Typical Use Case of Contractual Changes

✏️Note: The add/modify operations for items with an approval chain (e.g. purchase orders) are blocked when the item status is approved.

Create a contractual change

Browse the different types of contractual changes

Manage the description of a contractual change

Manage the custom fields of contractual changes

Add document to contractual change

Manage impact of contractual changes

Manage costs of contractual changes

Manage causes of contractual changes

Manage link between directive and change order

View the cost breakdown of a change order

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 (Structure)
• 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.

• 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.

• If you cannot find the modification type in the dropdown menu, it can be added by an Aidi administrator at your organization (if not yourself).
• The difference between the creation menus step2_1/step_1 and step2_2 is the Note field under creation menu step 2_2.

Back to top

 

Browse the Different Types of Contractual Changes

In the Contractual changes view, click on the name of the column you want to browse. The Directive column is selected by default.

Back to top

Manage the Description of a Contractual Change

In the Contractual Changes page, double-click on the contractual change you want to update.

In Description section you can update the following fields:

• Reference
• Title
• Date 
• Description
• Justification

You can view the following fields: 

• Status 
• Supplier
• Purchase order
• Type

Back to top

Using Custom Fields for Contractual Changes

Prerequisite

• Custom fields can be defined for each contractual change group by an Aidi admin at your organization.

Steps

• On the Contractual Changes page, double-click on the contractual change you want to update.
• Click on Custom field(s) and fill in the necessary information.

 

Back to top

Add Documents to Contractual Change

• In the Contractual Changes page, double-click on the contractual change you want to update.
• Click on Associated Documents.
• Click Add document and select whether you want to upload a document or use a URL.
• Drag and drop the document, or click, to add it.
• To Download a document from Aidi, select the document and click Download selected documents.

Back to top

Manage Impacts of Contractual Changes

• In the Contractual Changes page, double-click on the contractual change you want to update.
• Click on the Impact section.
• In this section, you can manage different items according to the type of contractual change:
  1. Financial impact 
  2. Impact on the deadline 
  3. Speciality

Back to top

Manage Costs of Contractual Changes

This use case is about billable modification types:

• Step 2_1
• Step 1

Steps

• In the Contractual Changes page, double-click on the contractual change you want to update.
• Click on the Cost section.

In this section, you can:

1. Add cost items by clicking on Add button.
2. Add child’s cost items by clicking the plus sign (+).
3. Delete a cost item by clicking on the trash can.
4. Edit the amounts for each cost item:
   • Amount estimated
   • Amount submitted
   • Amount approved
5. Hide empty items by using the Hide button.
   • Click again on this button to display the hidden lines.

Back to top

Manage Causes of Contractual Changes

This use case is about modification types:

• Step 2_1
• Step 1

Steps

• In the Contractual Changes page, double-click on the contractual change you want to update.
• Click on the Causes section.

To create a cause:

1. Select a cause from the dropdown list.
2. Click on Add button.

You can add as many causes as needed.

This section also allows you to estimate the percentage and amount linked to each cause.

Back to top

Manage Link Between Directive and Change Order

This use case is about modification types:

• Step 2_2

Steps

• In the Contractual Changes page, double-click on the contractual change you want to update.
• Click on the Linked modifications section.
• This section allows you to link a directive to a change order.

1. Click on the Link Contractual Change button. If other modifications of type Step 2_1 are available , they will be displayed.
2. Select the directive to link.

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

Back to top

View the Cost Breakdown of a Change Order

This use case is about modification types:

• Step 2_2

Steps

• In the Contractual Changes page, double-click on the contractual change you want to update.
• Click on the Cost breakdown section.

Back to top