The Contract Management section of the User Guide contains the following topics:
Back Charge | Change Orders / Variations | Delay Notice
Extension of Time (EOT) Notice | Non-Conformance | Project Instruction | Submittals
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Change Orders/Variations - What is a Change Order?
A change order is a document used to alter the original agreement on a construction project. It details the changes in the scope of work, cost, and schedule that are required.
In project management, change orders are also called Variations or Variation Orders in some markets.
Change Orders/Variations - Create a Change Order notice
To create a Change Order notice, follow the steps below.
Navigate to your project’s Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click the “CREATE” button to start completing your notice information.
First, type into the “To” field to search for the contact you would like to address the Change Order notice to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts to not require a WeBuild account to view, download or respond to your notice.
Complete the description of the Change Order claim and set the response required by clicking in to the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Type in the item name, quantity, rate and related tax setting (i.e. excluding tax or including tax).
To add additional items, click the “ADD ITEM” button.
Note: If the costs related to the Change Order claim are unknown, check the “Costs to be Confirmed” box. Change Order costs can be added at a later date by clicking in to the notice from the register.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top-right hand side of your screen to reveal the below options:
After sending a Change Order notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Change Order notice pdf and any related attachments, or click “View Details” button to view the Change Order notice and related files via the interface.
Recipients can also approve/reject Change Order claims via the interface by clicking the “Approve”, “Partly Approve” or “Reject” buttons.
A record of the Change Order notice is added to your project’s Change Order register with all related information, including a date/time stamp for download activity.
Example: Change Order Notice email notification
Example: Change Order notice pdf file
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Change Order notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Change Order notice emails and messages will also be logged in the “COMMENTS” tab of the Change Order notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Example: Change Order notice – “BREAKDOWN” tab
Example: Change Order notice – “RECIPIENTS” tab
Example: Change Order notice – “COMMENTS” tab
Example: Change Order notice – adding attachments to “COMMENTS” tab
Change Orders/Variations - Close a Change Order notice
This article will teach you how project team members and Change Order notice recipients can approve, partially approve or reject Change Order claim notices.
To close a Change Order notice, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click on the related Change Order notice.
In the “EOT BREAKDOWN” tab, click the “APPROVALS” button on the top right-hand side of your delay days list.
The total claimed Change Order amount is listed in the Approvals dialogue.
Type in the amount that has been approved for the claim.
After a project team member enters the approved Change Order amount, they can close the Change Order notice and send updates to all notice contacts. An updated Change Order notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
To add your signature to the “sign-off” section of your updated Change Order notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.
Example: Closing a Change Order notice – signature section
Example: Closed Change Order notice email notification
Example: Change Order notice .pdf file with “Sign-off” section included.
Go to your email inbox and open the related Change Order notice email notification.
At the bottom of the Change Order notice email notification, click the “APPROVE”, “PARTLY APPROVE” or “REJECT” button to be directed to the Change Order notice interface.
Note: Contacts from outside your organisation can only view and download notices that are related to them.
The total claimed Change Order amount is listed in the Approvals dialogue.
Type in the amount that has been approved for the claim.
After a project team member enters the approved Change Order amount, they can close the Change Order notice and send updates to all notice contacts. An updated Change Order notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
To add your signature to the “sign-off” section of your updated Change Order notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.
Example: Closing a Change Order notice – signature section
Example: Closed Change Order notice email notification
Example: Change Order notice .pdf file with “Sign-off” section included.
Change Orders/Variations - Edit a Change Order notice
To edit a Change Order notice, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click the overflow button on the right-hand side of a Change Order notice block and select “Edit” from the menu.
Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the Change Order notice.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.
Edit or add to the description of the Change Order claim and set the response required by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Remove cost items by clicking the “X” button on the right-hand side of each, or add additional cost items by clicking the “ADD DAYS” button.
Note: If the costs related to the Change Order claim are unknown, check the “Costs to be Confirmed” box. Change Order costs can be added at a later date by clicking into the notice from the register.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
After re-sending a Change Order notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Change Order notice pdf and any related attachments or click “View Details” button to view the Change Order notice and related files via the interface.
Recipients can also approve/reject Change Order claims via the interface by clicking the “Approve”, “Partly Approve” or “Reject” buttons.
The existing record of the Change Order notice is updated in your project’s Change Order register with all related information, including a date/time stamp for download activity.
Example: Change Order Notice email notification
Example: Change Order notice pdf file
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Change Order notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Change Order notice emails and messages will also be logged in the “COMMENTS” tab of the Change Order notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Example: Change Order notice – “BREAKDOWN” tab
Example: Change Order notice – “RECIPIENTS” tab
Example: Change Order notice – “COMMENTS” tab
Example: Change Order notice – adding attachments to “COMMENTS” tab
Change Orders/Variations - Export a Change Order notice
To export a Change Order notice, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click the overflow button on the right-hand side of a Change Order notice block and select “Export” from the menu.
Note: To select multiple Change Order notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Change Orders/Variations - Share a Change Order notice
To share a Change Order notice, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click the overflow button on the right-hand side of a Change Order notice block and select “Share” from the menu.
Note: To select multiple Change Order notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Add one or more contacts you would like to share your selected notices with by typing into the search field and selecting them from the list.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view or download shared notices.
After sharing a Change Order notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Change Order notice pdf and any related attachments.
Example: Change Order notice share email notification
Example: Change Order notice pdf file
Change Orders Variations - Duplicate a Change Order notice
To duplicate a Change Order notice, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click the overflow button on the right-hand side of a Change Order notice block and select “Duplicate” from the menu.
First, type into the “To” field to search for the contact you would like to address the Change Order notice to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Edit or add to the description of the Change Order claim and set the response required by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Remove cost items by clicking the “X” button on the right-hand side of each, or add additional cost items by clicking the “ADD DAYS” button.
Note: If the costs related to the Change Order claim are unknown, check the “Costs to be Confirmed” box. Change Order costs can be added at a later date by clicking into the notice from the register.
Click the small floating paperclip button to reveal the attachment options for your notice.
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
After re-sending a Change Order notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Change Order notice pdf and any related attachments or click “View Details” button to view the Change Order notice and related files via the interface.
Recipients can also approve/reject Change Order claims via the interface by clicking the “Approve”, “Partly Approve” or “Reject” buttons.
The existing record of the Change Order notice is updated in your project’s Change Order register with all related information, including a date/time stamp for download activity.
Example: Change Order Notice email notification
Example: Change Order notice pdf file
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Change Order notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Change Order notice emails and messages will also be logged in the “COMMENTS” tab of the Change Order notice in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Example: Change Order notice – “BREAKDOWN” tab
Example: Change Order notice – “RECIPIENTS” tab
Example: Change Order notice – “COMMENTS” tab
Example: Change Order notice – adding attachments to “COMMENTS” tab
Change Orders/ Variations - Remove a Change order notice
To remove a Change Order notice, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Click the overflow button on the right-hand side of a Change Order notice block and select “Remove” from the menu.
Note: To select multiple Change Order notices, hover over the notice and click the check box on the left-hand side of the notice title.
Change Orders / Variations - Export a Change Order register report
To export a Change Order register report, follow the steps below.
Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.
Select the Change Order notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.
Click on the “SUMMARY” button on the floating toolbar to export a report of your Change Order register.
Example: Change Order register report pdf file
