A Change Order Sub is work that falls outside the original scope agreed in the contract between the main contractor and the subcontractor. In AIMZ, this is where you register and follow up all costs arising from such changes.
The two amounts
The dialogue with the subcontractor itself usually takes place over email or in external systems. In AIMZ the focus is different: here you register what has been notified and what you assume.
Cost claim — the amount the subcontractor is claiming.
Cost — the amount you yourself assume. It counts in the final forecast regardless of status.
Cost is the most important parameter, because it is the one that drives the final forecast in the project.
Assess the cost early
You must judge for yourself how large a cost to assume, preferably before the dialogue with the subcontractor has concluded. The amount you register in Cost counts in the final forecast straight away, regardless of status. When the change is set to Approved, Cost is set equal to the cost claim. When it is set to Rejected, Cost is set to 0.
This is an active judgement, not a recording of facts. You are setting a cost for something you believe will happen in the future.
Example: You receive a change notice with a cost claim of NOK 100,000. You judge that the realistic outcome after negotiation is NOK 80,000, and set Cost to 80,000. The final forecast then takes the 80,000 into account straight away. The cost claim still shows 100,000, so you keep the history of what was actually claimed. When the change is approved, Cost is set equal to the cost claim.
Statuses in AIMZ
The status shows where in the process the change stands: Notice, Claim, Offer, Approved, Rejected, Disputed or Withdrawn. Cost counts in the final forecast regardless of status. On Approved, Cost is set equal to the cost claim, and on Rejected it is set to 0. Read more in What do the statuses on a Change Order Sub mean?
You can set the status on each cost line individually, or set the same status on all cost lines in the change at once by clicking Set all.
How to create a Change Order Sub
Click «+ Change Order Sub» in the top right above the table. A new window opens.
Fill in details such as name, number, revision number and date, group, supplier, contract, date received and date answered.
Group is a custom collective label. You can choose an existing group or create a new one, e.g. «With income» or «Without income». You can later sort or filter by group in the table of all changes.
Optional: link the change to an existing Expected Addition. The selected expected addition is shown at the bottom of the window.
Enter a description explaining the basis for the change.
Set the status.
Add one or more cost lines for the change. Each line represents an addition on a chosen account or production code (prod. code), with Cost claim and Cost.
Click Save to complete the registration.
Linking to an Expected Addition
If you link the change to an existing Expected Addition, the change reduces the remaining value of that expected addition. The cost only affects the final forecast if the amount of the expected addition is lower than the change amount.
In other words: the change «eats into» the provision you have already made, instead of being added on top of it.
Editing
Click the icon with three vertical dots in the left margin of the table.
Choose edit. The same dialog opens as when creating.
Update the fields and click Save.
