Navigation: Main Panel \ Change Orders \ Change Order Maintenance \ Change Order Explanations
The Change Order Explanation window is used to document the reasons for contract changes. This window allows the author of the change order to record the reason for changes in the contract included in the Change Order. It also allows reviewers and approvers to view the change order reasons.
In NJDOT, two types of explanations should be added to the Change Order:
General Change Order Explanations and Explanations Applied to Specific Items.
The Resident Engineer or his designee should enter the reasons for the Change Order in the Change Order Explanations window in accordance with the following:
General Change Order Explanations:
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Sequence Number 1 – This should always be entered as the Location of Proposed Change Ordery
Next GEN Explanation – This area is reserved for capturing the purpose of the Change Order. It should be either copied and pasted from the Construction Order Catalog or manually typed into the text field. As many sequence numbers can be used as necessary.y
Next GEN Explanation –This area is reserved for the appropriate DAG statement if required.y
Next GEN Explanation –This area is reserved for the appropriate funding explanations such as the Project Manager statements, the FHWAstatement, or the 3rd party participation statement.
Explanations Applied to Specific Items
6 Change Orders 6-13
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COTS Standard explanations should be applied to specific items if the reason for including the item on the Change Order differs from the reason selected in the Reason Code field on the Header window. For example, if a Change Order is created with three items and only two of the items are for the Utility reason, then the reason for the third item should be selected from the list of standard explanations. Up to five standard explanations may be applied to the Change Order, but each item may only be assigned to one explanation. Refer to Table 6-1 Change Order Reason and Standard Explanations for a list of Standard Explanations and their corresponding reasons.y
Statements regarding particular items should be made if an item is requiring an adjustment by $25K or more, positive or negative or if a“Pay Proposal” item is adjusted.
All explanations entered in the Change Order Explanations window are exported to various reports.
Table 6-6 Change Order Explanation Field Descriptions
Change Order Explanation Field Descriptions
Field Description Contract ID The NJDOT DP number.
Change Order Nbr
Number assigned to the change order.
Status Stage in the life of the change order. Available status codes include:
Draft, Pending, Approved, and Denied.
Explanation
Type The type of explanation, selected from a standard set of defined types.
NJDOT will only use General Change Order Explanations.
Seq. Nbr The AASHTOWare Project-assigned sequence number of the Change Order Explanation.
Std CO Expl ID NJDOT is not using this field.
Type The type of explanation, selected from a standard set of defined types.
NJDOT will only use General Change Order Explanations.
Date Applied The date the explanation was applied to the change order.
Remarks The explanation copied from the Construction Order Category.
6 Change Orders 6-14 6.1.5 Item Summary
Navigation: Main Panel \ Change Orders \ Change Order Maintenance \ Item Summary
The Contract Change Order Item Summary Window allows users to view the details of an item on a Change Order in any status.
The Item Summary window is a display-only window with two data windows: The top data window displays the selected Change Order item the description and original, current, and pending Contract item quantities and corresponding
amounts. The lower data window displays a list of the Change Orders associated with the selected change order item, the quantity, the dollar amount and the status of the Change Order.
Table 6-7 Item Summary Field Descriptions
Item Summary Field Descriptions
Field Description Contract ID The NJDOT DP number.
Prj Nbr The NJDOT DP number.
Line Itm Nbr Line Item assigned to the item.
Item Code The NJDOT-defined code used to identify a particular item.
Unit Unit of measure.
Unit Price Unit price of the item.
Item
Description Description of the item as stored in the item master.
Supplemental
Description User-entered description that is supplemental to the Item’s description from the Item Master. Two lines are provided.
Contract Bid
Quantity The quantity of the line item.
Contract Bid
Amount The quantity of the line item multiplied by unit price.
6 Change Orders 6-15 Item Summary Field Descriptions
Field Description Approved
Change Order Quantity
The net change to item quantity from all approved Change Orders.
Approved Change Order Amount
The net changes to item quantity from all approved Change Orders multiplied by unit price.
Current Contract Quantity
Bid contract plus approved quantity.
Current Contract Amount
Bid contract plus approved quantity multiplied by unit price.
Pending Change Order Quantity
The net change to item quantity from all unapproved change orders. The net change to item quantity from all unapproved change orders.
Pending Change Order Amount
The net change to item quantity from all unapproved Change Orders multiplied by unit price.
% Change To
Date The percent change in the item between the original Contract Bid and current Contract Amount.
CO Nbr Number assigned to the Change Order.
Quantity The positive or negative line item added or changed on this Change Order.
Unit Price Unit price of the item.
Amount The positive or negative line item added or changed on this Change Order multiplied by unit price.
Status Stage in the life of the change order. Available status codes include:
Draft, Pending, Approved, and Denied.