Changing a Change Order Approval Rule

The Change Order Approval Rule Summary contains all the information currently recorded for the change order approval rule. To access this component, click the Change Order Type link in the approval rule's row on the Change Order Approval Rule Overview.

Information is grouped on two tabs located on the left side of the component. The component opens on the General tab, which allows you to view or change the following information:

• Rule Description

• Change Order Type

• Contract Type

• Item Threshold Calculation Level

• Threshold Calculation Method

To change the functions for the approval rule, expand the Functions section and select one or more of the following check boxes:

• Increase/Decrease Items

• New Items

• Time Adjustments

• Contract Modification Only

• Balance Completed Items

Change order approval thresholds are tracked by:

• Maximum contract amounts: Each approval level is allowed to approve amounts per contract for the individual functions of new items, increases and decreases on original bid items, or previously established items (that is, approved change order new items) up to and including the designated dollar amount, either for the current change order being worked, or for all approved change orders, including the one currently being worked.

• Maximum bid item amounts: Each approval level is allowed to approve amounts per item for the individual functions of new items, increases and decreases on original bid work items, or previously established items up to and including the designated dollar amount, either for the current change order being worked, or for all approved change orders, including the one currently being worked.

• Maximum percent of contract bid amount: Each approval level is allowed to approve a percentage of the contract’s bid amount for the individual functions of new items, increases and decreases on original bid items, or previously established items up to and including the designated percentage, either for the current change order being worked, or for all approved change orders including the one currently being worked.

• Maximum percent of item amount increase/decrease: Each approval level is allowed to approve a percentage of the item’s original amount for increases and decreases on an original bid item or a previously established item up to and including the designated percentage, either for the current change order being worked, or for all approved change orders including the one currently being worked.

• Maximum amount for all sources: Each approval level is allowed to approve amounts for all dollar functions (i.e., new items and any increases and decreases) up to and including the designated dollar amount, either for the current change order being worked, or for all approved change orders including the one currently being worked.

• Maximum time adjustments: Each approval level is allowed to approve time adjustments up to and including the designated unit, either for the current change order being worked, or for all approved change orders including the one currently being worked.

The agency can use a combination of all, part or none the thresholds.

• Note: If you select a threshold calculation method based on amounts (that is, Per amount all change orders or Per amount per change order), the system automatically selects the following functions: Increase/Decrease Items, New Items, Time Adjustments, and Balance Completed Items and does not allow changes.

Example rule: Additional change orders due to further changes in original contract pay item quantities are not required until the limits of this section are exceeded again in either of these ways:

• $20,000 sum total change in any one original contract pay item, or

• The greater of $20,000 sum total change in all original contract pay items or a sum total change of 2% of the original contract amount in all original contract pay items, not to exceed $250,000.

To add a new order approval rule to the system, select Add New from the Actions menu on the component header. For more information, see Adding a Change Order Approval Group.

Maintaining Approval Group Limits for an Approval Rule

To add or change approval group limits for the change order approval rule, click the Approval Group Limits tab. The system displays a list of all the approval group limits that have been recorded for the approval rule. Each row contains an Actions button and current values for these fields:

• Contractor

• External

• Minimum

• Approval Group

• Max Time Adj Per Contract Time - Days

• Max Time Adj Per Contract Time - Hours

• Max Amt/Contract All Item (All Src)

To change information in an approval group limit, click anywhere in that row. The system highlights the row in blue and displays labeled fields. The group limit fields are contained inside a sliding panel of field sets. Click in any field and add or change information as required.

When you select a row, the sliding panel contains the first set of fields by default. The panel contains a total of five field sets. Click the Next and Previous buttons on the right and left sides of the panel to move forward or backward through the five field sets. You can also use the field set dots located beneath the sliding panel to jump to specific field sets. The system displays the dot for the current field set in a different color.

Click the Next button to go to the second field set. In this set, you can add or change information in these fields:

• Max Amt/Contract New Item

• Max Amt/Contract +/- to Bid

• Max Amt/Contract +/- to Prev Est

In the third field set, you can add or change information in these fields:

• Max Amt/Item New Item Amount

• Max Amt/Item +/- to Bid Item

• Max Amt/Item +/- to Prev Estab Item

In the fourth field set, you can add or change information in these fields:

• Max % of Cont Bid Amt New Item

• Max % of Cont Bid Amt +/- to Bid Item

• Max % of Cont Bid Amt +/- to Prev Estab Item

In the fifth field set, you can add or change information in these fields:

• Max % of Bid Item Amt Incr/Decr to Bid Item

• Max % of Bid Item Amt Incr/Decr Prev Estab Initial Item

To delete an approval group limit, select Delete from the Actions menu on the approval group limit row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.

When you have finished maintaining approval group limits, click the Save button to apply your changes to the system (including deleted information). The system displays a message to confirm that the new information was saved in the database.

Adding New Approval Group Limits to the Approval Rule

To manually add a new approval group limit to the approval rule, click the New button. The system adds a new row at the bottom of the rolling list of approval group limits. All fields in the new row are blank. Click in the new row and enter information in the Approval Group field. In the sliding panel, enter information in the fields appropriate for the limit you are creating.

You can also select change order approval groups from a list to automatically add multiple new approval group limit rows. Follow these steps to add new rows this way:

1. Choose Select Change Order Approval Groups from the list Actions menu.
   
   The system displays a modal window for selecting change order approval groups.

2. Locate the change order approval group you want to add by typing criteria in the Quick Find search box or by clicking Show first 10.
   
   The system lists all the approval groups that meet your search criteria.

3. Click the row for each approval group you want to add.
   
   The system adds a check mark beside each approval group you select and shades the row. To cancel a selection, click the selected row again.

4. Click the Add to Change Order Approval Rule button.
   
   The system closes the modal window and takes you to the Approval Group Limits tab of the with a new row added for each approval group you selected.

5. Click the Save button.

Related topics:

Maintaining Change Order Approval Rules