Which Contract Management Tasks Do I Use

13 minutes
12 months ago

Which Contract Management Tasks Do I Use?

This topic contains guidelines on which contract management tasks to use based on your role in the project workflow. Click the following links to go to the type of contract managementRFIs; submittals; contracts; change orders; change order proposals; addendums; supplemental instructions; bulletins; construction change directives; proposal requests; sketches and supplemental drawings. item you are using.

Addendums

Bulletins

Change Orders

Change Order Proposals

Construction Change Directives

Proposal Requests

RFIs

Submittals

Supplemental Instructions

 

Addendums

The Addendums activity center uses several workflow tasks specific for moving addendums between project team members during the addendum process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create an Addendum

Lead design consultant

Originating the addendum

Log a Received Addendum

Contractor

Receiving an addendum from the lead design consultant

Design subconsultant

Receiving the addendum from the lead design consultant

Subcontractor

Receiving the addendum from the contractor

Forward for Review

Lead design consultant

Sending the addendum to internal reviewers or design subconsultants for review

Design subconsultant

Sending the addendum internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the addendum forwarded to them for review

Respond and Close

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Lead design consultant

Sends the addendum to the contractor

Contractor

Sends the addendum to the affected subcontractors

Close

All

Close the addendum. One example is to void one previously created.

Re-open

All

Additional information received after the addendum was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the addendum at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Bulletins

The Bulletins activity center uses several workflow tasks specific for moving bulletins between project team members during the bulletin process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Bulletin

Lead design consultant

Originating the bulletin

Log a Received Bulletin

Contractor

Receiving a bulletin from the lead design consultant

Design subconsultant

Receiving the bulletin from the lead design consultant

Subcontractor

Receiving the bulletin from the contractor

Forward for Review

Lead design consultant

Sending the bulletin to internal reviewers or design subconsultants for review

Design subconsultant

Sending the bulletin to internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the bulletin forwarded to them for review

Respond and Close

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Lead design consultant

Sends the bulletin to the contractor

Contractor

Sends the bulletin to the affected subcontractors

Close

All

Close the bulletin. One example is to void one previously created, or a contractor can close a bulletin if the information received does not need to be sent to a subcontractor.

Re-open

All

Additional information received after the bulletin was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the bulletin at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Change Orders

The Change Orders activity center uses several workflow tasks specific for moving change orders between project team members during the change order process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Change Order

Contractor

Originating the change order

Log a Received Change Order

Lead design consultant

Receiving a change order from a contractor

Forward for Review

Contractor

Sending the change order for review internally or sending the change order to the lead design consultant or owner

Record Reviewer Response

Contractors

Capturing internal review input

Lead design consultant

Capturing internal reviews and owner reviews

Send and Close

Lead design consultant

Sending recommendations to the contractor for the change order

Close

All

Close the change order. One example is to void one previously created.

Re-open

All

Additional information received after the change order was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the change order at any time to any team members. One example is for the contractor to send the final CO to affected subcontractors. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Change Order Proposals

The Change Order Proposals activity center uses several workflow tasks specific for moving change order proposals between project team members during the change order proposal process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Change Order Proposal

Contractor

Originating the change order proposal

Log a Received Change Order Proposal

Lead design consultant

Receiving a change order proposal from a contractor

Design subconsultant

Receiving the change order proposal from the lead design consultant

Subcontractor

Receiving the change order proposal from the contractor

Forward for Review

Contractor

Sending the change order proposal to the:

  • Subcontractor for updated quotes

  • Team members for internal review

  • Lead design consultant for review

Subcontractor

Forwards the change order proposal for review and feedback

Lead design consultant

Sending the change order proposal to internal reviewers or design subconsultants for review

Design subconsultant

Sending the change order proposal to internal reviewers

Record Reviewer Response

All

Capturing the review input. For contractors, captures lead design consultant recommendation or subcontractors updated quotes.

Respond and Close

Design subconsultant

Sending the recommendation to the lead design consultant

Subcontractor

Sending the revised quote/input to the contractor

Send and Close

Lead design consultant

Sending recommendations to the contractor for the change order proposal

Close

All

Close the change order proposal. One example is to void one previously created.

Re-open

All

Additional information received after the change order proposal was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the change order proposal at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Construction Change Directives

The Construction Change Directives activity center uses several workflow tasks specific for moving construction change directives between project team members during the construction change directive process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Construction Change Directive

Lead design consultant

Originating the construction change directive

Log a Received Construction Change Directive

Contractor

Receiving a construction change directive from the lead design consultant

Design subconsultant

Receiving the construction change directive from the  lead design consultant

Subcontractor

Receiving the construction change directive from the contractor

Forward for Review

Lead design consultant

Sending the construction change directive to internal reviewers or design subconsultants for review

Design subconsultant

Sending the construction change directive to internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the construction change directive forwarded to them for review

Respond and Close

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Lead design consultant

Sends the construction change directive to the contractor

Contractor

Sends the construction change directive to the affected subcontractors

Close

All

Close the construction change directive. One example is to void one previously created.

Re-open

All

Additional information received after the construction change directive was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the construction change directive at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Proposal Requests

The Proposal Requests activity center uses several workflow tasks specific for moving proposal requests between project team members during the Proposal Request process.  Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Proposal Request

Lead design consultant

Originating the proposal request

Log a Received Proposal Request

Contractor

Receiving a proposal request from the lead design consultant

Design subconsultant

Receiving the proposal request from the lead design consultant

Subcontractor

Receiving the proposal request from the contractor

Forward for Review

Lead design consultant

Sending the proposal request to internal reviewers or design subconsultants for review

Design subconsultant

Sending the proposal request to internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the proposal request forwarded to them for review

Respond and Close

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Lead design consultant

Sends the proposal request to the contractor

Close

All

Close the proposal request. One example is to void one previously created.

Re-open

All

Additional information received after the proposal request was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the proposal request at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

RFIs

The RFIs activity center uses several workflow tasks specific for moving RFIs between project team members during the RFI process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create an RFI

Contractor/Subcontractor

Originating the RFI

Log a Received RFI

Contractor

Receiving an RFI from a subcontractor

Lead design consultant

Receiving the RFI from the contractor

Design subconsultant

Receiving the RFI from the lead design consultant or contractor

Forward for Review

Contractor

Sending the RFI to the lead design consultant or design subconsultant for review

Subcontractor

Sending the RFI to the contractor

Lead design consultant

Sending the RFI to internal reviewers or design subconsultants for review

Design subconsultant

Sending the RFI to internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the RFI forwarded to them for review

Respond and Close

Lead design consultant

Respond with review comments to the contractor

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Contractor

Sends the RFI answer to the subcontractor

Close

All

Close the RFI. One example is to void a previously created RFI

Re-open

All

Additional information received after the RFI was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the RFI at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Submittals

The Submittal activity center uses several workflow tasks specific for moving submittals between project team members during the review process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Submittal

Contractor/Subcontractor

Originating the submittal

Log a Received Submittal

Contractor

Receiving a submittal from a subcontractor

Lead design consultant

Receiving the submittal from the contractor

Design subconsultant

Receiving the submittal from the lead design consultant or contractor

Forward for Review

Contractor

Sending the submittal to the lead design consultant or design subconsultant for review

Subcontractor

Sending the submittal to the contractor

Lead design consultant

Sending the submittal to internal reviewers or design subconsultants for review

Design subconsultant

Sending the submittal to internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the submittal forwarded to them for review

Respond and Close

Lead design consultant

Respond with review comments to the contractor

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Contractor

Sends the submittal to the lead design consultant that doesn’t require a review

Close

All

Close if the submittal was sent for review only or to void a previously created submittal

Re-open

All

Additional information received after the submittal was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close.  Adds intervening days to the total days count.

Send

All

Send the contents of the submittal at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.

 

Supplemental instructions

The Supplemental Instructions activity center uses several workflow tasks specific for moving supplemental instructions between project team members during the supplemental instruction process. Use the table below to assist you in determining which workflow tasks you should use for your role in the process.

Task

Role

Use

Create a Supplemental Instruction

Lead design consultant

Originating the supplemental instruction

Log a Received Supplemental Instruction

Contractor

Receiving a supplemental instruction from the lead design consultant

Design subconsultant

Receiving the supplemental instruction from the  lead design consultant

Subcontractor

Receiving the supplemental instruction from the contractor

Forward for Review

Lead design consultant

Sending the Supplemental Instruction to internal reviewers or design subconsultants for review

Design subconsultant

Sending the supplemental instruction to internal or external reviewers

Record Reviewer Response

All

Capturing the review input from users that had the supplemental instruction forwarded to them for review

Respond and Close

Design subconsultant

Respond to the lead design consultant with review comments

Send and Close

Lead design consultant

Sends the supplemental instruction to the contractor

Contractor

Sends the supplemental instruction to the affected subcontractors

Close

All

Close the supplemental instruction. One example is to void one previously created.

Re-open

All

Additional information received after the supplemental instruction was closed. After using Re-open, select to close again using Respond and Close, Send and Close, or Close. Adds intervening days to the Total Days count.

Send

All

Send the contents of the supplemental instruction at any time to any team members. Using this task does not change any calculation of days for completion or appear in the Last Action column in the log.