|
Project Center administrators
can set which tasks appear here using the Remove
Contract Management Item Tasks dialog box.
Change Orders
● New Change
Order > Create Change Order
Click to open the Create
a Change Order dialog box to create a new change order or
to file an expected one.
● New Change
Order > Log Received Change Order
Click to open the Log
a Received Change Order dialog box to log a change order that
you have received.
● Create
Report
Click to open the Create
Report dialog box to select the type of change order report
to create. The report contains the contents of this log.
You can customize which columns appear in reports
simply by selecting which columns to show and hide in the activity
center. Simply right-click on column headers to add or remove
columns. A checkmark indicates the column will appear in the activity
center and the report.
● Import
Spreadsheet
Click to open the Select
Spreadsheet dialog box to select a Microsoft Excel spreadsheet
containing change order data that you can import.
The imported change orders are placed in the appropriate change
order log based on the type imported.
● View
Pending Items
This task appears only when there are Pending Review Response change
orders.
Click to list only Pending
Review Response change orders.
Selected Change Order
The following list shows all
available tasks for all change order categories, in alphabetical
order. The tasks that appear depend on which category you select
from.
● Add Similar
Change Order
Click to create a new change order based
on the one selected. The new one contains most of the information
from the original, except for unique identifiers such as the ID.
The new one is also automatically related
to the original. Supporting documents
from the original are included.
If the original has no received actions (such as a CO in a draft/expected
state), the Create
a Change Order dialog box opens.
If the original has at least one receive action, the Log
a Change Order dialog box opens, allowing you to choose whether
to log a received change order or an expected one.
If
the original contains a receive action with files and/or description
of contents entries, the Select
Files and Description of Contents dialog box opens first,
enabling you to select the items to include in the new copy.
● Close
> Close
Click to open the Close
Change Order dialog box to close
the change order without providing a response.
● Close
> Respond and Close
Click to open the Respond
to Change Order and Close dialog box to file your response
to the sender of the change order and close
it. If the change order has files associated with it, the Select
Files to Send dialog box will open first.
● Close
> Send and Close
Click to open the Send
and Close Change Order dialog box to send the change order
to team members and close
it. If the change order has files associated with it, the Select
Files to Send dialog box will open first.
● Delete
Click to delete
the selected change order from Project Center.
You must be a Project
Center administrator and have a contract management role
to delete change orders.
● Forward
Click to open the Forward
Change Order dialog box to forward
the change order to any contacts who are responsible for reviewing
the change order and to create a transmittal. If the change order
has received files or supporting documents associated with it,
the Select
Files to Forward for Review dialog box will open first so
you can select the files to forward.
● Link
Change Order File
Click to open the Select
File to Link to a Change Order File dialog box to locate and
select a file to link
to the currently open change order.
● Modify
Click to open the Modify
Change Order dialog box to edit the settings for the selected
change order, including estimated amount and time, and the description.
● Open
Change Order File
Click to open the file linked to the change
order. The file opens in its native application.
● Receive
Click to open the Receive
Change Order dialog box to log the receipt of an expected
change order.
● Receive
Pending Review Response
Click to open the Record
Reviewer Response for Change Order dialog box to record
a response received about a change order via Info Exchange.
● Record
Reviewer Response
Click to open the Record
Reviewer Response for Change Order dialog box to record
a response received about a change order that you forwarded
to other contacts. When you receive a response back from a contact,
record it using this task to track its progress.
● Reopen
Click to open the Reopen
Change Order dialog box to re-open the closed change order.
● Review
Related Action Items
This task is available only when you select
an item that has related action items.
Click to open the Related
Action Items activity center to view action
items related to the selected item.
● Review
Related Markup Sessions
This task is available only when you select
an item that has related markup sessions.
Click to open the Related
Markup Sessions activity center to view information about
and preview the related markup
sessions.
● Send
Click to open the Send
Change Order dialog box to send the change order to other
project team members.
● Send
Email About Change Order > To the Sender
Click to open an email message in Microsoft
Outlook to send to the contact who originally sent the change
order. The email message includes information about the change
order.
● Send
Email About Change Order > To the Recipients
Click to open an email message in Microsoft
Outlook to send to the original change order recipients as a reminder
or with additional information. The email message includes information
about the change order.
● Send
Email About Change Order > To All Reviewers
Click to open an email message in Microsoft
Outlook to send to the contacts who are currently reviewing
the change order, as a reminder or with additional information.
The email message includes information about the change order.
● Send
Email About Change Order > To All Participants
Click to open an email message in Microsoft
Outlook to send to all change order participants, including the
sender, recipients, and reviewers as a reminder or with additional
information. The email message includes information about the
change order.
● View
Form
Click to open the Change
Order form to print or send the actual change order document.
Selected Action
See Selected Action
panel. Access the actions by clicking the expand 
icon in the first column next to each change order.
The file tasks apply to files in the Supporting
Documents tab. See File
Tasks panel for more information.
See Email
Tasks panel for more information.
See Related
Item Tasks panel for more information. |
Change
Orders
Category drop-down list
The category drop-down list contains filters to display the
change orders in particular categories. For example, if you want
to view overdue change orders, select Overdue
from the list. Only overdue change orders will appear in the log.
You can also choose to display change orders for all project users
or only change orders on which you are listed as the sender or
recipient. Each category is explained below.
  Click to
toggle between showing change orders for all users or only change
orders you are involved with.
All
Click to display all change orders that have been entered for
this project.
Pending Incoming
Click to display all change orders sent via Info
Exchange that need to be received. When a change order or
change order response is logged by a project
team member on Info Exchange, it will show up in this category.
Draft
Click to display all change orders that are in draft form and
have not been sent.
Under Review
Click to display change orders that have been received, but
responses have not been sent to the change order senders.
When a non-expected change order is first filed,
it is placed in the Under Review
category.
Awaiting Action
Click to display change orders that
have been received, but they:
-
Have not been forwarded
for review, or
-
Have been forwarded
for review, but a response has not been received, or
-
Have been forwarded
for review and all responses have been received, but there
has been no response sent to the change order sender.
Forwarded for Review
Click to display change orders that
have been forwarded with a due date for another contact to review
that have not been received back yet.
Response Overdue
Click to display change orders that
have been forwarded but the responses back from the reviewers
are overdue.
Overdue
Click to display all change orders
that are overdue.
Expected
Click to display all change orders filed as expected.
Expected Resubmission
Click to display expected change
orders that were created for change orders that require the sender
to resubmit the change order (the action taken on the change order
was Rejected or Revise and Resubmit).
Late
Click to display expected change
orders that are late.
All Closed
Click to display change orders that have had a response sent
to the change order sender and there is no further action required.
Filter All Columns
You can filter by any text that appears in any of the columns
in the log. For example, if you know the subject (or part of the
subject) of the change order that you are searching for (or the
ID, status, due date, etc.), enter at least part of the text in
this field. The change orders list updates automatically as you
type. For example, if the change order you are searching for has
the number 30 somewhere in one of the columns, enter 30 in this
field. The list will be narrowed down to only change orders that
have the number 30 somewhere in one of the columns.
Click to clear all filters.
> 
Click to toggle between showing and hiding the column filter
fields.
> 
>
Click to group by the any of the columns. For example, if you
want to group the list of items by subject, select Subject
from the drop-down list. The items will be grouped into separate
sections alphabetically by subject. See Column
Sorting, Filtering, and Grouping for more information.
Change Orders log
The change orders log displays the change orders for the category
selected above. Click a change order for a list of tasks you can
perform, which appear in the Tasks
panel. Double-click a change order to open the Modify
Change Order dialog box to view the change order's information
and settings.
Change orders (and actions) are listed in red if the change order is overdue
or if a review response is overdue.
You can drag and drop or copy and paste email
messages from Microsoft Outlook and files from Windows Explorer
into the Change Orders log
to create a new change order. This also prevents Microsoft Outlook
from opening multiple instances of Project Center.
Columns
Column headers are different for each category. The following
list includes all column
headers for all change order categories. Some categories may not
include all headers, and they may not be in the order listed here.
If you move and resize columns, they are saved in that position
for each category. Column settings are reflected in change order
reports. Right-click on any column header to list and de-list
columns. Click the  icons for more filtering
options.
ID
The change order ID number.
Sender ID
The number the contractor gave to the change order.
Subject
The subject of the change order.
Approved Amount
The approved dollar amount of the change order, either + or
-.
Approved Days
The approved number of days for the change order, either + or
-.
Estimated Amount
Estimated dollar amount of the change order, either + or -.
Estimated Days
Estimated number of days for the change order, either + or -.
If this project contains any potential change
orders, the Estimated
fields are invalid.
Due Date
The date the change order is due back to the initiator of the
change order.
Date Executed
The date the change order was signed off on and agreed to.
Change Order Date
The date the change order was issued to the subcontractor
Status
The status of the change order (Draft, Expected, Open, Closed).
To Contact
The contact the change order is going to.
To Company
The company the change order is going to.
From Contact
The contact the change order came from.
From Company
The company the change order came from.
Initiated By
The contact who requested or authorized the document change.
Reasons
The reasons the change order was created.
Responsible
The party responsible for the change resulting in the change
order.
Discipline
Any disciplines applied to the change order.
Contract
The contract
the change order is associated with.
Contract Type
The Contract Type value
of the contract the change order is associated with.
Related Items
If the change order has any related
items, the icons appear here.
Related Project Items
This column is a text version of the icons in the Related
Items column. The text will appear in reports.
Keywords
Any keywordsIn
Project Center, keywords are words you can add to items to use
for filtering. When you add keywords, they appear in the Keywords
column of the corresponding Project Center activity centers. You
can then filter the list of items using the keywords to quickly
find the items you are looking for. applied
to the change order.
Supporting Documents
Any files attached to the change order.
From
The contact the change order came from.
Received
The date the change order was received by the contact the change
order was sent to.
Last Action
The last completed workflow action for the change order. It
displays the action and the purpose or type for that item. For
example, if a change order was received and there was no action
required selected for the Action
field, the Last Action
column would display Received
– No Action Required. If you were looking at an entry in
the Under Review category
that had a Last Action
of Received – No Action Required,
that indicates that the item needs to be closed using the Close task.
Forwarded To
The contacts the change order was forwarded to.
Last Forwarded
The date the change order was last forwarded to a reviewer.
Last Reviewed
The date the most recent reviewer returned the change order.
(The most recent review response date.)
Review Days
The total number of days the change order has been in the review
cycle for all reviewers.
Review Due Back
The date the change order is due back from the contacts reviewing
it, if it is not yet received. It is based on the oldest Forward for Review date.
Due Back From
Any contacts a response to the change order is due back from.
Current Reviewer
The contact who is currently reviewing the change order in a
sequential workflow.
Total Days
The number of days to process the change order. The count starts
from the start date, which is either when the item was created
or the received date, and ends either now or when it was closed
if a closed date was entered. If it is re-opened, it displays
the count from when the change order was created. It is based
on calendar days (not business days) and does not consider holidays
in its calculations.
Expected Date
The date the change order or a resubmitted change order is expected
(for Expected change orders
only).
Internal Notes
Any personal notes added to the change order. These are also
added to the Remarks Summary
tab.
Closed Date
The date the change order was closed.
Actions
The actions drop-down displays a history of the actions taken
on the selected change order, including when it was received,
forwarded, closed, etc. Every action represents a communication
between a sender and recipients and is linked to a transmittal,
which you can print out. You can undo individual actions to revert
the change order to its prior state. Selecting an action displays
tasks you can perform on it, including displaying its transmittal
form, modifying the action, or sending an email about the action.
Double-click an action to open the Transmittal
form to view the transmittal form for the change order action.
An example of the action history is shown here:
Type
The type of action performed. Each
type can have multiple actions, which you can add, as described
next.
Action
The action taken.
Date
The date of the action.
From
Who performed the action.
To
The recipient of the action taken.
Due Date
The due date is either the change
order due date or the forward for review due date – depending
on the action taken.
Remarks
Any remarks entered about the action
taken.
Via
How the action was sent.
To delete a transmittal
that is associated with a change order action, select the change
order, then delete the corresponding action.
Actions are listed
in red if the change order is overdue or if a review response
is overdue.
See Modify
Action in the Selected
Action panel topic for an explanation of how modifying an
action works.
Refer to the Create
a Change Order dialog box for information about these tabs.
The tabs that are not available in that dialog box or have additional
features are explained here:
File Summary
tab
This tab contains any electronic files that were included with
the change order. Select a file to display file tasks you can
perform, including opening, comparing, sending, and publishing
the file. These files are stored in a compressed .ZIP file that
is referenced by the change order. Each column in this tab is
described here.
Name
The name of the file.
If the file is an email message, Project Center
creates the file name with the date, a system generated ID, and
the subject of the email.
Type
The file's type.
Workflow
The workflow step (Forwarded,
Review Response, etc.)
for the file.
Size
The file's size.
Modified
The date the file was last modified.
Zip Folder
The full path to the location of the
.ZIP file.
Related Items
Any Project center items
related to the file.
Related
Items tab
This tab lists all related
Project Center items for the selected change order.
Create Related > Action Item
Click to open the Identify
an Action Item dialog box to create a new action
item and link it to the current change order.
Create Related > Transfer > Via Info Exchange
Click to open the Transfer
Files to a Newforma Info Exchange Server dialog box to transfer
project files via your Newforma Info Exchange Server and link
the transfer to the current change order.
Create Related > Transfer > Via Email
Click to open the Send
Files to Email Recipients dialog box to send
project files via email. Nothing is logged in this tab.
Create Related > Transmittal > Via Info Exchange
Click to open the Transfer
Files and Create an Outgoing Transmittal dialog box to transfer
project files via your Newforma Info Exchange Server, create
a new outgoing transmittal for the file transfer, and link the
transfer to the current change order.
Create Related > Transmittal > Via Email
Click to open the Send
Files and Create an Outgoing Transmittal dialog box to send project
files via email, file an outgoing transmittal for a file transfer,
and link the transfer to the current change order.
Create Related > Contract Management > Contract
Management Item
Click to open the Create
Contract
Management Item dialog
box for the type of contract
management item you selected to create a new contract management
item and link it to the current change order.
Create Related > Web Link
Click to open the Create
Web Link dialog box to enter a web link and automatically
relate it to the selected Project
Center item. After it is created, the Relation
Type column will indicate Web
Link, and users can double-click on it to open the website.
Relate to >
Click to select an existing project item and establish a relationship
between it and the currently selected change order. This gives
you the ability to link two items that are related together (for
example, a markup
session that is related to a change order). Select Another
Project Item to open the Select
Project Item dialog box to locate an item that is not in the
list. When you create a relationship between two items, each item's
icon is added to the other item's Related
Items column and tab.
Share with External
Click and select Yes
to allow the selected web link to be shared with external project
team members through Info Exchange.
Share with External > Yes
Click to allow the selected item to be shared with external
project team members through Info Exchange.
Remove
Click to unlink and remove the selected project item from the
Related Items tab.
Removing a related item from the Related
Items tab does not remove it from the database.
The Relation Type column
has two icons to
indicate the relationship type:
● The
 icon indicates that the relationship
was created by a user and can be deleted (such as an action item
related to a change order).
● The
 icon indicates that the relationship
was created by Project Center and cannot be deleted (such as a
transmittal or record copy related to a change order). |
