Change Order Requests

User Personas: Project Management | Field 

The Change Order Requests (COR) tool enables you to track and manage necessary changes in your project scope. The COR log helps you to monitor outstanding requests and ensure a quick turnaround on approvals to reduce delays on the job as well as track the impact of changes to the overall project budget.

To perform the actions described in this article, a user must have the Change Order Requests - General Permissions, Share, and Change Status to Approved permissions.

Use the links below to quickly jump to a topic:

• View and Manage the COR Log
  • Log Features
  • Document Statuses, Due Dates, and Flags
  • Status and Budget Tabs
  • Export the COR Log 
• Create COR
  • COR Features
  • Worksheet Tab Features
  • Summary Tab Features
• Add Pricing to COR
  • Add Itemized Prices
  • Add Per Category Prices
  • Add a Lump Sum Price
  • Add a Credit Value
• Add Markups to COR
  • Hidden Markups
  • Category Markups
  • Tax Markups
  • Compound Markups
• Approve COR
• Manage CORs
  • Revise COR
  • Edit COR
  • Copy COR
  • Delete COR
• COR Settings

View and Manage the COR Log

1. Select Projects on the global navigation menu, then select the desired project from the list
2. Select Change Order Requests from the slide out menu
   • Select the Status or Budget tab depending on the items you wish to manage
3. Use the sort and filter icons on the log to refine the list
4. Select a COR to view it

Log Features

Search, Sort, and Filter the Log

• Use the Search bar at the top of the page to enter your search criteria
• For pages that appear as tables, use the filter buttons on the header to make your desired sorting/filtering selections
• For pages that appear as card lists, use the filter button that appears above the card list (next to the Search bar) to make your desired sorting/filtering selections

See the Navigating through the eSUB Fusion Interface article for more guidance.

Download Documents

1. Select the 3-dot menu in line with the applicable document from the log page, then select View PDF
   
2. Select the desired sections and/or attachments to include in the PDF (if applicable) then select Done
3. If the preview is acceptable, select Download, or select Configure and repeat step 2

See the Document Downloads and Exports article for more guidance.

Export Document Logs

To be able to save your records or for analysis, you can export document logs into CSV. 

Filtering first will save time and make your export cleaner.

Select the Action button and select Export Log. The log file will download into CSV format.

See the Document Downloads and Exports article for more guidance.

Email Documents

1. Select the 3-dot menu from the log page, then select Email
2. Compose the email, then select Send

See the Emailing Documents article for more guidance.

Use the three-dot menu on a document from the log page to quickly access actions for the document, such as Revise or Email.

Document Statuses, Due Dates, and Flags

Documents with an approval process or of a time-sensitive nature have additional features displayed on the log page so that the most pertinent information is available at-a-glance.

Document Statuses

The Status represents the document’s current state. Status options vary by document type.

Due Dates

Documents of a time-sensitive nature may display a due date. Depending on the document type, the due date may represent a date that is pertinent to an internal or an external stakeholder on the project team.

Flags

Some documents can be flagged for urgency while creating or editing the document. Flagging serves as a visual indicator of importance to the user viewing the document log.

Flags are not currently available on the mobile app.

Status and Budget Tabs

Status Tab

The Status tab displays the change orders in a card list with a focus on approval data and deliverable dates to help you stay on top of important deadlines for each document.

Budget Tab

The Budget tab groups the change orders based on their status with rolling totals that give you visibility of your project’s costs and profitability. The Total Cost field represents the sum of all cost totals from the Worksheet tab of the COR (minus Small Tools), while the Quoted Amount represents the selling price with any markups (or the Lump Sum total, if one was entered) from the Summary tab. For Approved CORs, the Approved Amount reflects the value input on the Approved Amount field in the General tab of the COR.

Export the COR Log
 

The COR log can be exported as an Excel file and includes all the info displayed in the Status tab of the log.

From the COR Log:

1. Select Actions then Export log to Excel
    
   • The file will be downloaded to your default downloads folder

The Export COR Log button

Create COR

1. Select Projects on the global navigation menu, then select the desired project from the list
2. Select Change Order Requests from the slide out menu
3. Select Actions then Add Change Order Request
4. Fill in the fields as desired (See below)
5. Select Save when finished

COR Features

See the sections below for additional information on the various features of the COR document.

General Info

Use the fields in the General Info section to establish base details of the COR such as the date, name, work type and status. If the status is changed to approved, then additional fields are made available to let you record the approval details.

Correspondence

Select contacts to appear in the To and Reply To fields on the COR. Use the Days Valid field and the other date fields to set pertinent dates for the COR.

Scope of Work

Describe the work to be performed and any other pertinent details.

Schedule Impact

Use the fields to describe any schedule impacts related to the COR.

Reference Numbers

Include any relevant reference numbers for the COR.

Media & Attachments

Files, media, and other supporting documentation can be attached or linked to a document. Some attachments may be included when generating a PDF of the document, if desired.

Attachments on CORs have the ability to be designated as the official COR answer/response.

See the Document Media & Attachments article for more guidance.

Internal Notes

Use this section to record any internal notes related to the document. This section does not print out on any PDF export and is only viewable to other users in your company with the appropriate project access and document viewing permissions.

PDF Display Options

When emailing or generating a PDF of the document, PDF display options let you customize the PDF output to suit your needs.

• Pricing Details - Select the preferred display of the pricing details of the COR. Certain details can be hidden or shown depending on your needs and preference.
  • Item details with pricing - Display all line items from the Worksheet tab with pricing
  • Item details without pricing - Display all line items from the Worksheet tab without pricing
  • Category summary - Don’t display line items from the Worksheet tab, just display the sum of all pricing per category
  • Lump sum - Don’t display line items or per category pricing, just display an overall lump sum price

How to select pricing display options on a COR PDF

• Reservation of Rights - Select whether or not to include the Reservation of Rights text on the COR. The Reservation of Rights text can be changed by an admin under Company Settings.

Revisions

Revisions allow you to make corrections or updates to the document while also keeping a record of the previous versions. Document revisions will have R1, R2, R3, etc. appended to the document number field so that they can be easily identified. Older document revisions are uneditable, but they can still be emailed or downloaded as PDF.

Use the Show latest revision only filtering option to hide old revisions from the log.

Activity Log

The Activity Log tab displays a timeline of activity related to the document such as the email activity.

To see the Activity Log tab, a user must have the Mailbox - General Permissions permission.

Worksheet Tab Features

Use the Worksheet tab to create line items for the COR under the appropriate category.

Cost Code and Item Description - Use the fields to select the appropriate cost code and description for the item.

Labor rates will automatically populate when selecting a labor class on Labor line items as long as the project has an assigned Rate Template with pre-configured labor rates.

Rate and Hours or QTY - Use these fields to calculate your budgeted cost for the item.

Workers or UM - These fields are optional and are not used to calculate any budgeted costs, but rather are used for informative purposes on the COR.

Markup - Use this field to enter a hidden markup percentage on the item.

Sell Rate - Use this field to manually enter the sell rate for the item. If a (hidden) markup is entered on the item, this field will autogenerate the sell rate for you.

Notes - Enter any notes for the item that you want to appear on the COR PDF.

Category Notes - Enter any notes for the category that you want to appear on the COR PDF.

Summary Tab Features

The Summary tab summarizes all costs and pricing for the COR and allows you to add additional markups or a lump sum price.

Item Summary Section

• Per Category Totals - Displays the total budgeted cost per category.
• Markups - Allows you to enter markup percentages for each category. Markups can be configured by an admin under Company Settings.
• Tax - Set the tax rate percentage for each category.
• Category Override* - Enter a selling price by category if you do not want to display itemized pricing details for the COR.
• Lump Sum Override - Use this field if you would like to override the generated pricing and display an overall lump sum price for the COR.

If using the Category Override* or Lump Sum fields on the COR Summary tab, be sure to select either Category Summary or Lump Sum display options respectively when PDFing or emailing the COR.

Add Pricing to COR

CORs have several pricing breakout options to choose from depending on how much pricing detail you would like to provide. Choose from the following options:

Add Itemized Prices

While creating or editing a COR:

1. Select the Worksheet tab, then enter line item details under the desired category:
   1. Select a cost code and enter the item descriptors such as labor class, number of workers, material type and units of measure, etc. as needed
      • Note: You must hit Enter to save a manually entered Labor description before moving to another field
   2. Use the Rate/Price and Hours/QTY fields to calculate the cost of the item
   3. Use the Markup field to add a hidden markup percentage to the item, or manually enter a Sell Price for the item
   4. Enter Notes per item as needed
2. Select + Add Row to create additional items under the desired category as needed
3. Select Save when finished

It is not required to select a cost code on COR line items, but doing so will give you more granular detail in your project reports.

Add Per Category Prices

While creating or editing a COR:

1. Select the Summary tab
2. In the Override column, enter the price override per category as needed
3. Select Save when finished

Add a Lump Sum Price

While creating or editing a COR:

1. Select the Summary tab
2. In the Lump Sum Override field, enter the lump sum price for the COR
3. Select Save when finished

Add a Credit Value

The currency and quantity fields in the COR tool are flexible and allow for the input of negative values, for the purpose of generating credits against the budget. Choose the field you want to use for the negative value depending on how you want it to appear in your COR PDF and in the project budget.

When Using Itemized Pricing

While creating or editing a COR:

1. Select the Worksheet tab, then create a line item under the desired cost category
2. Enter a hyphen (-) in front of the value in the Rate or QTY field on the line item to generate a credit value
3. Select Save when finished

When Using Lump Sum Pricing

While creating or editing a COR:

1. Select the Summary tab
2. In the Lump Sum Override field, enter a hyphen (-) in front of the value for the lump sum price for the COR to generate a credit value
3. Select Save when finished

When Approving the COR

Add Markups to COR

COR markup options are flexible to suit a range of needs. The types of markups available on the COR are:

Hidden Markups

A hidden markup refers to a rate or cost that you want to charge at a higher value to the owner. For example, your materials cost $625 due to a discount agreement between you and your supplier, but you want to charge the owner the standard rate for the materials. You can do this while creating or editing a COR.

1. Select the Worksheet tab, then use the Markup or Sell Rate field to add the value the owner should see on the Change Order. 
   • Enter a Sell Price for the rate should be charged to the owner OR
   • Enter a Markup % and the Sell Price field will autogenerate
2. Select Save when finished

The difference between the Total and the Cost is your additional profit margin once the COR is approved. 

Category Markups

Category markups relate to contractual markups for items like overhead, profit, and bond. These are entered by category after the line-item breakdowns are completed.  

While creating or editing a COR:

1. Select the Summary tab
2. In the various Markup columns, enter the desired markup percentage per category
3. Select Save when finished

To save time when entering Change Orders, you can set default markups under Project settings. To do this:

1. Select Documents under SETTINGS on the slide out menu
2. Select EDIT
3. Select Change Orders
4. Enter your Default COR Summary Markups
5. Select SAVE

Tax Markups

While creating or editing a COR:

1. Select the Summary tab
2. In the Tax column, enter the desired tax percentage per category
3. Select Save when finished

Compound Markups

While creating or editing a COR:

1. Select the Summary tab
2. Select the Compound markups checkbox
3. Select Save when finished

Approve COR

Adjustments to the project budget are made through the approval of change orders in the COR log. A COR will not reflect on the project budget until it is placed into Approved status and the Approved Amount is recorded.

While creating or editing a COR:

1. Select the General Info tab then select Approved in the Status field
   • Enter the Date Approved, Approved Amount, and Approval No. if desired
2. Select Save when finished

To see your approved Change Order totals reflect in the Budget tab in the log, enter the Approved Amount on the General Info tab of the COR.

Manage CORs

Revise COR

From the COR Log:

1. Select a COR to view then select Revise
2. Make corrections as desired
3. Select Save when finished

Edit COR

From the COR Log:

1. Select a COR to view then select Edit
2. Make changes as desired
3. Select Save when finished

Copy COR

When copying a COR, the following information is carried over:

• All fields and attachments

From the COR Log:

1. Select a COR to view then select Copy

Delete COR

Previous revisions of a COR cannot be deleted, but they can be hidden from the log using a filter.

From the COR Log:

1. Select a COR to view then select Delete

COR Settings

Project-specific COR settings can be toggled by a project manager or administrator.

See the Project Settings article for more guidance.