How to Create a Change Request

 

Add a new Record

Use the following steps to create a new Variation Request/Change Request for a Job:

  • In the drop down navigation menu, click on IPM Contract Control > Change Requests
  • Select the Job you want to create the Change Request for from the drop down menu (once you have done this, all other screens will automatically select this Job)
  • Click on New IPM Change Request
  • This will open the New Change Request form
  • The Job name is automatically filled in for you according to what you selected from the drop down menu
  • The Change Order field will only fill if a Change Order is created as a result of the Change Request. A workflow can also be set up to create a Change Order from the information in the Change Request if necessary
  • If this is the first Change Request for that Job, IPM will assign the Number in the following format: job number-0001. If there are previous Change Requests for the Job, IPM will automatically assign the next sequential number (this can be edited if you wish)
  • The Date will auto fill to today’s date
  • Enter a brief Description of the Change Request
  • You can assign the Change Request to a Contract Item by clicking on and selecting from the list
  • Click OK
  • The Billing Type and Unit of Measure (if necessary) will automatically fill according to the information in the Contract Item
  • If the Billing Type is Unit Price, add the number of Units for the Change Request
  • Add the contact who initiated the Change Request by clicking on in the From field and selecting from the list
  • You can add a Spec Section by clicking on and selecting from the list
  • If applicable, enter any Schedule Impact information
  • If applicable, select a Source from the drop down menu and enter a Source Number
  • Enter a detailed description of the Change Request in the Scope field
  • Click Save to gain access to other parts of the Change Request

 

To Add Estimate Information

Once you have saved the initial information of your Change Request, you can add details of the pricing estimate. If you have your Estimate information already saved in an Excel® spreadsheet, you can easily import this data into IPM using the Import/Export tool . Otherwise, you can manually add your Estimate into the table.

To Add Markup information:

  • If you need to add markup information, click on the Markup grid
  • Click in the Markup cell and select the Markup from the drop down list
  • Once a Markup is selected, the Price Percent will be automatically filled according to the Markup percent added to the Job.
  • If there has been no Markup Percent already added to the Job, you can type in the Price Percent manually
  • Once you click Save, IPM will automatically fill in the Price Base according to the initial estimate for the Subcontract, then calculate and add the Markup Percentages

To Add a Send To Contact

  • Click on Send To in the drop down menu of the Change Request form
  • If you wish to send your Change Request to multiple contacts, you can use the Multi-Select tool by clicking on IPM Multi-Select in the top left hand corner.
  • If you wish to only add one contact, you can do so individually by clicking on Add New IPM CR Send Contact
  • Click on the Job Contact field and select the contact you want to send the Change Request to
  • Click OK
  • You can select a Recipient Type from the drop down menu
  • Click Save and Close
  • To send the Change Request, click the create email button in the top menu.

To Create a SCO Price Request

  • Click SCO Price Requests in the drop down menu of the Change Request form
  • Click Add New IPM SCO Price Request
  • This will bring up the new SCO Price Request form
  • Much of the information from the Change Request has already been prefilled for you
  • You can select the Subcontract by clicking and choosing from the list
  • Once you choose a Subcontract, the Vendor and Number will automatically fill
  • Next, select the Required Date by clicking on the Calendar
  • If necessary, update the Status by clicking on the drop down list
  • Enter the associated Job Task by clicking and selecting from the list
  • Enter the appropriate Cost Type by clicking and selecting from the list
  • Enter the Scope
  • Enter the Submitted Value
  • The Submitted Value (Base) will automatically fill according to the Exchange Rate (after you save the New form)
  • Click Save to gain access to other components in the top ribbon menu, such as Send To Contacts and Drawings
  • Add these if necessary
  • Once all the other necessary information has been added to your SCO Price Request, Save and Close the main form Note: A workflow can be set up to automatically create a Subcontract Change Order once the SCO Price Request is approved

Once all Components of the Change Request have been added, click Save and Close to close the New Change Request form. The Change Request you have created will now appear in the table of the Change Requests section.