Overview

A Change Order Request is a request sent by a client to a vendor for pricing for a change in scope from the vendors’ original contract.

Pre-requisites

In order to send a change order request, the project contract representing the vendor must be created and executed for the selected project. See How to Create a Vendor Contract for more details.

Process

  1. Select the project that the change order will be for

  2. Using the project navigation menu, scroll down to Change Orders tab

  3. On the bottom right corner of the Change Order request Packages section click the Create COR Package button.

Create the Change Order Request Package

4. Enter General Details about the Change Order Request Package in the Details tab:

  • Change Order Request Package ID: This is a system-generated ID. It shows the sequential number of all change order request packages on this project.

  • Project: the name of the selected project will be shown here

  • Change Order Title: enter name the change order

  • Type: choose which type of change order this is:

  • Created Date: select the date the change order request package was created. (this will default to today’s date)

  • Source(s): indicate the source item that initiated this a change order. More than one source can be selected.

  • Change Order Request Package 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.

5. Enter the vendors you wish to request a change order from in the Requests tab:

  • Select Vendor Contract: Using the dropdown menu choose an executed contract from the ‘Project Contacts’ module that you are requesting a change order from.

    • For OwnerIO, RepIO, and GCIO: You can also select “Non-contracted Cost code” to post an estimate for work to be done as part of this request to a cost code on the budget/ACR that has not yet been contracted to a vendor.

  • Project Cost Code: 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. The estimate for this Change Order Request will populate to the Project Cost Code line from the budget / ACR that is shown here. If there is only one project cost code on the selected vendor contract the Project Cost Code will auto-populate with that same cost code (though you can change this if you’d like).

  • Estimate: Enter in an estimate for the services that you are requesting a change order for. (NOTE: The estimate is editable until a change order has been received in response to this COR)

  • Send To: Select the person at the vendor company who you would like to receive this request for a Change Order.

  • Received Price: This is the actual price received from your vendor after responding to the request for a change order.

  • Received Date: This field will shows you the date that you received your vendor’s response to the Change Order Request

  • Received CO Status: This shows the status of the Change Order that was received in response to this COR

  • Estimated Schedule Impact: Enter a time estimate that you anticipate for the services that you are requesting a change order for

  • Add Quoted Item / SoV: Add Quoted Item / SoV to your Vendor Change Order Request to dictate how you want the structure of the change order to be sent back to you.

6. Click the Send or Send All button to send the request to on-system vendors

  • If the chosen contract is for a vendor who is off system you will instead be prompted to select the date that you sent them the request off system, and to Create a Manual CO on their behalf within Ingenious once they have responded to the request. To learn more about how to do this see Create a Vendor Change Order

7. Once a Change Order has been received in response to the Change Order Request a button will show up to view the received change order. You can then process that change order from that screen. To learn more about how to do this see Received Change Orders

8. Attach any files that are relevant to the change order using the Files tab.

9. Discuss questions and issues pertaining to this specific COR package with your vendors in the Discussion tab

10. See the progress of the Change Order Request Package in the Timeline tab.

Change Order Request Package Statuses

  • To Be Issued: A Change Order Request Package that has at least one request that has yet to be sent to the Vendor

  • Pending Response: A Change Order Request Package that has at least one request that has yet to be responded to by a vendor, and all requests have been sent

  • Pending Approval / R&R: A Change Order Request Package that has at least one change order that is still in a ‘Pending’ status

  • Approved: A Change Order Request Package that has aAll change orders within it Executed

  • Rejected: A Change Order Request Package that has aAll change orders within it Rejected

See Also

How to Create a Contract

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