Create a Change Order Proposal dialog box

Use this dialog box to create a new change order proposal.

Subject

Enter the subject of the change order proposal.

Due Date

To enter the date a response is due back to the contact who sent the change order proposal, mark the checkbox, then select a date. The defaults are 10 and 3 business days, but you can enter a different value in the second drop-down list.

Remind

Mark the checkbox to add this item to the email notification message sent out by Project Center reminding you to respond back to the contact who sent the change order proposal. Select the number of business days before a response is due, which appears in the email message and in the Open Items tab of the My Project Center activity center.

Reminders can be sent to both internal and external project team members. The frequency at which reminders are sent is set in the General tab of the Project Center Administration activity center Servers tab. Reminders can disabled per project in the Edit Project Settings dialog box.

Remind is not available if the option is disabled for the project or in the Project Center Administration activity center.

ID

Enter an ID number for the change order proposal.

Proposed Totals

Proposed Total Amount

Enter the proposed total amount for the change order proposal, either + or -.

The type of currency used is based on the Windows setting.

Proposed Total Days

Enter the proposed number of days the change order proposal would take, either + or -.

Reasons

Click to open the Choose Reasons dialog box to select the reasons for the change order proposal.

Status

Select the change order proposal’s status from the drop-down list:

• If you select Draft, the item appears in the Draft and All categories. Once you select a step in the workflow (for example, Forward for Review), the item is no longer in draft state.

• If you select Expected, the item appears in the Expected and All categories and the Expected button becomes available so that you can add optional information such as date expected, who the item is expected from, and who it will be sent to.

Expected

Click to open the Expected Change Order Proposal dialog box to identify who the change order proposal is expected from, who it is expected to be sent to, and the date it is expected.

Discipline

Click to open the Choose Disciplines dialog box to apply disciplines to the change order proposal.

Contract

Click to open the Choose Contract dialog box to select the contract the change order proposal is associated with.

Description tab

Enter a detailed description about the change order proposal in the top field.

Internal Notes

Enter any internal notes in this field. Internal notes are not included in forms or on Info Exchange.

Description of Contents tab

Describe the contents of the change order proposal. Add one line for each item. This information is used to fill in the Contents section of the Transmittal form.

Import

Click to open the Select Spreadsheet dialog box to locate and open a Microsoft Excel spreadsheet from which to import data into this tab.

Edit in Spreadsheet

Click to open the Save Spreadsheet dialog box to export the contents to a Microsoft Excel spreadsheet that you can then edit and re-import. The spreadsheet opens automatically and prompts you to re-import when you are done editing it.

Add Item

Click to add new item rows.

Delete

Mark the checkboxes of items you want to remove, then click Delete to remove them.

Clear

Click to remove all items from the list.

Qty

Enter the quantity of each item.

Date

Enter dates of individual items received with the change order proposal. For example, if you have six shop drawings, it may help to track dates for each individual sheet.

Number

Enter a number for each item.

Description

Enter a description of each item.

Revision

Enter the revision number for each item, if applicable.

Scale

Enter the drawing scale of each item.

Size

Enter the size of each drawing sheet.

Use the Tab key to move to the next cell and to add cells. Press Alt-Enter to add a new line within a Description cell.

Email Log tab

This tab lists all email messages associated with this change order proposal. When a user clicks File in Project (then chooses the Change Order Proposal option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

The number in parentheses indicates the number of email messages filed in the change order proposal.

You can copy and paste email messages from Microsoft Outlook and Windows Explorer into this tab.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

To preview email messages, right-click in the list and select Preview >.

Supporting Documents tab

Use this tab to attach files to the selected change order proposal and to view attached files. For example, if you receive a change order proposal and a particular drawing is related to it, you can use this tab to attach the drawing file to the change order proposal. Another example is if you receive a file with a change order proposal, mark it up, and want to send the marked up file to a reviewer.

The number in parentheses indicates the number of files that are attached to the change order proposal.

You can copy and paste and drag and drop files from Windows Explorer into this tab.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

Related Items tab

This tab lists all related Project Center items for the selected change order proposal.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected change order proposal. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a change order proposal.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list.

Share with External

Click to allow the selected items to be shared with external project team members through Info Exchange.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

Removing a related item from the Related Items tab does not remove it from the database.

Change Log tab

This tab displays a history of the actions taken on this change order proposal, including when it was created, modified, who was involved, and any details.

Review Order

Click to open the Set Review Order dialog box to set the order in which the project team members review the change order proposal.

Keywords

Click to open the Choose Keywords dialog box to apply keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. to the change order proposal.

Click to spell check the fields in this window. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Next Action

Mark this checkbox to choose whether to forward the change order to another contact, close it, or to send it to another contact and close it after it is filed.

• Choosing Forward for Review opens the Forward Change Order Proposal for Review dialog box.

• Choosing Close opens the Close Change Order Proposal dialog box.

• Choosing Send and Close opens the Send and Close Change Order Proposal dialog box.

OK

Click to log the change order proposal.

To access this dialog box

Click New Change Order Proposal > Create Change Order Proposal from the Tasks panel of the Change Order Proposals activity center.