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Created by Unknown User (robertbr@mit.edu), last modified by Unknown User (monzione@mit.edu) on Jan 08, 2020 09:36
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Result 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.
1. 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. |
The next step is Ready for Owner?
2. Ready for Owner?
- The Ready for Owner? conditional step determines the path process will take based on if the Data Field “Ready for Owner Action?” has been marked “Yes” in a previous step.
- If True (Yes) the next step is Letter of Release?
- If False (No) the next step is Initiator Hold.
3. Initiator Hold
- The process initiator completes the Change Order Request and takes the Submit action.
- The next step is Letter of Release?
4. Letter of Release?
- The Letter of Release? conditional step determines the path process will take based on if the Data Field “Requesting Letter of Release?” has been marked “Yes” in a previous step.
- If True (Yes) the next step is PM Approves/Rejects & Verifies Funding.
- If False (No) the next step is A/E Review.
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