User Guide

Contract Management

Change Orders/Variations

 

 

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Change Orders/Variations

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.

Step 1:  Go to the Change Order register

Navigate to your project’s Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Click the “CREATE” button

Click the “CREATE” button to start completing your notice information.

Step 3:  Add recipients

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.

Step 4:  Add notice information and response required date

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.

Step 5:  Add Change Order claim costs

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. 

Step 6:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 7:  Send, Save or Save as draft

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:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 8:  Notifications (if sent)

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

Step 9:  Responses or questions

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.

Project team members

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Go into a Change Order notice

Click on the related Change Order notice.

Step 3:  Click the “APPROVALS” button

In the “EOT BREAKDOWN” tab, click the “APPROVALS” button on the top right-hand side of your delay days list.

Step 4:  Enter the approved amount

The total claimed Change Order amount is listed in the Approvals dialogue.

Type in the amount that has been approved for the claim.

Step 5:  Close Change Order notice

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 Order notice recipients

Step 1:  Go to Change Order notice email notification

Go to your email inbox and open the related Change Order notice email notification.

Step 2:  Click an action button

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.

Step 3:  Enter the approved amount

The total claimed Change Order amount is listed in the Approvals dialogue.

Type in the amount that has been approved for the claim.

Step 4:  Close Change Order notice

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.

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Change Order notice block and select “Edit” from the menu.

Step 3:  Add or remove recipients

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.

Step 4:  Add/edit notice information and response required a date

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.

Step 5:  Add/remove Change Order claim costs

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. 

Step 6:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 7:  Send, Save or Save as draft

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:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 8:  Notifications (if sent)

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

Step 9:  Responses or questions

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.

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Click the overflow button

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.

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Click the overflow button

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.

Step 3:  Add recipients and share

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.

Step 4:  Notifications

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.

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Change Order notice block and select “Duplicate” from the menu.

Step 3:  Add recipients

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.

Step 4:  Add/edit notice information and response required a date

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.

Step 5:  Add/remove Change Order claim costs

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. 

Step 6:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 7:  Send, Save or Save as draft

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:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 8:  Notifications (if sent)

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

Step 9:  Responses or questions

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.

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Click the overflow button

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.

Step 1:  Go to the Change Order register

Navigate to your Management module and click on the Change Order notice tool to access your project’s Change Order register.

Step 2:  Select notices

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.

Step 3:  Click the “SUMMARY” button

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

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