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Managing Change Orders – A High-level View

Change orders are a part of all projects, and the way in which they are managed can determine the overall profitability on a job. When creating and managing change orders in Trimble® Accubid Enterprise, there are a few key steps that you must follow.

  1. Ensure that you have a license for the Trimble Accubid Enterprise Change Management module for the Enterprise Estimating platform. This change management module lets you draw from your existing contract estimate database to track the entire lifecycle of a change from RFP to PCO to CO and then easily modify your estimate as needed.

  2. Once the program is open to the "Project Schedule" screen, the estimator or project manager will create a project in the "Project Folders" location of their choosing. Keep in mind that the "Project" may already exist and contain one or more estimates that may form the basis for your contract and ultimately any PCO's (Proposed Change Orders) that you may create.

    In this example, a project called: "Commercial Project 22" has been created.

    Figure 1

    Within this Project, there are three trades represented.

    Figure 2
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  3. In order to create a Change Orders in the program, a contract is required. To create a contract, simply right click in the "Contract" area of the project and select "Add."

    Figure 3

    Once you have added a contract, you will be required to enter a contract name, number and base contract dollar amount. On this screen you will also be able to select which estimates to associate with the contract. If there are multiple bid summaries associated with the estimate, select the bid summaries for each estimate that you would like to associate with the contract. Please note, you do not need an estimate to create a contract.

    Note: If you do select an estimate as part of the contract, the estimate will become read only.

    Figure 4

    Once a contract is created, you will then select the contract that you wish to work with.

    Figure 5
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  4. Each contract will house its unique change orders. Once you enter the contract, you will have three options to select from as tabs.

    < >RFP (Request for Pricing)

    PCO (Proposed Change Order)

    CO (Change Order)

    Figure 6
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    When using the tabs, you will work from left to right. First, you will need to create a Request for Pricing (RFP). Enter all pertinent information that applies to the RFP.

    Figure 7

    Once the RFP is created, it will be listed within the RFP Tab.

    Figure 8
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    Next, select the Proposed Change Order Tab (PCO) to create a PCO.

    Figure 9
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    When creating the PCO, you will need to reference the RFP that you would like to associate with the PCO. Once a RFP has been selected, you may want to copy a "Job" (estimate) if available, so that any information in the estimate is transferred into the PCO. In addition to an estimate, you may also copy from an existing PCO within the Project. It is important to note the options below that will be copied from the "Job" into the PCO.

    Note: When selecting from an estimate to create the PCO, an option at the bottom of the window will allow the user to select from a list of "Labor Columns" that are available from your database that are associated to a particular industry.

    Figure 10
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    Once you select "OK", the program will take you into the "Info" screen of the PCO, where the estimator or project manager can place information associated with the Change Order.

    Once a PCO has been approved, the user can then move to the "Change Order" tab (CO). It is here where a CO is created and PCO's can be added to a single CO. It might be suggested that whoever creates the CO, copy the original documentation of the CO from the General Contactor into the "Files" location of the CO.

    Figure 11
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