NOTE: The below article details this feature for our customers utilizing our Kahua for Owner’s and Kahua for GC’s applications, which excludes custom workflow or configuration. Specific customer configuration, customers utilizing other versions of these applications, or custom application features may differ in functionality or processes to those outlined below. For more details on training guides specific to your company, please check with your company IT or Domain Administrator prior to submitting a request to Kahua Support.
Creating a Change Request
The Change Requests application allows you to create a Change Request against your Contract. Change requests are not formal committing documents, but requests that may turn into formal change orders once approved. Cost amounts are tracked in Work Breakdown according to status, typically as projected or forecasted cost on a project. To access the Change Requests application, open the Apps repository. Under the Cost Management suite of applications click on Expenses.
This will launch the Expenses Applications which may include:
- Change Requests
- Change Orders
- Pay Request
- Purchase Orders
- PO Change Orders
- Quote Requests
To create a new Change Request, select the Change Requests tab, then click the New button to open a new record. Notice a new form on the right side of the screen. Populate the Contract Details such as Contract, Date, Description, and Type.
Enter Extension (days), Scope of Work, and Notes in the Scope section.
If you choose to use the available workflow options, you will not need to enter dates in Date Submitted and Date Executed fields as they will increment for you as it routes through workflow.
To add change request line items, navigate to the Items grid. Determine how many lines you will need and click Insert. Select the applicable cost codes and fill out the remaining details regarding this record.
To view the record Items in further detail, click more details icon next to the Change Request Item number. This view allows for additional detail on the item such as the Scope of Work, Notes, and additional Comments. Use the Previous and Next action buttons to sort through the Items if needed.
Click Done once all detail has been provided.
Documents can be attached to the record under the References section. The user can either Upload a document saved on their computer, Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application or Add Approval Doc which is used anytime a record is being routed for Review or Signature.
Once all detail has been filled out, click Save/Close. Prior to submitting into any workflow, typically an approval doc should be created.
Budget Adjustment Action Buttons
Once the fields within the record have been completed and saved, the users can select from several actions:
- Send - Use messaging to send record details to others (do not confuse with a workflow)
- Edit - Update and maintain the record
- View - This action button displays the Portable View (document view)
- Delete - Select this action button to delete a record (typically permission based, so all may not see this)
- History - All updates/changes are tracked
Do not confuse Sending with using the workflow buttons in any application. Documents can be sent via a message within Kahua to either existing Kahua users or users outside of Kahua by entering their email address and clicking Enter. The documents are treated as attachments, and the message can be copied to the Communications application by checking the box.
The record can be updated as needed during the process. If the document is out for Review or Signature, Edit will not be available.
Records can be viewed as a Portable View in which a PDF version of the Budget data is generated and can be printed out. Select the PDF Icon to generate a printable PDF version of the document.
The History action button provides details regarding all activity (Creation, Updates, Saves, etc.) performed on the record. To see specific detail related to the updates made, click the View Edit button.
If approval workflow has not yet been configured for this application in Kahua, increment the status manually by using the ‘Set To’ button at the bottom of the record. The option to manually Set To Projected, Pending, Approved, or Approved & Lock. The selection will determine where the values are on the Work Breakdown.
If workflow is being used on the project, Kahua supports both a review process and a formal signature process. For more details of how Kahua approval processes work, see the Submitting into Workflow section.
Processing a Change Request into a Change Order
After a Change Request status has been incremented to approved, it can be processed into a formal Change Order. When a user wants to process the Change Request into a Change Order, select Process at the top of the record.
A new window will pop up to verify details about the new Change Order. The first field is to select the Target Application. This will default to Change Orders for you.
The next option will verify if the record will be a new Change Order or if it will be added to an existing Change Order. This will typically be a new Change Order. However, if this is being added to an existing Change Order select Add to Existing and select the Change Order from the drop down. To include in an existing Change Order, that change order must not yet be locked and/or in workflow (status should be Draft).
If the Change Order should include a PDF version of the Change Request in the References section, leave the box checked to include ‘PDF of Initiating document (current state) on the Destination document’. If there are reference documents on the Change Request that need to be copied forward, check the box next to the applicable documents in the References to Include section. After selecting the references needed, click Start Processing.
After Kahua finishes processing your request, the Change Orders App will open, and a new record is created with many of the fields prepopulated from the Change Request.
Note: When the Change Order has been saved, the initiating Change Request Status will automatically change to Superseded. This will ensure the change is not recorded twice in the Work Breakdown and cost reporting.