Purpose
There are various reasons throughout the design and construction of a project that require changes to the overall project budget and/or schedule.
Responsibility
The Project Manager (PM) is responsible for coordinating changes with Units, Architects, Engineers, and Contractors. This includes ensuring that the budget and schedule can accommodate the change and obtaining proper documentation outlining the change in budget, contract value, and/or schedule.
Timeline
Proper Change Order documentation needs to be processed prior to any changes occurring on a project.
Process
When the need for changes occur on projects, the PM should coordinate with the unit sponsoring the project to ensure that they are aware of the change. If an increase to the overall budget is necessary, the PM should initiate the Project Agreement Process (Section 5.09.8.3) to add money to the overall budget. An amended Project Agreement will be processed and routed for signatures from the unit sponsoring the project and the Capital Planning and Development authorities.
If the overall budget is sufficient, money can be reallocated within the existing budget through the Budget Change Process in e-Builder (Section 5.09.8.2).
The PM should correspond with all Architects, Engineers, and Contractors that are impacted by the change and request documentation to back-up any changes to the existing contract. Once documentation is received, the information is sent to Construction Contract Administration (CCA) through the e-Builder Potential Change Order (Section 5.09.8.4) and Change Order (Section 5.09.8.5) processes. Section 5.09.8.1 summarizes the information required by CCA and the overall CCA process. CCA will process formal contract amendments and route for signature. Work related to the change should not be conducted until all signatures are received.