The first step in the Change Orders business process workflow is the Creation step.
To create a new Change Orders record:
- Go to your project. Ensure that you are in the User mode.
- Expand the Change Management node and select Change Orders.
- 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.
- In the Summary Items section click Add.
- Select Lump Sum to enter the change order as a lump sum amount.
- Select Unit Cost to enter the 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 Budget Items line item. From the Commit Line Item Picker Window select a line item and click Select.
- Complete the Line Items form according to the Line Items table below.
- Click Add Cost.
- 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.
- 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.
- Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.
- In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
- In Action Details, select who should receive the record.
- Click To... The User/Groups picker opens that shows a list of available task recipients.
- Select the user or group who will receive the task on the Approval step.
- Click Add.
- 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.
- (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
- Click Send to route the record to the Approval step.
Upper Form
In this field | Do this |
|---|---|
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. |
Project Currency Amount | This is an auto-calculated field that shows the total amount of the line items in project currency. |
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 Name | This value is auto-populated from the contract. |
Contract No | This value is auto-populated from the contract. |
PO Description | This value is auto-populated from the contract. |
Contract No | This is a read-only field - The contract number is auto-populated from the selected contract. |
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)* | 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 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. |
Contract Main Contact | Select a main contact for the Contract record. |
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. |
P6 Activity | Select a P6 activity to associate with this change order. |
P6 Planned Cost | This is auto-populated based on the P6 activity you selected. |
P6 Planned Start | This is auto-populated based on the P6 activity you selected. |
P6 Planned Finish | This is auto-populated based on the P6 activity you selected. |
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. |
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. |
Amount | If the Cost Line Item Type is Lump Sum, then enter the total amount for this line item. |
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. |