Which Contract Management Tasks Do I Use
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.
Construction Change Directives
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 |
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. |