SOP Templates > Home Builder > Project Management > Change Order Submission Checklist

Change Order Submission Checklist for Home Builder

This checklist is designed to guide project managers in a home-building company through the process of submitting a change order. Change orders are critical in custom home projects as they document any modifications to the original scope of work, ensuring all parties are aligned. This checklist ensures that changes are accurately documented, priced, reviewed for schedule impacts, approved by the client, and communicated effectively to all stakeholders, including trades and financial departments. Following this checklist helps prevent disputes and maintains project integrity.

Document scope changes

Step 1: Identify change request

Begin by identifying the source of the change request, whether it is from the client, architect, or another stakeholder. Clearly outline what the change entails and gather any supporting documentation or communications that initiated the request.

Step 2: Detail scope modifications

Write a detailed description of the changes, including specific areas of the project affected. Use precise language and include any technical specifications or drawings that illustrate the modifications.

Step 3: Record reasons for change

Document the reasons behind the change request. This could include client preferences, unforeseen site conditions, or design errors. Clearly stating the reasons helps in justifying the change and facilitates smoother approval processes.

Gather pricing for changes

Step 1: Consult with subcontractors

Reach out to relevant subcontractors to obtain quotes for the changes. Provide them with the detailed scope modifications and request a breakdown of costs, including labor and materials.

Step 2: Estimate internal costs

Calculate any internal costs that may arise from the change, such as additional project management time or increased overhead. Use historical data and current rates to ensure accuracy.

Step 3: Compile total cost estimate

Combine the subcontractor quotes and internal cost estimates to create a comprehensive total cost for the change order. Ensure all costs are accounted for and documented clearly.

Review impacts to schedule

Step 1: Analyze schedule adjustments

Review the current project schedule and identify tasks that will be affected by the change. Determine if the changes will cause delays or require resequencing of tasks.

Step 2: Consult with project team

Discuss the potential schedule impacts with the project team, including site supervisors and key trades. Gather input on how to mitigate delays and adjust timelines.

Step 3: Update project timeline

Based on the analysis and team input, update the project timeline to reflect the changes. Ensure that the revised schedule is realistic and achievable.

Confirm client approval

Step 1: Prepare change order documentation

Compile all relevant information, including the scope changes, cost estimates, and schedule impacts, into a formal change order document. Ensure clarity and completeness.

Step 2: Present change order to client

Schedule a meeting with the client to present the change order. Clearly explain the changes, costs, and schedule impacts, and address any questions or concerns they may have.

Step 3: Obtain client signature

Once the client agrees to the changes, obtain their signature on the change order document. This serves as formal approval and authorization to proceed with the changes.

Update drawings or specifications

Step 1: Revise architectural drawings

Work with the architect or design team to update the architectural drawings. Ensure that all changes are accurately depicted and clearly marked.

Step 2: Update technical specifications

Review and revise any technical specifications that are affected by the change. Ensure that all details are consistent with the revised scope.

Step 3: Distribute updated documents

Distribute the updated drawings and specifications to all relevant parties, including subcontractors and site supervisors. Confirm receipt and understanding of the changes.

Communicate changes to trades

Step 1: Notify affected trades

Identify all trades affected by the change and notify them of the updates. Provide them with the revised drawings and specifications and explain the changes in detail.

Step 2: Coordinate work adjustments

Work with the trades to adjust their work plans and schedules as needed. Ensure that they understand the changes and have the resources necessary to implement them.

Step 3: Monitor implementation

Regularly monitor the implementation of the changes on site. Conduct site visits and inspections to ensure that the work is being carried out according to the revised plans.

Update project financials

Step 1: Adjust project budget

Update the project budget to include the costs associated with the change order. Ensure that all cost elements are accurately reflected and documented.

Step 2: Revise financial forecasts

Review and revise the project’s financial forecasts to account for the changes. Consider the impact on cash flow, profit margins, and overall project financial health.

Step 3: Communicate financial updates

Communicate the updated financial information to relevant stakeholders, including the finance department and project executives. Ensure that all parties are aware of the changes and their financial implications.

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