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Change event management is a crucial aspect of overseeing a project as a General Contractor (GC). This guide provides you with a step-by-step approach for handling change event requests when the client either authorizes or rejects the change event.

Change Events Authorized by Client

When a Change Event is Authorized by the client:

• GC receives a notification as soon as a Change Event has been authorized by the client

• When the client authorizes a change event, the contract's status transitions to "Authorized - Update Contracts." Depending on the nature of the change event, two scenarios can unfold:

• Updating Existing Vendor & Client Contracts

• Creating New Vendor & Client Contracts

In either of the two cases, the Vendor and Client contracts need to be updated 

• After the necessary updates to both the new Vendor and Client contracts have been completed, the status of the change event will automatically transition from "Authorized - Update Contracts" to "Active"

Change Events Rejected by Client

When a change event is rejected by the client:

• GC receives a notification as soon as a Change Event has been rejected by the client

• The status of the item that has been rejected will be marked as 'Rejected' 

• Hovering over the information section at the bottom displays details such as the date and time the change event was sent back for revision, along with a description of the client's reasons for rejection.

• In the 'Rejected' status, the entire change event item will be in editable mode, including 'Contact Details,' 'Budget Line Items,' and 'Reference Files'. However, under the 'Funding Source' section, the 'Change Order' option is disabled for rejected change events. Instead, user (GC in this case) can choose between 'Contingency' and 'General Contractor' as funding sources

  • Change Order (Disabled - Not Available for Selection)

  • Contingency (Available for Selection)

  • General Contractor (Available for Selection)

• Choosing a Funding Source: 

  • 'General Contractor' implies that the GC will take in all additional costs. In this case, updating the budget amount and the Vendor & Client contract SOV is not necessary.

  • 'Contingency' implies that the additional cost will be drawn from the Contingency bucket initially allocated when creating the Client Contract. In this case, the Contract Amount is updated but it is not added as part of SOV calculations/Billing Schedule

Change Event Sent Back for Revision 

When a change event is sent back for revision by the client:

• The GC will receive a notification when a change event is sent back for revision by the client.

• The status of the item will be 'Revise & Resubmit' for the GC, with information about the date and time the change event was sent back for revision, along with a description of the client's reasons for the request.

• The entire change event item will be in editable mode, allowing the user to make adjustments to 'Contact Details,' 'Funding Source,' 'Budget Line Items,' and 'Reference Files.'

• After making the necessary changes for the respective work items, GC clicks on the 'Revise & Resubmit' button. A confirmation popup will appear with all the selected budget line items and a summary of the change event's totals. 

• A notification is sent to the client, and the status of the item changes from 'Revise & Resubmit' to 'Awaiting Acceptance.'

Managing change event requests as a GC involves adapting to client decisions, updating contracts, and selecting appropriate funding sources to ensure the smooth progression of projects.