Change Order Processing

Special Considerations

• In some situations, if the error is due to a single entity, but they followed their SOP for the role or it's attributable to a lack of clarity in the given scenario, it will be assigned to "[Department] SOP" which just means the manager's or director's (in the case of Design) name should be in the Tech Error Override field (if you don't have access to that field, please reach out to someone on the team who does, such as the manager or queue lead). Please note, if it is tech error overridden it will not count as an error against any selection within the Department Responsible section. 

• If there are multiple departments that didn't follow their SOP which ultimately contributed to the error, each department that failed should be selected.
  For example, if Site Survey didn't provide clear photos of the MSP interior and the Designer pushed the project forward without a resurvey, both the Site Survey and Design options should be selected in the Department Responsible since both failed in SOP. 

• ANY change order that is not supported anywhere in the project (such as if the creator claims we installed IQ7s instead of IQ8s when the design deliverables and install photos all show IQ8s), or is based on incorrect information for that project, needs to have the Change Order creator's department marked as the Department Responsible. This is because it was made in error. 

Note
It is our responsibility to understand other departments' SOPs to more clearly determine whether they followed or overlooked something contributing to the error.
Please reference the departmental SOPs and responsibilities here: General Operations Trainings

• Financial

  • Any contract or financial changes need to be sent for Financial Rework 

• Sales

• Proposals

• Site Survey

• Insurance Inspection

• Preliminary Structural Review

• Preliminary Electrical Review

• Design

• Engineering 

• Plan Set

  • If the authorizing entity (AHJ, utility or homeowner/rep)  states that something on the plan set needs to be changed.

  • If there are aspects of the plan set that would be a code violation. 

  • If the installers deviated from the plan set and the installation photos don't show a code violation and the AHJ/Utility require a resubmission for the associated change. 

• Design Validation

  • If there is a change in system size, a layout change causing 10% or more decrease in production or a change in financing due to ancillary work (such as an ESC).  

• Permit - Solar

  • Do NOT use! This should be removed. 

• Permit - Electrical

  • Do NOT use! This should be removed. 

• Special Services

  • If there is ancillary work deemed necessary

• Utility - NEM

  • If the system size is changing, the layout change increases the production estimate or the service equipment is being changed. 

  • If the Utility company requires a resubmission whenever the permit is revised as described in the utility account in Salesforce. 

• Rebate

  • Do NOT use! This should be removed. 

• HOA

  • If the change order was 

• Supply Chain

  • If the warehouse needs to order certain special equipment aside from when creating a service appointment.

• Install

  • If the installers need to return and perform some service, such as gathering missing photos of our installation or change specific aspects of the system. 

• Inspection

  • If the inspection has taken place, was rejected and we need to send a response letter.

• Utility - PTO

  • If after the AHJ's inspection, the plan set needs to be revised and the system size is changing, the production estimate is increasing or the service equipment is changing. 

  • Double check the utility account on the Salesforce page for their specific revision notes.

• Permitting

  • If the plan set needs to be revised prior to install.

  • If the plan set needs to be revised and the AHJ doesn't allow red-lining for the change at install, meaning they require a revision resubmission for the change. 

• Due Diligence

  • [TBD]

• No Rework Needed

  • If the change order is simply to note that something has taken place, but the project can proceed as normal. 

    • Example: If the AHJ/Utility does not require as-built revisions, but the installers deviated because the design was inefficient for install. The plan set is fine, but the design process may have been incorrect. Double check if the designer followed SOP. 

Proactive Due Diligence is the process followed when an error is reported directly from the AHJ or the Utility for something that needs to change on the plan set. Examples of this can come in many forms from code references not up to date to contractor signatures missing that are now required. These issues are often simple but can affect multiple accounts and needs to be addressed before follow up can begin. 

• 4/1/25 - If you are pushing back on an AHJ/utility for a requirement like a placard or equipment etc. Please when the conversation is finished forward it to the OM of the area. 

• 2/5/25 - When sending for survey or install missing photos for anything in the attic please make sure to include that they need to provide a site map of the location of what they find. 

• 2/4/25 - Refresh the queue each time you grab a CO, check the owner field to verify it only says compliance, and immediately change it to your name (Do not look through it and then put your name on it). This prevents instances where someone claims it and then some minutes later someone else claims it and closes it out. 

• 2/4/25 - When sending for electrical stamps that you are checking the stamp type. If it's digital and structural has already stamped it then electrical can't stamp it. So either design needs to separate the plan set or the unstamped plans need to be unarchived. 

• 1/7/25 - PPAs won't need as plan set revision for the TSRF if that changes do to module relocation or anything like that. DV will just request a Final design revision for those docs which is what light reach will only care about. 

• 1/7/25 - Chicago interconnection: If the main service panel is directly back to back, or on an unfinished exterior wall (i.e. unfinished basement wall) then we will be connecting following the standard interconnection SOP. If that is not the case, we will default to the exterior supply side tap splice box, similar to the CPS supply side tap

• 8/5/24 Crews can do a panel removal and reinstall the system in one day if we assign it to a crew. We will need a roofer to replace the damaged shingles after we remove the panels as her roof will be damaged in the removal process. The installers will leave the attachments in to maintain the water seal of the roof until a roofer can come replace the shingles. We will need a Home damage SpS record opened for this. 

• 5/21/24 - When completing a change order and need to get a custom placard, tag the Warehouse manager and the OM. You will still need to send to design to have them provide a engraved mapping placard sheet.

• Any time a place updates to 2023 NEC or needs new labels, we need to (in addition to updating autocad and/or highline) send an email to Zachary Landers to let him know about the label change and where it applies to. For brand new labels, he'll need a good picture of it and the material, size, and other specs.