Change Order Proposals Over $50K

1. Designer/Builder/Contractor (Consultant) initiates the proposal due to a change in project scope, conditions, or other directive, by completing the applicable Justification Form on the “Forms & Standards” page of the PDC website
Screen shot of PDC Forms & Standards page

2. Consultant uploads the Justification Form to the project’s Document Management module at this location: Project Files > Financial > COPs and COs

Screen-shot of BIM 360 upload page.

3. Consultant notifies the UF Project Manager (PM) that the form has been uploaded using the Transmittals tool. The UF PM receives an email from the BIM 360 system notifying them about the form
Screen-shot of BIM 360 Transmittals page

4. The UF PM submits the form if the cost of the proposal is equal to or greater than $50,000.00 using the “COP Approval” workflow available in the “Reviews” drop-down list. Please submit a BIM 360 Help Desk ticket to request that the “COP Approval” Review be added to the project if it is not in the list.
Screen-shot of COP Approval option in workflow drop-down list

5. The “COP Review” workflow will automatically route the document to Frank Javaheri (Director of Construction) IF he is a member of the project with the role of “PDC Manager.” Frank is automatically assigned this role for all Major projects. Frank is NOT automatically assigned this role for Minor and JOC (Quick Response) projects; the PM must add him to the project in Tracker when a COP is needed (See Step #6)
Screen-shot of BIM 360 review notification modal with Frank Javaheri as the reviewer.

6. If Frank is NOT already a member of the project  with the role of “PDC Manager,” then the UF PM should add him with that role to the project where the COP approval review is needed
Screen-shot of "Add Team Member" option on Tracker team page

7. The Director of Construction (Frank Javaheri) receives an email from the BIM 360 system that a COP Review has been submitted. Frank goes to the review, clicks the “Start review” button, and evaluates the COP form
Screen-shot of BIM 360 Start Review page

8. Frank either approves or rejects the form, with or without comments
Screen-shot of BIM 360 "Final Review" page

9. Frank “Submits” and sends the Approved or Rejected review to the UF PM by clicking “Submit review
Screen-shot of "Submit Review" option

10. The UF PM receives an email notification from the BIM 360 system informing them that the COP has either been approved or rejected
Screen-shot of COP Approval email from BIM 360 system

11. The UF PM notifies the original COP submitter of the decision by using the “Transmit all” button located on the page with the CLOSED (completed) Review
Screen-shot of BIM 360 page with "Transmit all" option