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Change Events

Background​

Change Management Items (CMIs) track issues that may affect a project's time, cost or budget (revenue), such as field conditions, design conflicts or owner changes. Create a CMI whenever an event might impact the budget or schedule of the owner contracts and/or subcontracts, even if the impact is uncertain at the time of discovery. CMIs are the root of all Request for Quotes (RFQs), Subcontractor Change Orders, Owner Change Order Requests (CORs), and Owner Change Order. CMIs are used to track and manage changes to the owner contract (revenue) and subcontracts (costs). CMIs are where users can centralize all related data, including RFIs, submittals and any other related photos and/or documents, for easy tracking and review. CMIs help monitor potential issues, maintain records for legal purposes, and can be closed if no impact occurs.

Steps​

To create a CMI on your project navigate to the Change Management tab within the project.

Change Management Tab)

In this view you will see a log of you project's CMIs. Each CMI may or may not contain line items itemizing the potential impacts associated with the CMI. Each line item may or may not have cost and/or revenue estimates associated with them.

Users can manage their view by collapsing/expanding the CMIs to see or hide the underlying line items in each CMI.

Change Management Tab Collapsed)

Users can also 'Manage Columns' to customize their own CMI table.

Change Management Tab Manage Columns)

Users can also edit the CMI status and Ball-In-Court directly from the CMI log without having to click into each CMI.

Edit Status​

Change Management Tab Edit Status)

Edit BIC​

Change Management Tab Edit BIC)

There are also filters users can utilize to filter the CMIs anyway they need.

Change Management Tab Filters)

Creating a new CMI​

To create a new CMI click the 'New Change Management Item' button on the top right corner of the CMI log view.

New Change Management Item)

When creating a new CMI, the only required fields are the 'Title', 'Status', and 'Ball-In-Court'.

Required Fields​

  • Title - Identifiable and descriptive name of the issue you are tracking.
  • Status - This is the current status of the CMI. Change Management Item Status)
  • Ball-In-Court - Denotes the project member responsible for tracking the CMI until it is closed out and resolved. Change Management Item Ball In Court)

Optional Fields​

  • Change Reason - Categories used to group CMIs (refer to your company standard operating procedures) Change Management Item Change Reason)
  • Scope - Categories used to group CMIs (refer to your company standard operating procedures) Change Management Item Scope)
  • Type - Categories used to group CMIs (refer to your company standard operating procedures) Change Management Item Type)
  • Description - Detailed description of the overall issue being tracked in the CMI Change Management Item Description)
  • Attachments - Any document applicable for tracking the issue Change Management Item Attachments)
  • Line Items - Itemized list of impacts associated with the CMI Change Management Item Line Items)

Each line item added to the CMI schedule of values can represent a definable feature of work associated with the CMI, a vendor impacted by the CMI, or used to break down the impacts to the project scope of work.

Change Management Item Line Item)

Each line item is composed of the following columns.

Cost Code - Cost code refers to your company's cost code this line item will impact in the project budget Vendor - Assigns this line item to a vendor (subcontractor/supplier) on your project

Contract - Links to the subcontract the line item may potentially impact

Cost Type - Cost type of the cost code this line item will potentially impact

Description - Description of the line item

Revenue

  • Owner Item - Refers to the line item in your owner schedule of values (payment schedule). If this item ends up being included in an Owner CO the value will be applied to this line item in the owner payment schedule for future owner pay apps.
  • QTY - The quantity of units (default to 1)
  • Revenue Unit Type - Unit of measure of the quantity
  • Unit Cost - Cost per unit of measure
  • Revenue ROM - Rough order of magnitude guess as to the revenue impact of this line item
  • Owner COR Title - The Owner change order request this line item was included in
  • Projected - The projected revenue impact of this line item

Cost​

  • Vendor Pay Item - Refers to the line item in the subcontractor schedule of values (SOV) this item pertains to. If this line item is included in a subcontractor change order the value of this line will be applied to that line item in the subcontractor SOV for future pay apps.
  • QTY - Quantity of units (defaults to 1)
  • Cost Unit Type - Unit of measure of the quantity
  • Unit Cost - Cost per unit of measure
  • Cost ROM - Rough order of magnitude of the cost impact of this line item
  • RFQ Title - Title of the Request for Quote this line item was included in
  • Subcontract CO - The subcontractor change order this line item was included in
  • Projected - The projected cost impact of this line item

Once all the pertinent information is input, click Create CMI. You will now be looking at the CMI details.

Created CMI)

At the top of the view you will see the different CMI tabs.

CMI Tabs)

General​

  • Related Items is where you can link any other document, RFI, Submittal, Subcontract, Photo, Checklist, etc to the CMI.

CMI Related Items)

Activity​

  • All activity on the CMI including who created the CMI, who has edited any information or contributed anything to the CMI, etc. This provides an audit trail of anything that has changed with the CMI over it's lifecycle.

Comments​

  • Any comments user's have left. Typically this is a good note taking place for users tracking the

Things to Consider​

  • It is important to convey enough information in the title to easily remind anyone the topic of the issue.
  • For numbering your Change Management Items please reference your company's standard operating procedures.
  • Rough Orders of Magnitude (ROM): The ROM tool on Change Management Items is very useful because it seamlessly integrates into the Site Specs Costs and Subcontractor SOVs tools to provide live budget updates on how a CMI may impact the budget. It is critical to use the ROM feature on Site Specs to get the most functionality out of the tool.
  • The filters and views are powerful tools to only show CMIs based on status, type, reason, internal/external changes.
  • Site Specs is set up for all "work" related to FHP issues to happen within Site Specs, specifically related to RFQ's for subcontractors. This eliminates email correspondence on change order negotiations and promotes a complete documentation of each CMI on Site Specs without searching through emails of other project team members.
  • Each issue has a comments tab which can be used to track updates of the issue and to post files associated with the FHP issue.
  • The GENERAL tab of the CMI can also host attachments, but these should be limited to the types of documents that are associated with the initiation of a change (owner email with direction, architectural sketches, internal emails directing changes, etc.)
  • A Time Impact Analysis should be created for all change events that have a time impact.