Change Orders

Background

Change orders are created during the construction process to formally capture modifications to the Contract. These modifications can include changes in scope, schedule, and cost that result from differing site conditions, delays or added work. Reference the CDOT Construction Manual section 120.7 for more information on Change Orders.

Access: This record is located in the Costs module of PMWeb.

Related Pages: Daily Diaries, Time Count, Pay Estimates, Projected Quantities, Spec-Added Items, Finals Findings, Contracts, Stockpiled Materials.

Job Aids

The following job aids and reference guides are relevant to Change Order records:

• Create and Submit a Change Order

• Approve a Change Order

To request additional training or documentation, please submit a Help Request in PMWeb. 

Record Guidance

• Project: Automatically displays the project from the associated Contract

• Contract: Automatically displays the Contract selected in a previous step

• Prime: Automatically selected based on the Contract being changed

• Contract Type: Automatically selected based on the Contract being changed

• Record Number: Should automatically update once a project is selected

• Description: Use this field as a title for the change order

• Reason: A dropdown field used to indicate why the change occurred (see in-system tooltip)

• Days: Indicates how many additional days a contract will last after the change is incurred. This field is only used if the original contract is based on a set number of days

• Initiated by 105: Checkbox to indicate whether or not the change originated from form 105

• Participation: Indicates whether the CO contains any Pay Items with federally participating funding sources

• Completion Date: Identifies the new completion date of the contract based on the changes proposed. This field is only used if the original contract is based on an existing completion date

• Contract Time: Indicates whether or not the Change Order is affecting a time-based Contract

Report Guidance

The following reports are available for the Change Order record in "BI Reporting":

• Change Order Form 90 report

• Change Orders Not Executed report

• Commitment CO report

• Commitment CO Log report

Workflow Guidance

When a Change Order record is submitted (usually by the Project Engineer), PMWeb automatically checks to see if basic requirements are met: 

• If basic requirements are met, the submitter uses Team Input to request a review by specialty staff as needed. 

• If not, the record is sent back to the submitter for revision. 

Once all input has been gathered, the submitter approves the record to the next step in Workflow.

In the next Workflow step: 

• If a CDOT employee is the submitter of the record, they will download the Form 90 draft and upload it to Adobe Sign to be routed for signatures. PMWeb will send the record to the Resident Engineer and the Alternate Resident Engineer. One of the two individuals assigned to these roles will download a copy of the signed Form 90 from Adobe Sign, upload it as an attachment to the PMWeb Change Order record, and Final Approve the record.

Alternatively,

• If a consultant is the submitter of the record, PMWeb will send the record to the project’s assigned Project Engineer, Resident Engineer, or Alternate Resident Engineer. Any one of the three people assigned to these roles may review the record. 

  • If the assigned Project Engineer reviews the record first, they will download the Form 90 draft and upload it to Adobe Sign to be routed for signatures. The Project Engineer approves the record in Workflow, and PMWeb will send it to the Resident Engineer or Alternate Resident Engineer for Final Approval.

  • However, if the Resident Engineer or Alternate Resident Engineer reviews the record before the Project Engineer, a member of their staff will download the Form 90 draft and upload it to Adobe Sign to be routed for signatures. The signed Form 90 should be downloaded and uploaded as an attachment to the PMWeb change order by the Resident Engineer or Alternate Resident Engineer before they approve the record in this step. If the Resident Engineer or Alternate Resident Engineer approves the record in this step, PMWeb will treat it as a Final Approval and end the workflow.

Note: If a Change Order needs to be submitted and final approved by an RE for inclusion in a pay estimate before all necessary signatures are obtained, submit a Help Request to have an admin attach the signed Form 90 once it is completed.

Integration and Trigger Guidance

The Change Order record integrates with or triggers to/from the following:

• Users can use Change Orders to add or remove quantity from an existing Contract record pay item or add new contract pay items if applicable.

• Form 65 pulls in data from this record type. PMWeb and Oracle sync every three hours, meaning it may take some time for record data to show up in Form 65. For projects not in PMWeb, Form 65 pulls in data from SiteManager.

FAQs

What kind of users should I request team input from?

Team input users should be CMO (Contract Modification Order) reviewers. CMO reviewers can differ from project to project, based on region and change order scope.

What permissions should I give users when requesting team input?

The best practice would be to leave all of the boxes unchecked (Can Edit Record, Can Edit Notes, and Can Edit Attachments). Users who are asked for Team Input will still have the ability to view and download Attachments as well as upload their own.

Are there any specific validations for "Completion Date" change orders in PMWeb?

Yes, PMWeb validates that "Completion Date" change orders do not have a days value higher than 0. If the days value is higher than 0, the submitter is prompted to correct the issue before the change order can be approved.

What steps should be taken if the change order includes Termini Changes, Claims Settlements, Administrative Settlements, or a Project of Division Interest?

If the change order includes Termini Changes, Claims Settlements, Administrative Settlements, a Project of Division Interest, or other applicable conditions, the submitter must solicit input from other CDOT staff members via Team Input. After receiving input, the submitter must approve the record again to move it to the next step in the Workflow.

Can my change order be approved for inclusion on a pay estimate prior to obtaining all Form 90 signatures?

If you need to submit a change order without a completed Form 90, the RE can still final approve the record so you can include the change order on a pay estimate but you will need to submit a Help Request to have admin attach the signed form once available.

How can I add a missing Change Order "Category" to the record?

If a "Category" is missing, enter a Request Help ticket from the left navigation panel and in the request details, state that a "New Change Order Category is needed. New categories must be added as a new line in the Contract Funding record."