OFFICE OF THE UNIVERSITY ARCHITECT GMP SUBCONTRACT DISTRIBUTION CHANGE ORDER IN OAKSCI This is a workflow that is restricted to changes with no monetary or time impact and no scope of work changes. It is designed to only redistribute funds on the Schedule of Values. No actual change order has to be printed or signed as this is just a redistribution of funds. Note: Construction Manager should have all of their needed Subcontractor/Suppliers approved under the Subcontractor/Supplier Declaration. These must be approved before the change order can be started. Step One: Construction Manager will upload all documentation needed for the GMP Amendment Distribution.  Accepted backup paperwork: Bid tab, Purchase Order with Subcontractor/Supplier, AIA Document, or some paperwork that shows the dollar amount and that it is agreed upon by both parties.  This documentation should be uploaded to Document Manager – Construction – Change Orders. New folders may need to be set up to differentiate documentation for each Subcontract Distribution. They will all be listed under the Change Order folder. Step Two: Construction Manager will go to Logs – Change Orders and then will choose GMP Subcontract Distribution.  A title for this change order will be entered. It should be the a clear description of what the change order entails. (Example: Electrical Work)  At Contract Reference, they will use the drop‐down Select button to add the Construction Manager’s contract.  All lines with an asterisk will need to be filled in. Share\Temp\OAKS BPs\GMP Subcontract Distribution with Pictures November 18, 2013 Page 1 of 6  A DETAILEED Description and Justificcation must be entered. B
Basically explaaining the trad
de that is being added to the Sched
dule of Valuess.  Fill in the Contract Dayys Changed an
nd also Total Amount. Theey should botth be ZERO!  Constructtion Managerr will go to Lin
ne Item List an
nd click on Addd. A new bo
ox will appearr. Share\\Temp\OAKS BPs\G
GMP Subcontract Distribution with Pictures Novem
mber 18, 2013 Page 22 of 6 Share\\Temp\OAKS BPs\G
GMP Subcontract Distribution with Pictures Novem
mber 18, 2013 Page 33 of 6  If doing a deduct change line, pick R
REFERENCE, cchoose the linne on your exxisting SOV th
hat you are reeducing (this e Subcontracttor Work Allo
owance line, p
put in the dolllar amount aas negative. A
Add a short description. will be the
While a change order with a deducct line is in prrocess, the syystem will preevent you fro
om preparingg a pay request.  When add
ding the subccontractor’s w
work lines, SKIP Reference and go straigght to WBS Co
ode. When tthe WBS Code
e screen comes up, click on the Collap
pse button to
o make it easiier to view. H
Highlight the ccorrect code,, and hit dd a short description and
d put in the am
mount. Select. Ad
 If the worrk is being performed by an EDGE subco
ontractor/suppplier, select them onto th
he form.  Click OK.  Attach the
e documents that were up
ploaded to Do
ocument Mannager.  Workflow
w Actions is Su
ubmit and Sen
nd. Notee: Go to Page
e Five to see h
how to Import the SOV line
es. Step Three: Associate will Accept the task.  Associate will check that the title, D
Description off Work and Juustification off Work are cleear and concise. If more informaation into anyy of these fiellds. needed, they will add m
 Associate will number the change o
order (see instructions for Change Ordeer numbering
g.)  Associate will review that the prope
er WBS codess have been cchosen by thee Contractor.  Associate will make sure that the Deduct line has a number uunder Referen
nce and the P
Positive line has a 0 in the e section. Reference
 Workflow
w Actions is Re
ecommend Approval, then
n Send. Step Four: Projecct Manager w
will Review.  Project M
Manager will A
Accept the tassk.  Project M
Manager will re
eview the Title and Justificcation, and if needed, makke changes.  Workflow
w Actions will be Accept, th
hen Send. It w
will go back too the Contracctor. Step Five: Contraactor will Acce
ept the Task.  There is n
no need to priint a change o
order as there
e is no monettary value to this change o
order as the m
monies are just beingg moved from
m one line to m
multiple lines.  Workflow
w Actions is SSign Change O
Order, then Se
end. This goees to Project C
Coordinator ((OUA Accoun
nting). Share\\Temp\OAKS BPs\G
GMP Subcontract Distribution with Pictures Novem
mber 18, 2013 Page 44 of 6 Step Six: Project Coordinator w
will Accept th
he task.  Checks Ch
hange Order d
details (SOV lines).  Checks that the amoun
nt declared on the Subcon
ntractor/Suppplier Declaratiion matches tthe amounts listed on this distributio
on.  Workflow
w Actions is Vaalidated, then
n Send. Goess to Director.
Step Seven: Direcctor will Acce
ept the task.  Reviews the documentt – if he has q
questions, he will send bacck as a Returnn for Clarificattion.  Workflow
w Actions is Ap
pprove then Send. Notee: The Constrruction Manager will now be able to bill for the item
ms on this disttribution. To Ad
dd WBS Code
es using the Import Feature: Step One: Request the CMR W
WBS Code Tem
mplate from tthe Office of tthe Universityy Architect. SSave this document in a be able to find
d easily on yo
our computerr. My Docum ents is usually the best plaace. locattion you will b
 The docum
ment will be ttitled, OAKS C
CI Contract SO
OV Template for CM‐R and
d D‐B Preconsstruction 201
120719.  Click the EEnable Content button so that you can edit this docuument. Step Two: Start e
entering in yo
our Subcontraactor/Supplierr WBS Codes in this spread
dsheet.  Find the aappropriate W
WBS Codes an
nd add a shortt description (up to 50 chaaracters). Thiis description
n is very importantt, as whateve
er you insert h
here will show
w up on your pay request.  DO NOT A
ADD SUBCON
NTRACTOR OR
R SUPPLIER IN
NFORMATION
N ON THIS SH
HEET.  Leave unu
used rows em
mpty. DO NOTT DELETE LINES. Notee: You may ne
eed to use the same WBS Code more th
han once. Soo, insert and ccopy the ENTIRE LINE. Step Three: Click on the Prepaare Interface File. Share\\Temp\OAKS BPs\G
GMP Subcontract Distribution with Pictures Novem
mber 18, 2013 Page 55 of 6  The screen will flicker aas the interfaace file is creaated. You shoould get a meessage saying the process iis complete. Click Ok.  A new file
e will be created titled OA
AKS CI Contracct SOV Templlate for CM‐R
R and D‐B Precconstruction 20120719
9.CSV Notee: This file will automatically save to the location you have the orriginal Excel sspreadsheet. Step Four: Go intto OAKSCI. Click on your p
project.  Go to Loggs – Change O
Order.  Start New
w.  Click on th
he Line Item LList words to enlarge this ssection.  Click on th
he Import buttton. A box w
will appear likke you see whhen you uploaad a documen
nt.  Find the C
CSV Spreadsheet, highlightt it and click O
OK. All of youur WBS Codess will appear exactly as you entered them in th
he Excel spreadsheet.  Click on sp
pecific lines aand add the Subcontractorr/Supplier infoormation.  Click on A
Add – Detail Liine Item. Clicck on Referen
nce and find tthe line you w
will be DEDUC
CTING. Hit Seelect, and enter the amount (NEG
GATIVE) that you will be deducting.  The Total Amount whe
en complete, should be ZERO. GO B
BACK TO PAGE FOUR TO C
COMPLETE TH
HE PROCESS.
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