1   Project Center administrators can set which tasks appear here using the Remove Contract Management Item Tasks dialog box.

Change Order Proposals

●      New Change Order Proposal > Create Change Order Proposal

Click to open the Create a Change Order Proposal dialog box to create a new change order proposal or to file an expected one.

●      New Change Order Proposal > Log a Received Change Order Proposal

Click to open the Log a Received Change Order Proposal dialog box to log a change order proposal that you have received.

●      Create a Report

Click to open the Create Report dialog box to select the type of change order proposal report to create. The report contains the contents of this log.

1   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 proposal data that you can import. The imported change order proposals are placed in the appropriate change order proposal log based on the type imported.

●      View Pending Incoming

1   This task appears only when there are Pending Review Response change order proposals.

Click to list only Pending Review Response change order proposals.

Selected Change Order Proposal

The following list shows all available tasks for all change order proposal categories, in alphabetical order. The tasks that appear depend on which category you select from.

●      Close > Close

Click to open the Close Change Order Proposal dialog box to close the change order proposal without providing a response.

●      Close > Respond and Close

Click to open the Respond to Change Order Proposal and Close dialog box to file your response to the sender of the change order proposal and close it. If the change order proposal 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 Proposal dialog box to send the change order proposal to team members and close it. If the change order proposal has files associated with it, the Select Files to Send dialog box will open first.

●      Create Similar Change Order Proposal

Click to create a new change order proposal 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 those is a draft/expected state), the Create a Change Order Proposal dialog box opens. If the original has at least one receive action, the new one will be created using the Log a Received Change Order Proposal dialog box.

1   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.

●      Delete

Click to delete the selected change order proposal from Project Center.

1   You must be a Project Center administrator and have a contract management role to delete change order proposals.

●      Forward for Review

Click to open the Forward Change Order Proposal for Review dialog box to forward the change order proposal to any contacts who are responsible for reviewing the change order proposal and to create a transmittal. If the change order proposal 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.

●      Log Receipt

Click to open the Receive Change Order Proposal dialog box to log the receipt of a change order proposal that you were expecting.

●      Modify

Click to open the Modify Change Order Proposal dialog box to edit the settings for the selected change order proposal, including due dates, email message reminder settings, and the description.

●      Receive Pending Change Order Proposal

Click to open the Log a Change Order Proposal dialog box to receive a change order proposal from Info Exchange.

●      Receive Pending Review Response

Click to open the Record Reviewer Response for Change Order Proposal dialog box to record a response received about a change order proposal via Info Exchange.

●      Record Reviewer Response

Click to open the Record Reviewer Response for Change Order Proposal dialog box to record a response received about a change order proposal that you forwarded to other contacts. When you receive a response back from a contact, record it using this task to track its progress.

●      Related Items >

See the Related Items Tasks topic for information.

●      Reopen

Click to open the Re-Open Change Order Proposal dialog box to re-open the closed change order proposal.

●      Review 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

1   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 Proposal dialog box to send the change order proposal to other project team members.

●      Send Email About Change Order Proposal > To the Sender

Click to open an email message in Microsoft Outlook to send to the contact who originally sent the change order proposal. The email message includes information about the change order proposal.

●      Send Email About Change Order Proposal > To the Recipients

Click to open an email message in Microsoft Outlook to send to the original change order proposal recipients as a reminder or with additional information. The email message includes information about the change order proposal.

●      Send Email About Change Order Proposal > To All Reviewers

Click to open an email message in Microsoft Outlook  to send to the contacts who are currently reviewing the change order proposal, as a reminder or with additional information. The email message includes information about the change order proposal.

●      Send Email About Change Order Proposal > To All Participants

Click to open an email message in Microsoft Outlook to send to all change order proposal participants, including the sender, recipients, and reviewers as a reminder or with additional information. The email message includes information about the change order proposal.

●      View Form

Click to open the Change Order Proposal form to view or print the selected change order proposal's history and details.

Selected Action

See Action Tasks panel. Access the actions by clicking the expand icon in the first column next to each change order proposal.

The file tasks apply to files in the Supporting Documents tab. See File Tasks panel.

See Email Tasks panel.

See Related Item Tasks panel.

Change Order Proposals

Category drop-down list

The category drop-down list contains filters to display the change order proposals in particular categories. For example, if you want to view overdue change order proposals, select Response Overdue from the list. Only overdue change order proposals will appear in the log. You can also choose to display change order proposals for all project users or only change order proposals on which you are listed as the sender or recipient. Each category is explained below.

Click to toggle between showing change order proposals for all users or only change order proposals you are involved with.

All

Click to display all change order proposals that have been entered for this project.

Pending Incoming

Click to display all change order proposals sent via Info Exchange that need to be received. When a change order proposal or change order proposal response is logged by a project team member on Info Exchange, it will show up in this category.

Draft

Click to display all change order proposals that are in draft form and have not been sent.

Under Review

Click to display change order proposals that have been received, but responses have not been sent to the change order proposal senders.

1   When a non-expected change order proposal is first filed, it is placed in the Under Review category.

Awaiting Action

Click to display change order proposals 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 proposal sender.

Forwarded for Review

Click to display change order proposals 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 order proposals that have been forwarded but the responses back from the reviewers are overdue.

Expected

Click to display all change order proposals filed as expected.

Expected Resubmission

Click to display expected change order proposals that were created for change order proposals that require the sender to resubmit the change order proposal (the action taken on the change order proposal was Rejected or Revise and Resubmit).

Late

Click to display expected change order proposals that are late.

All Closed

Click to display change order proposals that have had a response sent to the change order proposal 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 proposal that you are searching for (or the ID, status, due date, etc.), enter at least part of the text in this field. The change order proposals list updates automatically as you type. For example, if the change order proposal 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 order proposals that have the number 30 somewhere in one of the columns.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

Change Order Proposals log

The change order proposals log displays the change order proposals for the category selected above. Click a change order proposal for a list of tasks you can perform, which appear in the Tasks panel. Double-click a change order proposal to open the Modify Change Order Proposal dialog box to view the change order proposal's information and settings.

1   Change order proposals (and actions) are listed in red if the change order proposal is overdue or if a review response is overdue.

1   You can drag and drop or copy and paste email messages from Microsoft Outlook and files from Windows Explorer into the Change Order Proposals log to create a new change order proposal. 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 proposal 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 proposal reports. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

ID

The change order proposal ID number.

Sender ID

The number the contractor gave to the change order proposal.

Subject

The subject of the change order proposal.

Proposed Total Amount

The proposed total cost resulting from the change order proposal, positive or negative.

Proposed Total Days

The proposed total number of days resulting from the change order proposal, positive or negative.

Due Date

The date a response is due back to the contact who sent the change order proposal.

Discipline

The discipline associated with the change order proposal.

Reasons

The reason the change order proposal was created.

Status

The status of the change order proposal (For Review, Expected, Approved, Rejected, Revise and Resubmit, etc.).

From

The contact the change order proposal came from.

Received

The date the change order proposal was received.

Last Action

The last completed workflow action for the change order proposal. It displays the action and the purpose or type for that item. For example, if a change order proposal 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.

Contract

The contract the change order proposal is associated with.

Forwarded To

The contacts the change order proposal was forwarded to.

Review Due Back

The date the change order proposal 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 proposal is due back from.

Current Reviewer

The contact who is currently reviewing the change order proposal in a sequential workflow.

Response Date

The date the change order proposal was responded to with an Approved, Rejected, or No Action Taken action (for Closed change order proposals only).

Total Days

The number of days to process the change order proposal. 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 proposal was created. It's based on calendar days (not business days) and does not consider holidays in its calculations.

Remaining Days

The number of days remaining until the Due Date. This number will be negative for overdue items.

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 proposal.

Related Items

If the change order proposal 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.

To

The contact who received the change order proposal.

Last Forwarded

The date the change order proposal was last forwarded to a reviewer.

Last Reviewed

The date the most recent reviewer returned the change order proposal. (The most recent review response date.)

Review Days

The total number of days the change order proposal has been in the review cycle for all reviewers.

Internal Notes

Any personal notes added to the change order proposal. These are also added to the Remarks Summary tab.

Supporting Documents

Any files attached to the change order proposal.

Expected Date

The date the change order proposal or a resubmitted change order proposal is expected (for Expected change order proposals only).

Closed Date

The date the change order proposal was closed.

Remarks Summary tab

Information and remarks about the original change order proposal appears here. This tab is not editable.

Description of Contents tab

A description of the contents of each action taken in the change order proposal workflow appears here. This information is used to fill in the Contents section of the Transmittal form. You can edit the contents as you move through the change order proposal workflow by clicking Modify from the Tasks panel to accurately reflect what is being sent.

In each step (action) of the workflow (Forwarded for Review, Review Response, and Responded and Close), you can fill in the Description of Contents tab with what is sent or received, as shown in the following example.

Workflow

The task that was selected from the Tasks panel (Forwarded - For Review, Received - For Review, etc.).  

From

The originator of the action.

Qty

The quantity of each item received with the change order proposal.

Date

The dates individual items were received with the change order proposal.  For example, if you have six shop drawings, it may help to track dates on each individual sheet.

Number

The number for each item.

Title

The title of each item.

Revision

The revision number, if applicable.

Scale

The drawing scale, if applicable.

Size

The drawing size, if applicable.

File Summary tab

This tab contains any electronic files that were included with the change order proposal. 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 proposal. Each column in this tab is described here.

Name

The name of the file.

1   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.

Email Log tab

This tab lists all email messages associated with the selected change order proposal. When you click File in Project (then choose the Change Order Proposal option) from the Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

1   You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

1   To file a reviewer response, you can drag and drop an email message into this tab, then select the email message and click Log as from the Email Tasks panel and select the Reviewer Response option.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

1   The number in parentheses indicates the number of email messages filed to the change order proposal.

Supporting Documents tab

Use this tab to attach files to the selected change order proposal, and to view attached files. For example, if you receive a change order proposal and a particular drawing is related to it, you can use this tab to attach the drawing file to the change order proposal. Another example is if you receive a file with a change order proposal, mark it up, and want to send the marked up file to a reviewer. Also, files sent using the Add to > Change Order Proposal task are added to this tab.

1   The number in parentheses indicates the number of files that are attached to the change order proposal.

1   You can copy and paste and drag and drop files from Windows Explorer into this tab.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

Related Items tab

This tab lists all related Project Center items for the selected change order proposal.

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 proposal.

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 > 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 proposal.

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 proposal.

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 proposal.

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 CM item and link it to the current change order proposal.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected change order proposal. 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 proposal.) 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.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

1   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 proposal).

●        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 proposal).

Change Log tab

This tab displays a history of the actions taken on the change order proposal, including when it was created, modified, who was involved, and any details.