Overview
Creating a Contract Change Request Package gives you a clear way to gather pricing for scope changes while tracking impacts on your budget. The system simplifies coordination by initially posting estimates under the requesting stakeholder’s line and then automatically updating and assigning real pricing to the correct vendor once submissions are received.
Prerequisites
To process a contract change request against a contract, the contract must be created and executed first.
Process
Navigating to Contract Change Requests
Using the Project Navigation Menu, open the Contract Changes module.
Note: This area of the platform was previously referred to in INGENIOUS as Change Orders.
1. Click Contract Change Requests at the top of the screen to view all of the contract change requests on the project.
2. To create a new change request package, click on +Create, and a slide-out panel will appear.
3. Choose Contract Change Request Package. Click Next Step.
Details Tab
4. Fill out the information on the Details tab, including the Name, Custom ID, Type, Budget/ACR impact and Date Created.
The Type dropdown is not customizable at this time. If you do not see the desired Type listed, please select "Other" and provide additional details in the Description field.
You can link this change to a Jobsite Location, which can be set up in Project Settings. Additionally, you can indicate the Source of the change using the dropdown menu.
5. Select the Budget / ACR Impact. If you choose one of the Post to ACR options, the change request amount will be added to the Pending Change Orders column in the Budget/ACR. This selection can also be used to provide guidance to your vendors (e.g., price only or price and proceed).
Note: When a change request is submitted, the estimated amount is added to the Pending column of the Budget/ACR under the coordinating stakeholder's contract line.
Once a vendor submits their pricing, the system replaces the estimate with the actual amount and assigns it to the correct vendor line automatically.
6. Click Next Step.
Supporting Documents (optional)
7. Upload any supporting documents, if applicable. This could include any information that you need to share with your vendors for them to prepare their pricing.
8. Click Save and Close.
Adding Requests
9. Click Add Request to enter the vendors you wish to request pricing from. Add multiple Requests to include multiple vendors in this change request.
10. Select the Contract using the dropdown menu to choose an executed contract for which you are requesting a change order. You can also select Non-contracted Cost Code to post an estimate for work to be done as part of this request to a cost code on the Budget/ACR that has not yet been contracted to a vendor.
11. Select the Cost Code
Choose the appropriate Cost Code that the request should post to.
You can add WBS 1 for a more detailed breakdown.
Optionally add an estimate or schedule impact.
If you’ve chosen to post this change to the ACR, the estimate will appear as a Pending Change Order under the selected line.
Note: The initial estimate will post to the coordinating contract line (e.g., the internal team requesting pricing). Once the vendor submits their price through the platform, the estimate is replaced with the actual pricing and linked to the correct vendor’s contract line in the ACR.
12. Click Mark Requests as Sent.
Send the request to vendors collaborating on the platform.
If you’re working with an off-system vendor, export the PDF, send it manually, and click Mark as Sent to track its status.
Once your vendors respond, you can review their submitted Change Orders like any others in the system.
Make sure the scope, amount, and schedule impact align with your project needs before proceeding.