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Created by Unknown User (robertbr@mit.edu), last modified by Unknown User (monzione@mit.edu) on Jan 08, 2020 22:47
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esult or Product of this Process
The 06.01 Letter of Release - Change Order Request process is used:
- To request a Letter of Release
- Either by the contractor or the project manager to initiate a change to an e-Builder commitment. (Purchase Order)
- CORs (one or multiple) must be processed using the 06.02 - General Contract Change Order process.
This process can be used to generate the Change Order Request (COR). One or more CORs must be included in a General Conract Change Order process in order for commitments (POs) to be changed.
When you change a commitment (PO) you must also ensure that there is sufficient budget to cover the total of the changes.
Start/Initiation
- Started by the Contractor or the Project Manager.
| Step No. |
Step Name |
Description |
| 1 |
Is this a user data entry ERROR fix ONLY? |
Please only select yes if you are using this process to fix a user data entry error that occurred while entering the original Commitment (Purchase Order schedule of values). |
| 2 |
Is this Change Request for a Purchase Order Only (NO Contract)? |
ONLY select yes if this change request is to a Purchase Order and there is no Contract for the Vendor. If the aggregate of the changes and original PO meet the thresholds for a Contract then the Issue Contract process will need to be started. |
| 3 |
Ready for Owner Action |
If the COR is ready for processing as part of a GCCO indicate by answering Yes. |
| 4 |
A/E on Project |
If an A/E is on the project indicate by answering Yes. |
| 5 |
Brief Description of Change |
Enter a description of the change. |
| 6 |
Time Extension Requested (in Days) |
Indicate the time extension that is required for this GCO. You may indicate 0 if there is no impact to the schedule. |
| 7 |
Vendor's Supporting Documentation |
Add any documentation that supports the change request. |
| 8 |
Commitment |
You must select the commitment (PO) that is being changed. When the commitment is selected the process will display the commitment lines and allow for changes. |
| 9 |
Date of Change |
Indicate the date of the change. |
| 10 |
Reason Code |
Indicate the reason for the change. |
| 11 |
Justification for the Change |
Indicate the justification for the change. |
| 12 |
Add All Existing Items |
Imports the schedule of values for the chosen commitment. |
| 13 |
Edit the Change Amount |
Edit the change amounts for each Commitment line item you want to modify |
| 14 |
Add Additional Scope Commitment Item |
Select the Cost Object for any new Scope Commitment Items you would like to add |
| 15 |
Select a Cost Object |
Select a Cost Object |
The next step is Data Entry Error?
Data Entry Error?
- The Data Entry Error? conditional step determines the path process will take based on if the Data Field “Is this a user data entry ERROR fix ONLY?” has been marked “Yes” or "No" in the previous step.
- If True (Yes) the next step is eB Admin Review.
- If False (No) the next step is PO CO ONLY?
PO CO ONLY?
- The PO CO ONLY? conditional step determines the path process will take based on if the Data Field “Is this Change Request for a Purchase Order Only (NO Contract)?” has been marked “Yes” or "No" in the previous step.
- If True (Yes) the next step is Pm Enters Data.
- If False (No) the next step is COR AMT <0>?
Pm Enters Data
- The Pm Enters Data step allows the Project Manager to review what has been entered and select the the type of work this Purchase Order is written for. The choices are:
- Asbestos
- Construction
- Consultant
- Mover
- Once submitted next a series of Conditional Questions are asked.
Conditional Questions
- If the type of purchase order chosen in the previous step was Asbestos
- and the purchase order has a value less than $5000 it will be routed to the Program Manager Review step.
- and the purchase order has a value of more than $5000 it will be routed to the Contract Required step.
- If the type of purchase order chosen in the previous step was Construction
- and the purchase order has a value less than $10000 it will be routed to the Program Manager Review step.
- and the purchase order has a value of more than $10000 it will be routed to the Contract Required step.
- If the type of purchase order chosen in the previous step was Consultant
- and the purchase order has a value less than $25000 it will be routed to the Program Manager Review step.
- and the purchase order has a value of more than $25000 it will be routed to the Contract Required step.
- If the type of purchase order chosen in the previous step was Mover it will be routed to the Program Manager Review step.
Contract Required
Hold For Contract Execution
- The Hold For Contract Execution step is where contracts team uploads a contract with the new aggregate total (original commitment plus new amount in this COR) to the process by uploading the contract in this step.
- If the Contract Exec action is taken the next step is Program Manager Review.
- If the Revise action is taken
Program Manager Review
- The Program Manager Review step allows the Program Manager to review the amended contract or the commitment change in the Cost Grid that reflects the change to the original commitment.
- If approved the next step is the CC Director Approval step.
- If in need of revision next step is the Initiator Revise step.
CC Director Approval
- The CC Director Approval step allows the CC Director to review the amended contract or the commitment change in the Cost Grid that reflects the change to the original commitment. If approved past this step the process status will be set to Pending.
- If approved the next step is the COR Hold for GC-CO step.
- If in need of revision next step is the Initiator Revise step.
Initiator Revise
- The Initiator Revise step shares a page layout with the Start/Initiation step and allows the Process Initiator to make changes and resubmit the process.
- If the Resubmit to Sta action is taken the next step will be the conditional question Data Entry Error? (Recommended)
- If the Resubmit to eB action is taken the next step will be the step eB Admin Review.
- If the Void action is taken the process is moved to the Finish step and voided.
eB Admin Review
- The eB Admin Review step shares a page layout with the Start/Initiation step and allows an eB Admin to make changes and resubmit the process.
- If the Approved action is taken the next step will be SAP Hold Step.
- If the Rejected action is taken the next step will be Initiator Revise.
COR AMT <0>?
- The COR AMT <0>? conditional step determines if the data field Commitment Change Amount is a non-zero amount
- If True (Yes) the next step is Ready for Owner?
- If False (No) the next step is Comm Chng Items Mssng / Zero
5. A/E Review
- A/E Lead reviews the process and takes the Submit action.
- The next step is PM Approves/Rejects & Verifies Funding.
6.Initiator Revise & Resubmit
- The initiator reviews the process, fills out the required fields and takes the Resubmit option.
- The next step is Letter of Release?
7. PM Approves/Rejects & Verifies Funding
- The Project Manager Reviews the process, verifies the available funding, and has the option to Submit, Revise, Reject, or Void.
- If Submit is chosen the next step is Budget Change Required.
- If Revise is chosen the next step is A/E Review.
- If Reject is chosen the next step is Initiator Revise and Resubmit.
- If Void is chosen the next step is Finish.
8. Budget Change Req'd
- The Budget Change Req’d? conditional step determines the path process takes based on if the Data Field “Budget Change” has been marked “Yes” in a previous step.
- If True (Yes) the next step is Program Manager Review and Approval.
- If False (No) the next step is COR Hold for GC-CO.
9. Program Manager Review and Approval
- The Program Manager reviews the process and takes an action to Void, Submit, or Revise.
- If Void is chosen the next step is Finish.
- If Submit is chosen the next step is COR Hold for GC
- If Revise is chosen the next step is PM Approves/Rejects & Verifies Funding
10. COR Hold for GC-CO
The COR Hold for GC-CO Step will hold all Change Order Requests until they are bundled with the Change Order Process and the process is approved. Once the Change Order process is approved the attached Change Order Request Processes will automatically take the Code Complete action.
The next step is SAP Hold Step.
11. SAP Hold Step
- Hold step for SAP Processing.
- The next step is Finish.
12. Finish