Creating a Change Orders Record

The first step in the Change Orders business process workflow is the Creation step.

To create a new Change Orders record:

  1. Go to your project. Ensure that you are in the User mode.
  2. Expand the Change Management node.
  3. Click Change Orders.
  4. From the BP log page, click Create.Complete the Upper form according to the Upper form table below. You must enter a value in all required fields before you can send the record to the next step in the workflow. If you save the form before you send it, Unifier will save it in the Drafts folder.
  5. In the Summary Items section, click Add.
    • Select Lump Sum to enter a Change Order as a lump sum amount.
    • Select Unit Cost to enter Change Order separately for each item. You can only enter item quantity and item unit cost.
    • Select Modify Committed Line item to make changes to an existing contracts line item. From the Commit Line Item Picker Window select a line item and click Select.
  6. Complete the Line Items form according to the Line Items table below.
  7. Click Add Cost.
  8. Select a cost code to associate with this cost item, and click the Select button. You can distribute the total amount across multiple cost codes. Click the Add Remaining button to add the remaining amount to a cost code.
  9. Click Save to save the Line Item. Unifier automatically calculates the aggregate value of the line items and displays the amount in Total Amount at the bottom of the record as well as in the Amount field in the upper form.
  10. Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.
  11. In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
  12. In Action Details, select who should receive the record.
    1. Click To... The User/Groups picker opens that shows a list of available task recipients.
    2. Select the user or group who will receive the task on the Approval step.
    3. Click Add.
    4. Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipients Tasks log.
    5. (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
  13. Click Send to route the record to the Review step.

Upper Form

In this field

Do this

General block

Record Number

This is a read-only field that Unifier populates when you send the form to the Approval step.

Title*

This is a required field - Enter a title for the record.

Project Number

This field is auto-populated from the project.

Project Name

This field is auto-populated from the project.

Transaction Currency

This is a read-only field that is auto-populated when you select the contract.

Creator

This is a read-only field that identifies the person that created the record. The field appears as a link to the creator's contact information.

Creation Date

This is a read-only field that Unifier populates when you send the record to the next step in the routing.

Due Date

This is a read-only field.

Due Date is pre-populated to reflect the number of days you have to finish routing the record. If the record becomes late, Unifier displays the record Title in bold red.

Status

This read-only field is blank while on the Creation step. The status will change when the task is accepted on the next step in the workflow.

Amount

This is an auto-calculated field that shows the total amount of the line items.

CO Information block

Contract/PO*

This is a required field - Select the contract for the change order from the drop-down menu. Selecting a contract activates the SOV button in the record tool bar.

Contract No

This is a read-only field - The contract number is auto-populated from the selected contract.

PO Description

Enter a description for the potential change order.

Reason*

This is a required field - Select a reason for the change from the drop-down menu.

Change Reason*

This is a required field - Enter a detailed reason, up to 4000 characters, for the potential change order.

Schedule Impact (Days)*

This is a required field - Enter the number of days this potential change order could affect the schedule.

Scope of Work*

This is a required field - Enter a detailed scope of work, up to 4000 characters, for the potential change order.

Vendor Information block

Vendor ID

This field is auto-populated from the Vendor record associated with the Contract record.

Vendor Name

This field is auto-populated from the Vendor record associated with the Contract record.

Primary Contact

This field is auto-populated from the Vendor record associated with the Contract record.

Email

This field is auto-populated from the Vendor record associated with the Contract record.

Phone

This field is auto-populated from the Vendor record associated with the Contract record.

Original Contract Amount

Unifier auto-populates this value based on the contract selection.

Net Changes by Change Orders

Unifier auto-populates this value based on net changes to change order amounts (additions and reductions).

Revised Contract Amount

Unifier auto-populates this value based on the formula:
Original Contract Amount + Net Changes by Change Orders

Amount Previous to this Change Order

This field is auto-populated.

Change Request Amount

This field is auto-populated.

Pending Changes

This field is auto-populated.

Potential Contract Amount

This field is auto-populated.

Actuals to Date

This field is auto-populated.

Contract Balance

This field is auto-populated.

P6 Activity

Select a P6 activity.

P6 Planned Cost

This is a read-only field.

P6 Planned Start

This is a read-only field.

P6 Planned Finish

This is a read-only field.

Line Items

In this field

Do this

Cost Line Item Type

This is auto-populated based on the Line Item Type you selected.

Short Description*

This is a required field - Enter a brief description of the item specified on the line item.

Spend Category

Select a category from the drop-down menu.

Item Quantity*

This is a required field if the Cost Line Item Type is Unit Cost. Enter the number of items specified on the line item.
This is a read-only field if the Cost Line Item Type is Lump Sum.

Unit of Measure*

Select the Unit of Measure for the item specified on the line item line item

Item Unit Cost*

This is a required field if the Cost Line Item Type is Unit Cost. Enter the price of the item specified on the line item.
This is a read-only field if the Cost Line Item Type is Lump Sum.

Amount

If the Cost Line Item Type is Lump Sum, then enter the total amount for this line item.
This is a read-only field if the Cost Line Item Type is Unit Cost. It is auto-calculated using the formula Item Quantity x Item Unit Cost.

Change Order #

This field is auto-populated with the change order number.

Reference

This is a read-only field. It references a potential change order.

Consolidated?

This is a read-only field. It displays if the potentials changes have been consolidated.

Costed Quantity

This a read-only field.

Not costed Amount

This a read-only field.

Costed Amount

This a read-only field.

Not Costed Quantity

This a read-only field.

P6 Activity

Select a P6 activity associated with this item.

P6 Planned Cost

This read-only field is based on the selected P6 activity.

P6 Planned Start

This read-only field is based on the selected P6 activity.

P6 Planned Finish

This read-only field is based on the selected P6 activity.

Contract No

This is a read-only field. It displays the contract number.

Contract Name

This is a read-only field. It displays the contract name

Change Order

This is a read-only field.


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Last Published Tuesday, March 2, 2021