Change Orders - Assemble and Issue
In this article, we'll cover:
- Creating a CO from scratch if you do not follow the initiating document or pricing workflows.
- Assembling your CO
- Issuing the CO
Create a CO from scratch
In the cases where you have no initiating change document, you can create a quote from scratch using the quick create button.
Step 1: Click the '+' in the top right corner, and select 'Change Order'.
Step 2: A pop-up will appear with fields for you to enter information. Only the items with a red asterisk are required to be filled out or selected.
Number = The number will auto-populate to the next available number, but you can override it if desired.
Reason = You can select from Part3's list of reasons, or create a custom reason.
Disclaimers = You can select a main disclaimer and a footer disclaimer from your organizational directory. You can edit or add a new one if preferred.
Consultants = Select the Consultants that you want to participate in this CO.
Don't worry about getting all of this information right the first time. You can come back and modify this at any time before the document is issued.
Step 3: When you're finished entering the information, click the blue 'Create' button. You'll be directed to a new screen.
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Assembling your Change Order
Step 1: Select the individuals from the consultant team and set a due date. The due date is not required, but it is helpful in setting expectations for the team and triggering reminder notifications and tasks.
Step 2: Start linking any documents that you already have in Part3. If not already completed.
Initiating Document = A document that was issued and led to the need for a Change Order.
Attach Pricing Details = Pull in the quote/pricing document that has already been reviewed and approved by the Consultant/Owner team. To learn more about Pricing documents, click here.
These documents will automatically be linked at the bottom of the CO document for your reference and will be combined in the PDF output.
By completing steps 1 through 5, Part3 has started assembling your cover page.
Note: If any of your pricing details are being drawdown from an allowance or contingency, you will see a " Remaining balance" column. You can turn this off by clicking the toggle at the top of the cover page.
Step 3: Double check you've captured all of the information you need on your cover page. Once you're ready, you can sign the document. Click the green 'Sign' button at the top of the cover page.
A pop-up will appear for you to confirm you have reviewed the document and it will apply the signature you have saved in your profile. Your signature will be applied to the cover page with a date and time stamp.
Step 4 (Optional): Add reviewers that will be required to review and sign this document before it is formally issued. Click '+ Add' in the 'Reviewers' section to select individuals from the project team. Their names will appear on the cover page with an area for their signature.
Step 5 (Optional): It's time to issue your Change Order for review. Click the 'Send for review' button in the top right of the document.
A pop-up will appear for you to review what you're sending, and to who.
Step 6 (Optional): At this point, you have two options. If you know the Reviewers are going to come into Part3 to review the document and apply a digital signature, you can click 'Continue'. If your reviewers want to review a hard copy of the Change Order and apply a wet signature, click 'Continue & Create PDF'.
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Issuing the Change Order
Once the document has been signed and approved, it's time to formally issue the Change Order!
Step 1: Ensure that the document has been signed off by any required reviewers, either in Part3 using a digital signature, or outside the app with a wet signature.
Of course, this is flexible to your own workflows. Part3 will not block you any step along the way, you can formally issue documents whenever you need to.
Step 2: When you're ready, click the blue 'Issue' button in the top right corner of the page.
Step 3: Review the pop-up to confirm all of the document details and distribution list.
Step 4: Click the blue 'Issue' button. The documents are now being combined into one PDF file. Every individual on the distribution list will receive an email with the PDF attachment and a link to the document in Part3.
Note: If the document was signed outside of Part3 via wet signature, you can upload the final version of the document by clicking the ' +' sign beside 'Download'. Select 'Add final document' to upload the attachment.
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Reopening a Change Order
Important. Only the latest issued CO can be reopened for revision.
Step 1: Click the three dots in the top right corner of the document and click 'Reopen'. Note - Those dots will not appear if it is not the last issued Change Order.
As always, if you have any questions or see an issue with this document, please contact us at support@part3.io