How can you incorporate change orders and variations into your site plan?

Change orders and variations are inevitable in any construction project. They can result from design changes, client requests, unforeseen conditions, or regulatory requirements. However, they can also cause delays, cost overruns, disputes, and quality issues if not managed properly. Therefore, it is essential to incorporate them into your site plan as soon as possible and communicate them effectively to all stakeholders. In this article, we will discuss how you can do that using some practical tips and tools.

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1 Identify the scope and impact

The first step to incorporate change orders and variations into your site plan is to identify the scope and impact of the change. You need to determine what work needs to be added, modified, or deleted, and how it will affect the schedule, budget, quality, and safety of the project. You also need to assess the risks and opportunities associated with the change, and how it will affect the contract terms and conditions. You should document the change request and its justification, and get approval from the client and other relevant parties before proceeding.

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N. SATISH

Heading Contract Management, Sub Contracts, Materials Purchase, Hire, Assets, Labour, Commercials, coordination and Operations. CIVIL & Interiors.
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Identification in advance and to have a contractually valid clearance before commencement of such works is necessary. Re estimation and approvals. Impact of contract value needs to be ascertained. Contractually an additional claim or a saving.

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2 Update the site plan and schedule

The next step is to update the site plan and schedule to reflect the change order or variation. You need to revise the work breakdown structure, the activity sequences, the resource allocations, the critical path, and the milestones accordingly. You also need to update the cost estimate, the cash flow, and the contingency plan to account for the change. You should use a site planning software that allows you to track and compare different versions of the plan and schedule, and highlight the changes visually.

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3 Communicate the change to the team and subcontractors

The third step is to communicate the change order or variation to the team and subcontractors. You need to inform them of the reasons, the scope, the impact, and the expectations of the change, and provide them with the updated site plan and schedule. You also need to train them on any new methods, materials, or equipment required by the change, and monitor their performance and feedback. You should use a communication tool that allows you to send and receive messages, documents, photos, and videos in real time, and keep a record of the communication history.

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4 Manage the change throughout the project

The final step is to manage the change order or variation throughout the project. You need to track and measure the progress, the costs, the quality, and the safety of the change, and report them regularly to the client and other stakeholders. You also need to identify and resolve any issues, conflicts, or deviations that may arise from the change, and document any lessons learned or best practices for future reference. You should use a project management tool that allows you to integrate the site plan, the schedule, the communication, and the reporting in one platform.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Dr Olga Lozova

Senior Construction Project Manager Women in Project Management Lead and the Auckland Branch Lead at PMINZ Infrastructure, Capital and Major Projects Women in Leadership Sustainability and Decarbonization Expert
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Incorporating change orders and variations into a site plan involves promptly documenting proposed modifications, assessing their impact on budget and timeline, and updating the plan with clear revisions using digital tools. Transparent communication with stakeholders, robust revision control, and collaboration among team members are crucial to streamline the process. Regular audits ensure accuracy, and thorough documentation of changes helps in future decision-making. Legal compliance, including obtaining necessary approvals, is essential, and training team members on updated plans and procedures ensures alignment throughout the construction project.

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How can you incorporate change orders and variations into your site plan?

1

2

3

4

5

1 Identify the scope and impact

2 Update the site plan and schedule

3 Communicate the change to the team and subcontractors

4 Manage the change throughout the project

5 Here’s what else to consider

Construction

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How can you incorporate change orders and variations into your site plan?

1

2

3

4

5

1 Identify the scope and impact

2 Update the site plan and schedule

3 Communicate the change to the team and subcontractors

4 Manage the change throughout the project

5 Here’s what else to consider

Construction

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