV: Using the dropdown menu choose an existing Quoted Item/ SoV from your contract to expand on existing scope, or Add New Scope if the Change Order is adding brand new scope to your contract. Once selected the cost input lines will appear
Project Cost Code: If you chose an existing Quoted Item/SoV from the contract the Project Cost Code will auto-populate with the cost code that is already assigned to that Quoted Item/SoV on your Main Contract. If you the Quoted Item/SoV is new scope then the Project Cost Code will appear as a dropdown menu allowing you to choose which cost code line from the Budget/ACR this cost should fall under (the first cost code on the budget will be selected by default, but is editable). NOTE: Only OwnerIO, RepIO and GCIO workspaces will have this field. DesignIO and SubIO workspaces will not have this field since they do not have a Budget/ACR.
Add Change Order Markup: This will populate a list of Change Orders that you have received from vendors who are contracted to you, and allow you to add a line that is specifically for adding a markup percentage on top of that Change Order.
Import SoV Phases: If you chose an existing Quoted Item/SoV from your contract this button will reference all phases associated with that Quoted Item/SoV from the contract and allow you to import them as a cost line on this change order under this Quoted Item/SoV. NOTE: This is only to import the lines as text and are added for reference. This will not affect the value of those phases from the original contract.
4. Attach received Change Orders from contracted vendors in the Vendor Change Order(s) tab:
Attach Received Change Orders: This button will prompt you with a list of all change Orders received from vendors that are contracted to you to attach into your change order.
Add Manual CO: This button will allow you to manually input the change order details of a change order that you received off system. Once input this change order can then be attached to your My Change Order using the Attach Received Change Orders button
Change Order Request Package: Initiate a Change Order Request Package directly from your My Change Order. All received change orders in response to the change order request can then be attached to your My Change Order.
5. Attach any files that are relevant to the change order using the Files tab.
6. See the progress of the Change Order in the Timeline tab.
7a. If your Client is On-System you can use the Actions button to either Save your progress or Send the Change Order to your Client for review.
7b. If your Client is Off-System you can use the Actions button to either Save your progress or change the status of the Change Order.
Save as Draft: saves your entry for it to be edited later
Save as Vendor Submission (Pending): The change order has been neither approved nor rejected and is awaiting action. (For those using OwnerIO, RepIO, or GCIO the amount for this change order will update in the ‘Pending Contract Changes’ column on the ACR)
Revise and Resubmit: This selection will populate the ‘Revise and Resubmit Reason Modal’ which will require you to submit a reason as to why this change order is being returned for revision and resubmission. This reason will be recorded in the change order timeline tab of this change order. Also, the change order will now be editable.
Reject: This denies the change order request and stores it as that status (For those using OwnerIO, RepIO, or GCIO once the change order is Rejected the amount will no longer be shown on the budget/ACR)
Approved (Pending Contract Amendment): This will tentatively approve the Change Order pending submission of an amendment to the original contract. The status will become 'Pending Contract Amendment' and you will be able to start the contract amendment exchange process.
Execute: this will populate the contract amendment slide out modal. This will require you to upload the signed version of the contract amendment to fully execute this change order and add this scope into the contract. (For those using OwnerIO, RepIO, or GCIO once the change order is executed the amount will be shown in the ‘Approved Contract Changes’ column on the budget)