When a user is ready to submit a Change Event, a streamlined process is followed to ensure clear communication between the parties. To submit a Change Event, the following validations must be met in the Change Event Request:
At least one Budget Line Item should be selected in the Budget Line Items Tab
All Budget Line Items must have Estimated CE Amounts added
For Budget Line Items sent for a Vendor Quote, the user should either have received a quote or canceled it and entered their amount
Submit Change Event: The user clicks on the 'Submit Change Event' button. A confirmation popup is displayed, listing all the selected budget line items.
Summary of Work Items: Below the budget line items, a summary of the Work Items involved in the Change Event is presented. It includes columns for Work Item, Contract Amount, Estimated CE Amount, and Revised Amount.
Signature: The user adds their signature and proceeds by clicking the 'Submit' button. Since a Change Event can be created either by the GC or the client, the change event creator’s signature will be entered. If it’s the Client, the Change Event can be sent for Acceptance by the GC and the status will change to ‘Awaiting Acceptance’ to the Client. If it’s the GC who is creating the Change Event, the GC must choose one of two options:
Option 1: System Creates New Contracts (Default)
Client and Vendor Contracts Creation: If this option is selected, the system will automatically create a new Client and a new Vendor Contract for the Revised Change Event Amount in ‘Draft’ state
Contract Contents: These new contracts will only contain the approved Work Items from the Change Event with a ‘C’ icon appended to the work items indicating they come from a Change Event
Work Item Details: The Work Items in the Vendor Contract will reference the Revised Change Event amounts, while the Work Items in the Client Contract will be the sum of these Revised Change Event amounts
No Impact on Existing Contracts: Existing Client and Vendor Contracts remain unaffected
Approval Process: The new contracts will follow the standard flow for defining the Schedule of Value (SOV) and obtaining approval
Option 2: Manually Update Existing Contracts SOV
Contract Update: If this option is chosen, it implies that the existing Client and Vendor Contracts need to be manually updated to match the revised Change Event Amounts
Additional Work Items: Approved Change Event amounts are added as new Budget Items, resulting in additional Work Items in the Vendor & Client Contracts
Update Required: Contracts requiring updates will change from 'Active' to 'Active - Need SOV Update'
Other Party Approval: Regardless of the option chosen, the Change Event must be approved by the other party to proceed
Email notifications are sent to the relevant parties for every action taken during this process.
This efficient approach to Change Event management ensures that the necessary updates are made, with flexibility for both automatic creation of new contracts and manual adjustments, all while maintaining clear communication between parties.