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Pgm: PMCOFM – Subcontract Change Order Maintenance; standard Treeview path: Subcontract Maintenance > Contracts > Enter Subcontract/Change Order – Change Orders tab – [Edit CO] button
A Subcontract Change Order is created in much the same way as a standard Contract. Follow the steps outlined in Subcontract Management - Enter Subcontract/Change Order .
NOTE: Remember to enter the same vendor and contract code used on the original contract but in the Change Order field (displaying a “000” as the original contract) enter the number which will identify this Change Order.
Once you have distinguished this as a Change Order, move to the Detail tab and enter the task information on this Change Order. To complete the Change Order entry, simply enter the amount (and/or units) of the Change Order and commit the entry.
The [Add Change Items] button opens the Change Item List pop-up window (shown in the screenshot below) that can be used to create a Subcontract Change Order from a Potential Change Item (PCI). The available PCIs for selection should have the specified vendor/contract associated to it or where the Vendor/Contract fields for the PCI are set to "TBD".
Depending on the setting in the Subcontract Control file regarding ‘Separate Request for Payment on Change Orders’ checkbox (standard Treeview path: Subcontract Management > Local Tables > Control – RFP Details tab), the Change Order may or may not attach itself to the end of the Schedule of Values of the Request for Payments. The Task/PCI Number used on the Contract Change Order will be preceded by the change order number, so it could be distinguished during the Request for Payment.
This will allow for processing Change Order Requests for Payments along with the original contract while keeping tasks numbers unique across the contract.
Entering RFP against Change Order
The Request for Payment entered against a Change Order is done in the same way as a Request for Payment against the original contract.
When entering the Request for Payment against a contract, which has a Change Order, enter the Voucher details as you would against the original contract (see Subcontract Management - Entering Request for Payment for more details).
Depending on the setting in the Subcontract Control file regarding ‘Separate Request for Payment on Change Orders’ checkbox (standard Treeview path: Subcontract Management > Local Tables > Control – RFP Details tab), the Change Order may or may not attach to the original Schedule of Values of the Subcontract and appear sequentially at the end of the Schedule of Values.
As stated in the previous section, once a Change Order has been posted in Contract Entry, it will attach itself to the end of the Schedule of Values of the Request for Payments. The task number used on the Contract Change Order will be preceded by the Change Order number to distinguish it during the Request for Payment.
NOTE: The amounts in the Voucher details section will include all Change Orders amounts in their totals.
Pgm: SCPAYREQ – Enter Request For Payment; standard Treeview path: Subcontract Management > Payments > Enter Request For Payment
Depending on how invoices by subcontractors are received and at what level of detail invoices are being kept, the user may wish to enter pay requests directly against the Change Order. This can be done by changing “000” to the Change Order number required. However, if a pay request covered multiple Change Orders, you would then be required to create multiple Vouchers, and each would have to be entered separately.
[Edit CO] – Button
Pop-up window launched from the [Edit CO] button on the Change Orders tab of the Subcontract Maintenance screen
The fields on this pop-up’s various tabs are used to change the corresponding fields of the Subcontract.
[Post CO] – Button
This button is enabled if the selected Change Order has yet to be posted.
[CO Participation] – Button
Pop-up window launched from the [CO Participation] button on the Change Orders tab of the Subcontract Maintenance screen
After a Subcontract is posted, its participation details can be changed using this button’s pop-up.
[Allocation] – Button
Pop-up window launched from the [Allocation] button on the Change Orders tab of the Subcontract Maintenance screen
This button’s display-only pop-up displays the cost breakdown in terms of units and weight/measure codes.
[Show Posted CO] – Button
This button is enabled if the selected Change Order has yet to be posted, and its pop-up displays the details of the posted Change Order.
Change Order Table
Post Date
The date the Change Order was posted.
CO# (CO Number)
Enter the Change Order number, or leave this field blank and it will auto-populate upon saving.
NOTE: The system does allow alphanumeric characters in this field, but CMiC does not recommend using anything other than numeric values for this field (many of the reports in the system will order data according to this change order number).
Description
Enter the description for the Change Order that is being created.
Cost
Display-only field that displays the amount of the change entered via the Default Amount field once the Change Order is saved.
Days Impact
Enter the amount of days the Change Order will impact.
Date Created
The system will default the current system date, and this date can be changed as required.
Default Cost Code
Cost code component of bill code for which the JC Cost Budget Amount is to be changed.
Default Category
Category component of bill code for which the JC Cost Budget Amount is to be changed.
Default Amount
Amount, negative or positive, by which to change the JC Cost Budget Amount.
Creating Subcontract Change Orders – Example
On the Change Orders tab, click [Insert] button to add a new line and enter a Description, Default Cost Code, and Default Category.
Pgm: PMSCFM – Subcontract Maintenance; standard Treeview path: Subcontract Management > Contracts > Enter Subcontract/Change Order – Change Orders tab
To add a Multi-Line CO, click the [Edit CO] button.
On the Detail tab, click [Insert] to add a new task. Enter the task code, name, job, cost code, WM, and amount. Add tasks as required, click on [Save] and [Exit].
Pop-up window launched from the [Edit CO] button on the Subcontract Maintenance screen
Back on the main screen, click [Post CO] button.
Pgm: PMSCFM – Subcontract Maintenance; standard Treeview path: Subcontract Management > Contracts > Enter Subcontract/Change Order
In the pop-up, verify the posting date and click [Proceed].
Pop-up window launched from the [Post CO] button on the Subcontract Maintenance screen