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Creating a Change Order

Streamline contract modifications by creating Change Orders that formally document and track changes to project scope, cost, and schedule.

Overview

Change Orders are essential tools in construction project management that formally document modifications to the original contract. Whether you need to add scope, reduce work, or adjust timelines, creating accurate Change Orders ensures all stakeholders remain aligned and financial records stay current. This article walks you through the complete process of creating Change Orders in Mastt, from initial setup to final approval.

Prerequisites

  • Access to a Mastt project
  • Active contract in the system
  • Contract line items must be configured

Key Concepts

  • Change Order - A formal document that modifies the original construction contract terms, scope, cost, or schedule
  • Change Order Amount - The monetary value of the change being requested
  • Preliminary Amount - An estimated value used when the final amount is still being determined
  • Contract Post Change Order - The new contract value after applying the Change Order

Step-by-Step Instructions

1. Accessing the Change Order Feature

  • Log in to your Mastt account
  • Navigate to the project where you need to make a change
  • Click the Cost Module in the side bar navigation
  • Select the Change Orders tab
  • Click the + Add Change Orders button

2. Completing the Change Order Form

  • Enter a descriptive Title for the Change Order
  • Select the Varying Contract from the dropdown menu
  • Choose the appropriate Change Order Category that best describes the type of change
  • Set the Status to reflect the current stage:
Status Meaning Financial Impact
Forecast Initial preparation, not yet submitted Uncommitted in financial reports
Pending Under review by stakeholders Uncommitted in financial reports
In Principle Terms being discussed and refined Uncommitted in financial reports
Approved Formally authorized and executed Committed in financial reports
Rejected Declined or denied Not visible in financial reports
Withdrawn Manually removed from the process (e.g., withdrawn by submitter). Not visible in financial reports

Contact Mastt Support to add custom categories.

3. Entering Financial Information

  1. Review the contract line items displayed in the table
  2. For each affected line item or for Contract Change Order, enter the change amount in the Change Order Amount column
  3. The system automatically calculates:
    • Current Contract value
    • Contract Post Change Order (new total)
  4. If working with preliminary estimates:
    • Enter the estimated value in the Preliminary Amount field
    • Use Preliminary EOT for estimated order values when final amounts are pending
  5. Record the Change Order EOT to track approved time extensions

4. Adding Supporting Information

  • In the Notes section, describe the change and explain why it's needed
  • In the attachments area, upload relevant files or document

5. Finalizing the Variation

  • Review all information and verify calculations are correct
  • Click Add to save the Variation
  • The Variation will appear in your variations list with the selected status

Best Practices

  • Use clear, descriptive titles that include reference numbers (e.g., "CO-001: Additional Structural Steel")
  • Document the reason for each change thoroughly in the Notes section
  • Attach all relevant supporting documentation before submitting
  • Set realistic preliminary amounts when final costs are unknown
  • Update Change Order status promptly as approvals progress
  • Regularly review pending Change Orders to prevent project delays

Troubleshooting

  • Issue: Change Order amounts not calculating correctly
    • Solution: Check that all line items have valid numerical values entered
  • Issue: Unable to upload attachments
    • Solution: Ensure file sizes are within limits and file types are supported
  • Issue: Change Order not appearing in reports
    • Solution: Confirm the status is set correctly and the Change Order has been saved

Tips and Notes

  • Use the "Forecast" status for early planning and budgeting of potential changes
  • Change Orders marked as "Approved" will automatically update contract values in financial reports
  • The "Withdrawn" status preserves the Change Order record while removing it from active consideration
  • Upload photos and site documentation to provide visual context for Change Orders