CHANGE ORDERS
Change orders allow you to legally change a signed contract, including adding new items of work to the contract, increasing/decreasing quantities of existing items, making time extensions, setting final quantities, and specification changes.
Please remember that depending on policies, system configurations, and roles, you may not have access to all the AASHTOWare Project Construction & Materials functionality shown in this Users’ guide.
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Adding a Change Order to a Contract
1. Navigate to the Change Order component.
2. Click the component Actions button and choose the Select Contract to Add Change Order action.
3. Search for and select the appropriate contract.
4. Click the Create Change Order on Contract button.
5. The following fields must be completed:
a. Change Order Date - enter the date of the change order. b. Description - enter a description for the change order. c. Change Order Type - click the drop-down arrow and select the classification for the change order. d. Author - search for and select the user ID for the person creating the change order.
6. The following fields will self-populate:
a. Entered By - indicates the name of the person who added the record. b. Entered Date - indicates the date and time the record was added. c. Explanations - indicates the number of explanations associated to the change order, from the Change Order Explanations section in the lower part of the window. d. Change Order Revision Number - indicates that number of times that the change order was revised. e. Approval Date - indicates the date the change order was approved, when applicable. f. Current Approval Round - specifies the current round of approval that has been achieved for the change order. g. Current Approval Group - specifies the approval group corresponding to the current level of approval. h. Override Approval Rules - indicates whether standard approval rules are superseded for the change order. i. Total of Previously Approved Change Orders - indicates the total amount of all other change orders for this contract that have reached approval status.
7. Click the Save button.
Change Order Explanations
Explanation information can be added for the change order in the Change Order Explanations section. You can add your own explanation. The system enters a sequence number in the Order field, which can be changed.
To add an explanation to a change order:
1. In the Change Orders Explanation section, in the Reference Explanation Name field, enter the order and the supplemental explanation for the item, as appropriate.
2. Click the Save button.
Changing Item Quantities with a Change Order
Sometimes during construction on an project, there may be a need to increase or decrease the quantity of a work item that was approved in the executed contract. The Increase/Decrease Items tab contains a row for each item quantity being changed on this change order. The rows are divided into two sections, one for general quantity changes on items that are not completed in the project and the other for quantity changes needed to balance completed items. 1. Click the Increase/Decrease Items tab.
2. In the Increase/Decrease Items section, click the Select Items button.
3. Search for and select the item(s) to change.
4. Click the Add to Change Order button.
5. Click the arrow to expand the row.
6. In the Increase/Decrease Quantity field, enter the change to the approved quantity for the contract project item.
7. In the Change Order Increase/Decrease Items Explanations section, enter the order and the supplemental explanation for the item, as appropriate.
8. Click the Save button.
