What is a Change Order Form?
A Change Order Form is a formal document that captures any alterations to the original scope of work, budget, or schedule of a project. It includes details about the changes, reasons for the changes, cost implications, and any adjustments to the project timeline. The form is used to obtain necessary approvals from the project owner, project manager, and other stakeholders before implementing the changes.
About Change Order Forms
Change order forms are critical for maintaining control over project changes and ensuring that all adjustments are properly evaluated, documented, and approved. They help prevent scope creep, manage budget overruns, and maintain clear communication among project stakeholders. By using change order forms, project managers can ensure that all changes are systematically reviewed and agreed upon, minimizing disruptions and disputes.
Best Practices for Using Change Order Forms
- Clear Documentation: Provide a detailed description of the proposed change, including the reason for the change, the impact on the project scope, cost, and timeline.
- Stakeholder Approval: Ensure that all relevant stakeholders, including the project owner and contractors, review and approve the change order before implementation.
- Cost Analysis: Include a thorough cost analysis that outlines the financial implications of the change, including any additional expenses or savings.
- Timeline Adjustment: Update the project schedule to reflect the impact of the change on the overall timeline. Ensure that new deadlines are realistic and achievable.
- Risk Assessment: Assess and document any risks associated with the proposed change and outline mitigation strategies to address them.
Components of a Change Order Form
- Project Information: Include details such as project name, project number, and date of the change order.
- Description of Change: Provide a clear and detailed description of the change being requested.
- Reason for Change: Explain why the change is necessary, including any relevant background information.
- Cost Impact: Detail the financial implications of the change, including any additional costs or savings.
- Schedule Impact: Outline how the change will affect the project timeline, including any adjustments to milestones or deadlines.
- Approval Signatures: Include spaces for signatures from the project owner, project manager, contractor, and other relevant stakeholders to indicate their approval.
Types of Change Order Forms
- Additive Change Order: Used when additional work or materials are required, increasing the project's scope and budget.
- Deductive Change Order: Used when work or materials are removed from the project's scope, reducing the budget.
- Time Extension Change Order: Used when additional time is required to complete the project, extending the project timeline without necessarily affecting the budget.
- Combination Change Order: Includes both additions and deductions to the project's scope, cost, and timeline.
Change Order Form vs. Change Request Form
- Change Order Form: A formal document used to request and approve changes to the project's scope, budget, or timeline. It requires approval from relevant stakeholders before implementation.
- Change Request Form: A preliminary document used to propose changes to the project. It is typically reviewed and assessed before a formal change order is issued.
When to Use a Change Order Form
- Scope Changes: Use a change order form whenever there is a significant change to the project's scope of work.
- Budget Adjustments: Use the form to document any changes that impact the project's budget, whether they increase or decrease costs.
- Schedule Modifications: Use the form to capture changes that affect the project timeline, ensuring that all new deadlines are clearly communicated and agreed upon.
Change Order Reporting Dashboard Example
By leveraging Mastt, Project Owners and Project Managers can enhance decision making, leading to more efficient project execution, increased quality and more successful outcomes.
Mastt showing Change Order against a General Contractor Contract
