Typical Use Case of Contractual Changes – Aidi

The purpose of the Contractual changes functionality is to facilitate the management of contractual modifications, while allowing the addition and customization of new modification types (Amendment, Penalty, Change order, etc.).

Definition

Before starting

Create a contractual change

Manage the description of a contractual change

Using custom fields and managing impact of contractual changes

Manage costs of contractual changes

Manage causes of contractual changes

Manage link between contractual changes

View the cost breakdown of a change order

Definition

2 step_1, 2 step_2, step 1: Refers to contractual change types. For 2-step changes, for example: Directive is required (step 2_1) to create a Change order (step 2_2). Penalty, only one step required (step 1).

Before Starting

In all use cases (unless otherwise indicated), it is assumed that you are in the Contractual Changes view and that your project number is entered in the search bar. If you are not in the Contractual Changes view and/or your project is not selected:

Navigate to the Execution section, then the Contractual Changes tab.
In the secondary sidebar, enter your project number in the search bar and select it.

Create a Contractual Change (Change request, Change order, etc.)

Prerequisites

A project Component
A Purchase order

Steps

In the Contractual changes view, click Create in the top right-hand corner and fill in the necessary information to create your modification item. Refer to the Create Contractual Changes section of the Aidi Quick Start Guide for detailed creation steps.

When you select the type, the Reference is automatically created using the type and an incremental number.
If you select the wrong type, you will have to delete the Reference before selecting the right type in order to have the correct type automatically inserted in the Reference.
You can also update the Reference manually by clicking on it.
You can also insert your own reference number after creation, which must be unique.
If you cannot find the modification type in the dropdown menu, there may be 2 possible reasons:
- The type of modification is not allowed in the selected Purchase Order.
- The modification type does not exist and can be created by an Aidi Administrator at your organization (if not yourself). See the Configuration of Contractual Changes article to add a contractual change type.

✏️Note: The creation menu for the second step of at 2-step change additionally displays a Note field and a field for selecting the directive(s) to which this change order is associated.

To save the contractual change you can select:

Save and New, this will allow you to immediately create a new contractual change.
Save and Open, opens the contractual change to allow you to enter the details.
Save and Close, then follow the instruction in the next section to access the content of your contractual change.

Manage the Description of a Contractual Change

In the Contractual changes view, click on the name of the column you want to browse. The Directive column is selected by default.The number in square brackets indicates the number of items created per group of contractual change.
In the list associated to the selected group, double-click on the contractual change you want to open.

In the Description section, you can modify and fill in the blue fields, including the Reference number, until the request is approved. Don't forget to click on the check mark in the modified section to confirm your change.

Using Custom Fields and Managing Impacts for Contractual Changes

Custom fields can be defined for each contractual change group by an Aidi admin at your organization. If this is the case, a Custom fields section is displayed next to the Description section. The additional information included in the custom fields is specific to your organization, so check your internal processes to find out how to complete this section.
In the Impacts section, you can select the Speciality affected by this contractual change. You can also enter the delay in days caused by this modification. The delay can be positive or negative. This information is for information purposes only and is not used by other Aidi functions.

✏️Note: In the 2nd step of a 2-step contractual change, the Impact section displays the delay and total amount of associated directives (step 2_1). The amount cannot be modified at this stage.

Manage Costs of Contractual Changes

This use case is about billable modification types Step 2_1 and Step 1

In the Costs section of a contractual change meeting the above criteria, you can perform the following operations:

Add cost items by clicking on Add button. A creation modal similar to the one on the Budget page opens, allowing you to enter the details of the new budget item. This budget item will automatically be added to the budget, but without any associated costs.
Add child’s cost items by clicking the plus sign (+). The same creation modal as described in the previous point will be opened, and the budget item will also be added to the budget without any associated cost.
Delete a cost item by clicking on the trash can. Note that this item will only be removed from this page. It remains available in the Budget.
Edit the amounts applicable to this contractual change for each of the budget items involved:
- Amount estimated: Your cost estimate. (optional)
- Amount submitted: Supplier's cost estimate (optional)
- Amount approved: Amount that will actually be allocated to this contractual change. This amount will be the one associated with the purchase order, payment request and invoice.
Total amounts of this contractual change.
Hide empty items by using the Hide button. Click again on this button to display the hidden lines.

Manage Causes of Contractual Changes

This use case is about modification types Step 2_1 and Step 1.

The Causes section allows you to identify the cause(s) of this contractual change.

In the Causes section, click on the Search Causes button to display a list of possible causes.
Select a cause.
Click on Add button.

You can add as many causes as needed.

If you have selected more than one cause, you can estimate the percentage or amount associated with each cause. This step is optional, and the causes and their percentages are entered for information purposes only.

Enter the estimated percentage or amount associated with each cause. The amount is calculated automatically, using the estimated amount in the cost section, when you enter the percentage and vice versa. The total percentage must be 100%. Entering an estimated amount is not mandatory. You can go directly to the approved amount or percentage.
Enter the approved percentage or amount associated with each cause. The amount is automatically calculated, using the approved amount in the cost section, when you enter the percentage and vice versa. The total percentage must be 100%.

Manage Link Between Directive and Change Order

Use case about modification types Step 2_2.

When creating a type step 2_2 contractual change, usually a change order, you must link a change of type step 2_1 to it. However, you can link other type step 2_1 changes after the change order has been created, but before it has been approved.

In the Linked modifications section, click on the Link Contractual Change button. If any type step 2_1 changes for this supplier have not yet been linked to a type step 2_2 change, they will appear in the list. Otherwise, no other changes are available for association with this change order.
Select the directive to link and click Save.

You can also dissociate a directive from the change order by clicking on the red link icon.

Use case about modification types Step 2_1.

When a directive is associated with a CO, the Linked modifications section of the directive displays the link to the CO. Simply click on the link to access the CO.

View the Cost Breakdown of a Change Order

This use case is about modification types step 2_2.

The Cost breakdown section of a change order displays the costs by budget item of everything included in this change order, i.e. all associated contractual changes.

Amounts cannot be modified in this section.