Change Orders Training Guide

Change Orders Training Guide Date Created: 7/7/2021 Date Updated: 7/7/2021

Change Orders

About ............................................................................................................................................................................... 3

Workflow Diagram .......................................................................................................................................................... 3

Process Overview ............................................................................................................................................................ 5

Notes ............................................................................................................................................................................... 5

Step-by-Step Instructions ................................................................................................................................................ 6

Create Change Order .................................................................................................................................................. 6

Update Change Order ................................................................................................................................................. 9

Submit Change Order for Approval ........................................................................................................................... 11

Review and DocuSign Change Order ........................................................................................................................ 13



Compile Change Order Package ................................................................................................................................ 17

Review and Pin Code Sign Change Order Package.................................................................................................... 19


Approve and DocuSign Package ................................................................................................................................ 22





Create Change Order ................................................................................................................................................ 27

Update Change Order ............................................................................................................................................... 29

Submit Change Order for Approval ........................................................................................................................... 30

Review and DocuSign Change Order and submit for CM Firm Signature ................................................................. 31


Compile Change Order Package ................................................................................................................................ 34









About A Change Order adds positive or negative cost items to Expense Contracts and/or extend time. Amendments process Change Orders for approval and encumbrance. For Mentor Contracts, Construction Management work is also approved and encumbered. All cost lines are grouped by LLW and copied to Master Contract Authorizations. Workflow Diagram

Process Overview The Change Order process can be initiated by either the CM Firm (Contractor proposals under $25K) or the COU Lead Estimator (Contractor proposals greater than $25K) – steps for both workflow routes are provided in this training guide. Once the responsible party executes the Amendment process, the Operations Manager processes the Amendment and DocuSigns the Amendment to Award Sub-Contract which is sent to the CM. The System initiates a RESOA budget check for LLWs flagged with RESOA funding. If RESOA funds are available, the request is sent to Finance for encumbrance. If RESOA funds are not available, a notification is sent to the Operations Manager and Finance. Upon RESOA funds shortage resolution, an automated update is provided, and the System automatically reprocesses the RESOA budget check. Upon completion, the CM can process Pay Requests on the CO on behalf of the GC. Notes

• For JOC and Emergency contracts, the CM Firm submits a Change Order which initiates the Amendment approval request. The Amendment Request is sent for SPO and CPO for pin code approval. If the amount is greater than $100K, the VP must also pin code approve the request.

Step-by-Step Instructions Change Order – CM Firm Initiated

Create Change Order Role Preceding Steps Outcome

CM Firm

Change Order information is known by CM firm/PO.

A Change Order is created.

Steps

1. Go to 'Project Finder' > Select Mentor Project

2. Go to 'Apps' > Select ‘Expenses’ App > Select ‘Change Orders’ tab > Click ‘New (CM Firm)’

3. Enter Required Fields > Enter Additional Fields > Click 'Save / Close'

Update Change Order Role Preceding Steps Outcome

CM Firm

Existing Change Order has been created and new Change Order information is known by CM firm/PO.

The Change Order is updated.

1. Go to 'Project Finder' > Select Mentor Project > Go to 'Apps' > Select 'Expenses' App

2. Select 'Change Orders' tab > Select Change Order requiring update > Click 'Edit'

3. Update Required Fields > Update Additional Fields > Click 'Save/Close'

Submit Change Order for Approval Role Preceding Steps Outcome

CM Firm

Existing Change Order has been created.

The Change Order is submitted to GC for DocuSign signature.

1. Go to 'Project Finder' > Select Mentor Project > Go to 'Apps' > Select 'Expenses' App

2. Select 'Change Orders' tab > Select Change Order requiring submission > Click 'Submit for Approval'

Review and DocuSign Change Order Role Preceding Steps Outcome

General Contractor

Email with DocuSign link received, and Existing Change Order has been created.

The Change Order is DocuSigned by Contractor, and the Change Order is submitted to CM PM for approval via DocuSign signature.

1. Go to email account (external) > Select email titled 'Contractor Signature Task'

2. Click 'Review Document' button in email 3. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 4. Click 'Continue' button > click 'Start' button > Click 'Sign' button

5. Select desired signature details (first time using DocuSign only) > Click 'Adopt and Sign' button (first time using DocuSign only)


CM PM


The Change Order is DocuSigned by CM Firm, and the Change Order is submitted to SPO to DocuSign.

*See screenshots from “Review and DocuSign Change Order > General Contractor”

1. Go to email account (external) > Select email titled 'CM Firm Signature Task' 2. Click 'Review Document' button in email 3. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) > Click >

'Continue' button > Click 'Start' button > Click 'Sign' button 4. Select desired signature details (first time using DocuSign only) 5. Click 'Adopt and Sign' button (first time using DocuSign only) 6. Click 'Finish' button


SPO


Change Order is DocuSigned by SPO, and DocuSigned Change Order is sent to CM Firm for Change Order package compilation.


1. Go to email account (external) > Select email titled 'SPO Signature Task' > Click 'Review Document' button in email

2. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 3. Click 'Continue' button 4. Click 'Start' button 5. Click 'Sign' button 6. Select desired signature details (first time using DocuSign only) 7. Click 'Adopt and Sign' button (first time using DocuSign only) 8. Click 'Finish' button

Compile Change Order Package Role Preceding Steps Outcome

CM Firm

Change Order DocuSigned by GC, CM Firm and SPO.

Change Order Package is submitted for COU Director review and pin code signature.

1. Go to 'Project Finder' 2. Select Mentor Project 3. Go to 'Apps' 4. Select 'Expenses' App 5. Select 'Change Orders' tab 6. Select Appropriate Change Order 7. Click 'Edit' 8. Scroll down to 'References' Section > Click three dots > Click 'Add Approval Doc'

9. Add File Name > Check boxes on appropriate documents to be added > Click 'OK'

10. Click 'Save / Close'

11. Click 'Submit for Approval'

Review and Pin Code Sign Change Order Package. Role Preceding Steps Outcome

COU Senior Director

Change Order is reviewed by CM Firm.

COU Director review and sign off is complete. Change Order is routed to next user in workflow depending on amount:

• Less than $25K - Operations Manager.

• Greater than $25K and less than or equal to $100K - Director of Operations.

• Greater than $100K – VP.

1. Go to 'Tasks'

2. Click ‘COU Director Review and Signature Task’ subject 3. Click ‘Approve’ button

OR

1. Go to 'Messages' 2. Click on subject 'COU Director Review and Signature Task' 3. Click on the link to access task

4. Click 'Approve' button

Review and Pin Code Sign Change Order Package Role Preceding Steps Outcome

Operations Manager

The Change Order has been reviewed by the COU Senior Director, and the Change Order is greater than $25K.

Change Order is approved by Operations Manager. Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.

*See screenshots in “Review and Pin Code Sign Change Order Package – COU Senior Director”

1. Go to 'Messages' 2. Click on subject 'Operations Manager Review and Signature Task' 3. Click on the link to access task 4. Click 'Approve' button

OR 1. Go to 'Tasks' 2. Click 'COU Director Review and Signature Task' subject 3. Click 'Approve' button

Approve and DocuSign Package Role Preceding Steps Outcome

Operations Manager

The Change Order has been reviewed by the COU Senior Director, and the Change Order is less than $25K.


*See screenshots in “Review and DocuSign Change Order > General Contractor”

1. Go to email account (external) 2. Select email titled 'Operations Manager Signature Task' 3. Click 'Review Document' button in email 4. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 5. Click 'Continue' button 6. Click 'Start' button 7. Click 'Sign' button 8. Select desired signature details (first time using DocuSign only) 9. Click 'Adopt and Sign' button (first time using DocuSign only) 10. Click 'Finish' button


Director of Operations

The Change Order has been reviewed by the COU Senior Director, and the Change Order is greater than $25K and less than or equal to $100K.

CPO review and sign off is complete. Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.


1. Go to email account (external) 2. Select email titled 'Director of Operations Signature Task' 3. Click 'Review Document' button in email 4. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 5. Click 'Continue' button 6. Click 'Start' button 7. Click 'Sign' button 8. Select desired signature details (first time using DocuSign only) 9. Click 'Adopt and Sign' button (first time using DocuSign only) 10. Click 'Finish' button



The Change Order has been reviewed by the COU Senior Director, and the Change Order is greater than $100K and less than $250K.

VP review and sign off is complete. The Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.


1. Go to email account (external) 2. Select email titled 'VP Signature Task' 3. Click 'Review Document' button in email 4. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 5. Click 'Continue' button 6. Click 'Start' button 7. Click 'Sign' button 8. Select desired signature details (first time using DocuSign only) 9. Click 'Adopt and Sign' button (first time using DocuSign only) 10. Click 'Finish' button


Vice President


VP review and pin code sign off is complete. Change Order is sent to President for approval via DocuSign.

1. Go to 'Messages' > Click on subject 'VP Review and Signature Task' 2. Click on the link to access task 3. Click 'Approve' button

OR 1. Go to 'Tasks' 2. Click 'VP Review and Signature Task' subject 3. Click 'Approve' button


President

The Change Order is greater than $250K.

President review and sign off is complete. Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.


1. Go to email account (external) > Select email titled 'President Signature Task' 2. Click 'Review Document' button in email 3. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 4. Click 'Continue' button 5. Click 'Start' button 6. Click 'Sign' button 7. Select desired signature details (first time using DocuSign only) 8. Click 'Adopt and Sign' button (first time using DocuSign only) 9. Click 'Finish' button

Change Order – COU Initiated

Create Change Order Role Preceding Steps Outcome

COU Lead Estimator

Change Order information is known.

A Change Order is created.

Steps

1. Go to 'Project Finder' > Select Mentor Project

4. Go to 'Apps' > Select ‘Expenses’ App > Select ‘Change Orders’ tab > Click ‘New (COU Lead Estimator)’

5. Enter Required Fields > Enter Additional Fields > Click 'Save / Close'

Update Change Order Role Preceding Steps Outcome

COU Lead Estimator

Existing Change Order has been created and new Change Order information is known.

The Change Order is updated.

1. Go to 'Project Finder' > Select Mentor Project > Go to 'Apps' > Select 'Expenses' App 2. Select 'Change Orders' tab > Select Change Order requiring update > Click 'Edit'

3. Update Required Fields > Update Additional Fields > Click 'Save/Close'

Submit Change Order for Approval Role Preceding Steps Outcome

COU Lead Estimator

Existing Change Order has been created.

The Change Order is submitted to the Contractor for signature.

1. Go to 'Project Finder' > Select Mentor Project > Go to 'Apps' > Select 'Expenses' App 2. Select 'Change Orders' tab > Select Change Order requiring submission > Click 'Submit for Approval'

Review and DocuSign Change Order and submit for CM Firm Signature Role Preceding Steps Outcome

General Contractor


The Change Order is DocuSigned by Contractor, and the Change Order is submitted to the CM Firm for signature.

1. Go to email account (external) > Select email titled 'Contractor Signature Task'

2. Click 'Review Document' button in email 3. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 4. Click 'Continue' button > click 'Start' button > Click 'Sign' button

5. Select desired signature details (first time using DocuSign only) > Click 'Adopt and Sign' button (first time using DocuSign only)

6. Click ‘Finish’ button


CM PM

The Change Order is signed by the GC.

The CM Firm signs off on the Change Order. The Change Order is submitted for SCA internal review.


1. Go to email account (external) > Select email titled 'CM Firm Signature Task' 2. Click 'Review Document' button in email 3. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) > Click >

'Continue' button > Click 'Start' button > Click 'Sign' button 4. Select desired signature details (first time using DocuSign only) 5. Click 'Adopt and Sign' button (first time using DocuSign only) 6. Click 'Finish' button

Compile Change Order Package Role Preceding Steps Outcome

COU Lead Estimator

Change Order DocuSigned by GC, CM Firm and SPO.

Change Order Package is submitted for COU Director review and pin code signature.

1. Go to 'Project Finder' 2. Select Mentor Project 3. Go to 'Apps' 4. Select 'Expenses' App 5. Select 'Change Orders' tab 6. Select Appropriate Change Order 7. Click 'Edit' 8. Scroll down to 'References' Section > Click three dots > Click 'Add Approval Doc'

9. Add File Name > Check boxes on appropriate documents to be added > Click 'OK'

10. Click 'Save / Close'

11. Click 'Submit for Approval'


COU Manager

The Change Order is reviewed by the COU Lead Estimator.

COU Manager review and sign off is complete. Change Order is routed to Senior Director for approval via pin code signature.

1. Go to 'Tasks'

2. Click ‘COU Manager Review and Signature Task’ subject 3. Click ‘Approve’ button

OR



Review and Pin Code Sign Change Order Package. Role Preceding Steps Outcome

COU Senior Director

Change Order is reviewed by CM Firm.

COU Director review and sign off is complete. Change Order is routed to next user in workflow depending on amount:

• Less than $25K - Operations Manager.

• Greater than $25K and less than or equal to $100K - Director of Operations.

• Greater than $100K – VP.

*See screenshots from “Review and Pin Code Sign Change Order Package – COU Manager”

1. Go to 'Tasks'

2. Click ‘COU Director Review and Signature Task’ subject 3. Click ‘Approve’ button

OR




Operations Manager



*See screenshots in “Review and Pin Code Sign Change Order Package – COU Manager”

1. Go to 'Messages' 2. Click on subject 'Operations Manager Review and Signature Task' 3. Click on the link to access task 4. Click 'Approve' button

OR 1. Go to 'Tasks' 2. Click 'COU Director Review and Signature Task' subject 3. Click 'Approve' button


Operations Manager

The Change Order has been reviewed by the COU Senior Director, and the Change Order is less than $25K.



1. Go to email account (external) 2. Select email titled 'Operations Manager Signature Task' 3. Click 'Review Document' button in email 4. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 5. Click 'Continue' button 6. Click 'Start' button 7. Click 'Sign' button 8. Select desired signature details (first time using DocuSign only) 9. Click 'Adopt and Sign' button (first time using DocuSign only) 10. Click 'Finish' button



The Change Order has been reviewed by the COU Senior Director, and the Change Order is greater than $25K and less than or equal to $100K.

CPO review and sign off is complete. Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.


1. Go to email account (external) 2. Select email titled 'Director of Operations Signature Task' 3. Click 'Review Document' button in email 4. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 5. Click 'Continue' button 6. Click 'Start' button 7. Click 'Sign' button 8. Select desired signature details (first time using DocuSign only) 9. Click 'Adopt and Sign' button (first time using DocuSign only) 10. Click 'Finish' button


Vice President

The Change Order has been reviewed by the COU Senior Director, and the Change Order is greater than $100K and less than $250K.

VP review and sign off is complete. The Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.

*See screenshots from“Review and DocuSign Change Order > General Contractor”

1. Go to email account (external) 2. Select email titled 'VP Signature Task' 3. Click 'Review Document' button in email 4. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 5. Click 'Continue' button 6. Click 'Start' button 7. Click 'Sign' button 8. Select desired signature details (first time using DocuSign only) 9. Click 'Adopt and Sign' button (first time using DocuSign only) 10. Click 'Finish' button


Vice President


VP review and pin code sign off is complete. Change Order is sent to President for approval via DocuSign.

1. Go to 'Messages' > Click on subject 'VP Review and Signature Task' 2. Click on the link to access task 3. Click 'Approve' button OR 1. Go to 'Tasks' 2. Click 'VP Review and Signature Task' subject 3. Click 'Approve' button


President

The Change Order is greater than $250K.

President review and sign off is complete. Change Order is sent for system check and encumbrance in Oracle. Once encumbered, the Change Order is complete, and the Contractor is able to request payment.


1. Go to email account (external) > Select email titled 'President Signature Task' 2. Click 'Review Document' button in email 3. Check 'I agree to use electronic records and signatures' box (only if first time using DocuSign) 4. Click 'Continue' button 5. Click 'Start' button 6. Click 'Sign' button 7. Select desired signature details (first time using DocuSign only) 8. Click 'Adopt and Sign' button (first time using DocuSign only) 9. Click 'Finish' button

Change Orders Training Guide

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