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Change Order Work Flow - End User Walkthrough

The Change Order work flow allows vendors or general contractors to submit change orders for review and approval.

Note:

This walkthrough describes a typical configuration. Your configuration may vary. For questions, consult with your system administrator.

To navigate to the Work Flows page:

  1. Do one of the following:

    • Navigate to Project > Details > Work Flow

    • Navigate to Capital Project > Details > Work Flow

      Use the links in the Navigation Pane on the leftmost side of the page.

  2. Follow a procedure below.

Closed(Vendor) Create Change Order

To create a change order:

  1. Click Add Work Flow.

    This displays in the Actions menu on the right side of the page.

    The Select Work Flow Kickoff Form window opens.

  2. Select the Submit Change Order form from the Select Work Flow Kickoff Form field.

    The name of this form will depend upon your configuration. Consult with your system administrator if you are unsure which form to use.

  3. Click OK.

    The form opens.

  4. Enter a descriptive title for the change order in the Title field.

  5. Select the reason for the change order from the Change Order Reason field.

  6. Enter a description of the change order in the Description field.

  7. Click Add button in the lower-right corner of the Change Order Detail list.

    A line item becomes editable.

  8. Click the drop-down arrow in the Line Item field.

    The budget items you can select open in a window.

  9. Click the line item you want to use.

    The window closes. The line item appears as selected in the Line Item field.

  10. Enter the change order amount in the Change Order Amount field.

  11. Enter any comments in the Comments field.

  12. Click Update.

    The line item is saved.

  13. Repeat steps 8 - 13 until all line items are entered.

  14. To attach a document:

    1. Click Add Document.

      The Documents window opens.

    2. Do one of the following:

      • To select a document that has already been uploaded:

        1. Use the folder tree to navigate to the folder where the document is saved.

        2. Select the document.

        3. Click Select Document.

          The document is now attached.

      • Upload a new document.

  15. Click Add.

    The form closes. Your change order has been submitted.

Closed(Client) Review Change Order

To review a change order:

  1. Click A small, white, square button with a plus symbol in its center. next to the change order work flow to expand the work flow steps.

  2. Click Review Change Order work flow step.

    The system will ask if you want to check out the form or open it as read-only.

    The name of this step will depend upon your configuration.

  3. Click Check Out.

    The step opens in a window.

  4. Review the details of the change order.

  5. Enter any comments in the Approver Comments field.

  6. Click Update and Take Action.

    The Action page opens.

  7. Choose between three options:

    • Select Approve Change Order from the Action field.

      This action will initiate the update budget step.

    • Select Deny Change Order from the Action field.

      This action will deny the change order and close the work flow. It will also send a notification to the initiator of the work flow.

    • Select Request Revisions from the Action field.

      This action will initiate the revise change order step.

  8. Enter any comments about your action in the Action Comment field.

  9. Click Update.

    The window closes. The step is complete.

Closed(Vendor) Revise Change Order

If the client requests revisions to a change order, the Revise Change Order step will become active.

To revise a change order:

  1. Click A small, white, square button with a plus symbol in its center. next to the change order work flow to expand the work flow steps.

  2. Click Revise Change Order work flow step.

    The system will ask if you want to check out the form or open it as read-only.

    The name of this step will depend upon your configuration.

  3. Click Check Out.

    The step opens in a window.

  4. Follow steps 5 - 15 of the Create Change Order procedures above.

  5. Click Update and Take Action.

    The Action page opens.

  6. Select Submit Change Order Revisions from the Action field.

  7. Enter any comments about your action in the Action Comment field.

  8. Click Update.

    The window closes. The step is complete. The client will need to follow the Review Change Order procedures again.

Closed(Client) Update Budget

Once the change order has been approved, the client will need to update the budget.

To update the budget:

  1. Click A small, white, square button with a plus symbol in its center. next to the change order work flow to expand the work flow steps.

  2. Click Update Budget work flow step.

    The system will ask if you want to check out the form or open it as read-only.

    The name of this step will depend upon your configuration.

  3. Click Check Out.

    The step opens in a window.

  4. Do one of the following:

    • Click Copy To button A button which looks like two sheets of paper stacked on top of each other. in the Budget Cost column.

      Lucernex copies the values from the Change Order Amount column to the Budget Cost column.

    • Enter the approved amounts in the Budget Cost column.

  5. Enter any comments in the Approver Comments field.

  6. Click Update and Take Action.

    The Action page opens.

  7. Select Approve from the Action field.

  8. Enter any comments about your action in the Action Comment field.

  9. Click Update.

    The window closes. The work flow is complete.

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