Creating Contract Changes from Change Events
Creating Contract Changes
When defining the cost impact of a Change Event Item, one of the options available is Contract Change. This shows that there may be a cost impact to one or more existing or approved contracts in your project. If multiple contracts are affected, individual Change Event Items can be created for the parent Change Event. These define each contract and its cost impact.
When you reach a point in the change management process where you are confident that the change will result in a change order, you can create the formal Contract Changes directly from the Change Event Items detail pane. You can create Contract Changes using the following steps:
- Update the Status of the Change Event Items to either Forecast or Approved. You can set the status of all Change Event Items to one of these statuses by updating the status of the parent Change Event (to either Forecast or Approved). If the status of the parent Change Event is Active, you can update the status of the individual Change Event Items.
- Select the checkbox in the first column, next to each Change Event Item you want to create Contract Changes for. You can select all the candidate Change Event Items using the checkbox in the column header.
- Click on the Create Contract Changes button.
- This opens a dialog showing the Contract Changes and their Contract Change Pay Items that will be created.
- If there are multiple Change Event Items selected, and they all reference the same Contract, a single Contract Change record is created with each Change Event Item representing a separate Contract Change Pay Item.
- If there are multiple Change Event Items selected, each referencing different Contracts, a separate Contract Change record is created for each referenced contract.
- The Contract Change No. is auto-generated as the next available number which you can edit if required.
- If the Change Event Item represents a new pay item for the contract referenced, the Pay Item No. is auto-generated. You can edit this if required.
- Once you have verified the data in the confirmation dialog, click the Create Contract Changes button.
Note: The ETC (FTC) Draw Down tick box specifies whether the contract change should reduce the estimate to complete (forecast to complete) on the Cost Worksheet.
- After the Contract Changes have been created, the following is the result:
- On the Change Event Items detail pane, the linked Contract Change No. is displayed. Selecting the link takes you to the linked Contract Change.
- The Proceed, Pending, or Approved amount columns are updated on the Change Event Items detail pane using the status of the linked Contract Change. I.e. the cost impact of the Change Event Item is now being driven by the linked Contract Change.
Most Change Requests and Change Orders have documentation associated with them that support the change and help in the review and approval process. This includes, but is not limited to:
- design drawings
- requests for quote (RFQs)
- pricing documents.
Since Aconex, generally, contains all the documents and mails associated with a change you can link them to Change Events. Where supporting documents are not registered in Aconex, you can also attach files to Change Events.
You can link all three of these items directly in the Change Events – Attachments detail pane, see below.