🚨 Module 4 will start by using Project B. Make sure you are in Project B for the following steps. 🚨

Owner Initiated Change Orders

A. Create and Send a Change Order Request Package

You would like to gather pricing information from your vendors for a potential addition to the project scope. Let's put together a change order request package to get this information!

Using the Project Navigation Menu, navigate to Change Orders
On the Change Order summary page go to the Change Order Request Packages section and click the Create COR Package button
Input the following information in the Change Order Request Package Details tab:
1. COR Package Title: Conversion of Private Office 3303 to Conference Room
2. COR Package Type: Owner / Client Change
3. Source: Meeting Minutes
4. Change Order Description: Conversion of Private Office 3303 to a standard
  six-person Conference Room
5. Post to ACR: Post to ACR and direct Vendors to Price Only
6. Click the More icon at the top of the page and Save
Navigate to the Requests tab
Click Add Request to send a request to North Star MEP for pricing. Fill out the following information:
1. Select Vendor Contract: North Star MEP
2. Project Cost Code: 0290: MEP Engineer
3. Click the Calculator to enter the following internal estimate:
  1. Click Save
4. Send to: Since this is occurring off-system we have no user on the other end
  to send the request to. Instead, in a real-world situation, you would
  export the PDF version of this request and email it to this off-system
  vendor
5. Date sent to Vendor: today's date
6. Click the More icon at the top of the page, and Save
Scroll down and click Add Request again to send a request to Blackhawk Construction for pricing. Fill out the following information:
1. Select Vendor Contract: Blackhawk Construction
2. Project Cost Code: 0605: Construction - Interiors
3. Click the Calculator to enter the following Estimate:
  1. Click Save
4. Send to: Patrick Kane (since this vendor is on-system, this COR package will be sent through INGENIOUS.BUILD) *if you do not see a contact option in the dropdown, skip this step*
Scroll down and click Add Request again to send a request to Legends Design Group for pricing. Fill out the following information:
1. Select Vendor Contract: Legends Design Group
2. Project Cost Code: 0210: Architect
3. Click the Calculator to enter the following Estimate:
  1. Click Save
4. Send to: Duncan Keith (since this vendor is on-system, this COR package will be sent through INGENIOUS.BUILD) *if you do not see a contact option in the dropdown, skip this step*
click the More icon at the top of the page, and click Save
When you are ready to distribute the Change Order Request Package, click Send All *if you did not see contacts in the dropdown, skip this step*

You have now distributed the Change Order Request and await pricing so you can start processing change orders. 💰 Great work!

🚨 You will now switch from Project B to Project C 🚨 The next training activity will cover receiving and inputting vendor change orders while you wait for the vendors to respond to the Change Order Request you just sent. Let's dive in!

B. Process an On-System Change Order for Legends Design Group

Go to Project Settings
Go to the Financial Approval Workflows tab to turn off client approval.
1. Click Edit
2. Select Disabled for all items
3. Click Save
From the project navigation, select Change Orders. Find Received Change Orders and select View All. Here you can see change orders you have received from your vendors.
You'll now manage the approval of the $5,000 on-system change order that has
been sent from Legends Design for additional services associated with Graphics and Branding services. Click on the Add Service: Graphics and Branding Change Order received from Legends Design
1. Review the Change Order content in the Details tab
2. Review the cost lines associated with this Change Order in the Cost Details tab
3. Review the attached backup documentation in the Files tab
When you are satisfied with the vendor's content click Approve at the top of the page
1. Type 'YES'
2. Add note: Approved on today's date
3. Click Approve
Click Start Contract Amendment
1. Upload Architect Contract Amendment 001.pdf
2. Check the checkbox next to I hereby confirm that I have reviewed this contract amendment and it has been fully executed
3. Click Execute Contract

Congratulations! You have just executed your first on-system change order! 👏

Processing Off-System Change Orders

C. Process an Off-System Change Order for North Star MEP

Since North Star MEP is working off-system, you have received a change order from them via email and will now upload it into the system to process. ✉️

Using the Project Navigation Menu, navigate to Change Orders
Under Received Change Orders, click Create Off-System CO
Input the following information in the Details tab (use attachment as reference North Star MEP Change Order 001.pdf):
1. Vendor Change Order ID: Add Services 01
2. Contract: North Star MEP - MEP Engineering
3. Received From: Mike Madano
4. Change Order Title: Design Fire Suppression System
5. Change Order Type: Owner/ Client Change
6. Source: Meeting Minutes
7. Change Order Description: See the Vendor’s description in the attachment
8. Schedule Impact: No
9. Click Save as Draft at the top of the page
Navigate to the Cost Details tab to enter the vendor cost details for the change order
1. Under the Select Quoted Item / SoV dropdown, scroll down and click on Add New Scope
2. Type "Add Service for Fire Suppression", click Add
3. Confirm Cost Code is '0290: MEP Engineer'
4. Input the following Change Order cost breakdown based on the North Star MEP Add Service 01 document using the Add Phase button to add multiple cost lines
5. Click Save as Draft at the top of the page
Navigate to the Files tab to upload backup documentation for the change order
1. Upload North Star MEP Change Order 001.pdf
2. Click Save as Draft at the top of the page
Now that you have provided all the detail for the change order, you're ready to go through the approval process. Click the More icon at the top of the page, and Approve
1. Type 'YES'
2. Add note: Approved on today's date
3. Click Approve
Click Start Contract Amendment
1. Upload MEP Engineer Contract Amendment 001.pdf
2. Check the checkbox next to I hereby confirm that I have reviewed this contract amendment and it has been fully executed
3. Click Execute Contract

You have just executed your first off-system change order! 👏 Let's do another one to get some more practice.

D. Process an Off-System Change Order Credit for North Star MEP

You have removed some scope of work and North Star MEP has submitted a credit of $5,000 to be deducted from their contract. Let's process this credit within INGENIOUS.BUILD!

Click the back arrow at the upper lefthand corner of the page to take you back to your Received Change Orders page
From here, click Create Off-System CO
Input the following information in the Details tab (use attachment as reference North Star MEP Change Order 002_Credit.pdf):
1. Vendor Change Order ID: Deduct Services 02
2. Contract: North Star MEP - MEP Engineering
3. Received From: Mike Madano
4. Change Order Title: Deduct - Owner Removed Scope of Work
5. Change Order Type: Owner/ Client Change
6. Source: Meeting Minutes
7. Change Order Description: Credit for deleted scope of work
8. Schedule Impact: No
9. Click Save as Draft at the top of the page
Navigate to the Cost Details tab to enter the vendor cost details for the change order
1. Under the Select Quoted Item / SoV dropdown, scroll down and click on Add New Scope
2. Type "Credit for Deleted Scope of Work", click Add
3. Confirm Cost Code is '0290: MEP Engineer'
4. Input the following Change Order cost breakdown. When entering the credit, make sure to type a "-" sign to indicate it is a negative number.
5. Click Save as Draft at the top of the page
Now that you have provided all the detail for the change order, you're ready to go through the approval process. Click the More icon at the top of the page, and Approve
1. Type 'YES'
2. Add note: Approved on today's date
3. Click Approve
Click Start Contract Amendment
1. Upload MEP Engineer Contract Amendment 001.pdf
2. Check the checkbox next to I hereby confirm that I have reviewed this contract amendment and it has been fully executed
3. Click Execute Contract

The credit is now executed! 💸

Processing Change Order Request Responses

In the first step of this module, we sent out a change order request package to our vendors to gather some pricing information. Let's assume some time has gone by 🕦 and the vendors have now responded with their pricing! We'll take a look and process the incoming information.

E. Process Legends Design Group's Change Order Request

Using the Project Navigation Menu, navigate to Change Orders
In the Change Order Request Packages tile, click View All
Click on the "Conversion of Private Office 3303 to Conference Room" package we created earlier
Click the Requests tab
Click on View Received CO next to Legends Design Group (you may have to scroll down on the page to locate this)
Within the change order, take a minute to click through the tabs and review the information
When you are satisfied with the vendor's content click Approve at the top of the page
1. Type YES
2. Add note: Approved on today's date
3. Click Approve
Click Start Contract Amendment
1. Upload Architect Contract Amendment 002.pdf
2. Check the checkbox next to I hereby confirm that I have reviewed this contract amendment and it has been fully executed
3. Click Execute Contract

You have now processed Legends change order for this specific request. Let's go back in and process the other two!

F. Process Blackhawk Construction's Change Order Request

Click on View Received CO next to Blackhawk Construction (you may have to scroll down on the page to locate this)
Within the change order, take a minute to click through the tabs and review the information
When you are satisfied with the vendor's content click Approve at the top of the page
1. Type YES
2. Add note: Approved on today's date
3. Click Approve
Click Start Contract Amendment
1. Upload GC Contract Amendment 001.pdf
2. Check the checkbox next to I hereby confirm that I have reviewed this contract amendment and it has been fully executed
3. Click Execute Contract

You have now processed Blackhawk's change order for this specific request. Two down, one to go!

G. Create North Star MEP's Change Order Request

Since North Star MEP is an off-system vendor, they replied to your email request and provided a pdf document with pricing. You'll now be entering this information into the INGENIOUS.BUILD system!

Next to the North Star MEP line, click Create Manual CO
Under Details, some details from the Change Order Request Package will automatically pull in. For the rest, enter the following using the attachment as reference North Star MEP Change Order 003.pdf:
1. Vendor Change Order ID: Add Services 03
2. Received From: Mike Madano
3. Schedule Impact: No
Navigate to the Cost Details tab to enter the vendor cost details for the change order
1. Under the Select Quoted Item / SoV dropdown, scroll down and click on Add New Scope
2. Type "MEP - Office 3303 Change", click Add
3. Confirm Cost Code is '0290: MEP Engineer'
4. Input the following Change Order cost breakdown based on the North Star MEP Add Service 02 document using the Add Phase button to add multiple cost lines
5. Click Save as Draft at the top of the page
Navigate to the Files tab to upload backup documentation for the change order
1. Upload North Star MEP Change Order 003.pdf
2. Click Save as Draft at the top of the page
Now that you have provided all the detail for the change order, you're ready to go through the approval process. Click the More icon at the top of the page, and Approve
1. Type 'YES'
2. Add note: Approved on today's date
3. Click Approve
Click Start Contract Amendment
1. Upload MEP Engineer Contract Amendment 003.pdf
2. Check the checkbox next to I hereby confirm that I have reviewed this contract amendment and it has been fully executed
3. Click Execute Contract

You have now processed North Star's change order for this specific request. You are all done with this change order request. Let's move on to budget changes!

Processing Budget Changes

H. Process a Master Budget Change

As the project has evolved, you'd like to reallocate $50,000 from your contingency allowance into the construction budget. Let's walk through how to do this!

In the left hand navigation, click on the Master Project Budget/ACR
Select the Owner Budget Changes tab
Click Add New Budget Change
Enter the following information under Details:
1. Budget Change Category: Contingency Reallocation
2. Reason for Change: Budget Scope Gap
3. Description: Reallocation of contingency funds to construction
Click Next Step
Enter the following information under Budget Line Items:
1. Cost Code From: '06.1090 Miscellaneous Cost – Project Contingency'
2. Cost Code To: '03.0605 - Construction Cost - Construction - Interiors'
3. Change Amount: $50,000
Click Save as Pending
1. Click, Yes Save as Pending
2. Now that this is saved as pending, the budget change amount can now be seen moving $ from '06.1090 Miscellaneous Cost – Project Contingency' to '03.0605 Construction Cost – Construction Interiors' in the Pending Budget Changes (Column D) on the Budget/ACR. Go take a look for yourself by clicking back to the Budget Summary tab!
Back on the Owner Budget Changes tab, click into the budget change that was just created
Click Approve
1. Type 'YES'
2. Add note: Approved on today's date
3. Click Approve
Now that the budget change is approved, the budget change amount can now be seen moving $ from '06.1090 Miscellaneous Cost – Project Contingency' to '03.0605 Construction Cost – Construction Interiors' and has moved from the
Pending Budget Changes (Column D) to the Approved Budget Changes (Column
B). Go take a look for yourself by clicking back to the Budget Summary tab!

You have just processed your first budget change! 🔁 Now whenever you need to reallocate money within your budget you'll be ready to make those changes!

📓 To document your completion of Module 4, navigate to the Master Budget/ACR, click the Export icon > Export to PDF> ACR PDF> Rentable> ACR Summary & Detail, and save the pdf to your files.

You have now completed Module 4. 🎉 You sent out a change order request package, processed off-system change orders, and approved a budget change. Proceed to Module 5.

Module 5