How can you document a change order request?

By following these steps and maintaining a systematic approach, you can document a change order request effectively, facilitating a smooth change management process within your project- 1. Assess and document the potential impact of the proposed change on various project elements, such as schedule, budget, resources, and overall project objectives. 2. Clearly outline the approval process for the change order request as per relevant contract clause and guidelines. 3. Specify how the change order request will benefit the project. 4. Finally document the approved change order clearly specifying the date, reason for the change, as well as the impact on the project objectives and deliverables.

Change Orders are always something that can be disruptive to budgets and timing of projects. I have had the pleasure over the years of handling over 50 million dollars of golf course construction projects. The fundamental approach to effectively managing and documenting change orders begins with avoidance. The manager should first try to value engineer their way out of a change order. If there is no other way of avoiding it, you should make sure that your request is complete with the reason why the need has presented itself and it is usually best to provide ways that the change order solves the problem. Document why you feel the change order is the best way to solve your problem. Pictures, reports, dates, be as detailed as possible.

In my experience, Is very essential to document any change orders in early stages during the implementation, usually it's very normal to have changes in the initial design especially in the construction projects, due to many reasons such as adhoc needs, unseen works, client requests or necessary works to complete the project. But before doing any changes, it's really important to check what's the additional cost for this change and do we have the enough budget to cover it and what's the affects of this works on the project dura6, so that the official document is required to put all concerned people updated to facilitate this works.

The first step to addressing a Change Order request is to have a Change Order process documented prior to starting any project. Having a standardized procedure complete with detailed instructions reduces confusion and gives your managers and supervisors the tools to succeed. Remember to identify the difference between a Change Order and an Management of Change. One is mostly about cost and the other may involve engineering changes.

In my experience where we identified a need to change anything, we would submit a Technical Query (TQ) to the client. This TQ would inform the client of the change required, the cost involved and also the impact of leaving as is. Upon highlighting these, we request that the client respond with an action whether to proceed with the change (accepting the costs associated) or to reject and accept the cost implications associated with leaving as is. At the end of the project, all these TQs are included in the final QA document along with as-builts so they have a record of all changes done.

Recently raised a RFC (request for change) for approval Some tips during preparing 1. Your title and detail must be specific with contract details, specification reference, IFC drawing nos. and revision 2. Root cause must be clearly mention and how the requirement of change is mandatory to implement. 3. Change type must be mentioned : normal /urgent 4. Describe the change & justify urgency 5. Describe the benefits, consequences & impact of the change 6. Explain if managed as risk/ issue in short 7. Cost (BOQ) or Rough Order Magnitude(ROM) must be provided and attach with document change 8. Mention the time to implement change 9. Attach presentation/ drawings to understand the clear concept of change 10. Provide time and cost proposal

In my experience,we have to calculate the exact cost and see if we can cover it with the available budget, and to see if this changes will make any modifications to the project implementation plan, sometimes wea can't add any extension to the project duration. And this changes may requires more manpower and new machineries to implement it. Clear justification with highlighting of the good impact of the changes is required orior starting any change orders.

Thank you Rupesh ji . Very helpful input in change management process, just an opinion could be better to classify if the change - is monetary or non monetary.

in my experience this the most important steps where you need to anaylze the consequences of the change upon the constraints of the project including scope , cost schedule , efforts , resources and risk , cost benefit analysis would be a great technique to reach informed decision, taking into consideration all these factors , you will be able to have better vision about the prioritization of this change and can be either submitted to the client or the senior managements or can be de prioritized

When dealing with a change order request, it's crucial to thoroughly assess its feasibility and cost implications. Start by documenting the proposed changes and understanding how they might affect the project. Evaluate the practicality of implementing these changes within the existing framework and timeline. Simultaneously, carefully estimate the additional costs involved, considering materials, labor, and any potential delays. This comprehensive evaluation helps in providing a clear and informed response to the change order request, ensuring that decisions are grounded in practicality and cost-effectiveness.

In my experience, The template form for the Change Order Request ( Variation Order) must be ready and validated from Client and consultant in the support of QA team, this form must include all essential information such as (Time of the request, Materials and quantities, machineries, extra manpower, highight if it's required a specific approval from the authorities, the additional time to implement it, and the justifications and the benefits of implementing this works). All concerned people should sign the firm before start.

Follow the agreed Change Order Process and document all Change Orders and potential Change Orders. Majority of Service Providers are reluctant to raise Change Orders out of fear of ruining Client Relations. If you provide additional services which do not form part of your original scope, you should be compensated for it.

Then, it's all about having clear "Change Management Procedure" specifying exactly who os repsonsible for what, and what is following the agreed scope of work, the boundaries of the contract, and what is considered out of scope and eventually a "change request" and more money to be paid :-)

Para preparar un formulario de solicitud de orden de cambio, incluye secciones para información del solicitante, descripción detallada del cambio, justificación, impacto en costos y tiempos, revisión y aprobación. Asegúrate de tener espacio para comentarios y documentos adjuntos. Simplifica el formato para facilitar la presentación y registro eficiente. Este formulario proporcionará una estructura clara para gestionar cambios en el proyecto.

A good change order proposal should be clear and concise. The change in scope should have a detailed narrative along with drawings to clearly identify the differences and the additional costs to be incurred. It is also important to include all material quotes, labor hours and miscellaneous costs to fully substantiate your proposed costs. Issuing ambiguous change order proposals inherently diminishes trust and adds time to the approval process. Ideally It should be clear enough for someone who knows very little about construction to review and understand what the change is and approve the costs.

It's important to provide as much documentation as possible because change order work can be requested as a result of either a program redesign, conflict resolution, unforeseen condition, or other conditions that may lack all documentation. Change orders have a habit of morphing into various permutations before all parties are happy with them. That's why it's important to differentiate proposed change orders from executed change orders. For example, an unforeseen condition may arise. The contractor should: notify ownership of condition; issue an RFI; furnish cost according to RFI response; negotiate and enter into log and billing. All this due diligence is intended to expedite that approval process and minimize any delays that arise.

About change documents, a check list for the required documents should be developed earlier ( preferred to be provided with the templates and records on the Chang Management Plan

Envía la solicitud de orden de cambio al cliente mediante correo electrónico adjuntando el formulario debidamente completado. Destaca la descripción del cambio, justificación y cualquier impacto en costos y plazos. Pide confirmación de recepción y establece un plazo para su revisión. La comunicación clara y documentación completa facilitarán una respuesta efectiva del cliente.

The fourth step involves submitting the change order request to the client. This should be done clearly and professionally, emphasizing the change's benefits and risks. It's important to provide ample evidence and rationale for the change. Additionally, negotiate the terms and conditions with the client, and be prepared to address any questions or concerns they may have regarding the request.

Everything needs to be in writing. There is alot of "he said she said" in the construction field. If you don't like something, and you want it differently, we need that in writing. Before any work is done, both sides need to agree on the issue. Sometimes that might be a increase in price, depending if we are on the "finish line" of a project. But this is almost normal now-a-days. Jobs never go through as specified.

It is important to understand the div 1 specifications regarding changes in work and review your contracts. There are typically specific timelines for submission and there is often language stating to proceed with the work even if the change order has not been approved. This is why it is beneficial to proactively identify potential changes before you are obligated to perform the work prior to acceptance of the CO.

Para obtener la aprobación y autorización del cambio, presenta la solicitud al comité de cambio o la persona autorizada. Destaca la justificación, impacto en costos y plazos, y medidas de mitigación de riesgos. Facilita una revisión eficiente y obtén firmas de aprobación. Comunicar claramente los beneficios asegurará una decisión informada y autorización para proceder.

The fifth step is obtaining written approval and authorization for the change order from the client and relevant authorities. This should detail the change's scope, cost, schedule, and responsibilities. Approval from regulatory or permitting authorities affected by the change might also be necessary.

1. Overview: Clearly define the proposed change and its impact. 2. Rationale: Explain the reasons behind the change, whether it's scope adjustment, unforeseen challenges, or client-driven. 3. Impact Assessment: Detail how the change affects the project's schedule, budget, and resources. 4. Supporting Docs: Attach any relevant documents or data supporting the need for the change. 5. Stakeholder Alignment: Highlight efforts to get buy-in from key stakeholders, ensuring alignment and understanding. 6. Approval Process: Outline the steps taken to secure approvals, showcasing a collaborative decision-making approach. 7. Communication Plan: Share how you plan to communicate the change to the project team and stakeholders, ensuring clarity.

Everything requires to be documented from Project charter til closing. During project life cycle there will be some many issue, problems, variations, revision will appear and it’s part of project life cycle normally. But if there is any changes occurs due to any of reasons it should be approved and authorized to amend it in the project SOW and it should be reflect in project baseline and budget to settle it. As it will affect in major to both of this factors.

Here are TEN tips to ensure an effective and efficient change orders review process: 1. Think 80/20: analyze the handful of changes with the largest financial impact 2. Prioritize: focus on the changes which have an impact on critical path, or health, safety and environment 3. Establish Entitlement: look at the merit before the quantum 4. Maintain Objectivity: distinguish between opinions and facts 5. Follow the ABC Rule: Assume nothing...Believe no one...Check everything 6. Stay Organized: keep a tracker 7. Communication: manage the expectations of everyone 8. Process the Paperwork: this so the only way to get paid 9. Pivot Tables: can’t stress it is usefulness to analyze data 10. Audit Trail: provide backup

Below are some tips can be used to improve your experience in changing orders request: 1. Start with the original contract. 2. Review plans and specifications 3. Don’t delay or ignore change orders. 4. Communicate with all individuals involved. 5. Document everything in a centralized location. 6. Negotiate the change order Conclusion. It’s a good experience for Professional PM to manage the change orders during the change management process.

?? Delighted to dive into the intricacies of documenting Change Order Requests! ?? When managing project changes, ensure your documentation includes a clear and concise description of the requested change. Provide a solid rationale outlining the necessity and impact on the project's timeline or budget. Collaboration with stakeholders is paramount! Engage in open communication channels to gather feedback and insights. Share supporting documentation that aids in understanding the proposed change. Obtain approvals from relevant parties to ensure alignment with project goals and objectives. ?? #ProjectManagement #ChangeManagement #DocumentationTips #CollaborationSuccess

As someone who has worked on both sides of this equation, I think it’s very important to understand the change order from a pricing perspective. It’s always super important to get labor rates from subcontractors and contractors beforehand. Any change order that is issued should be in line with the pricing for the rest of the project. But sometimes trades try to make up for losses and change orders and artificially inflate prices.

don't forget to determine how/if changes will affect the construction schedule, and don't hesitate to ask for a time extension with the cost change.