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Platform Video: Workflow

Industry Trends & Challenges


Historically known to be the “red folder” process, change orders have become challenging and cumbersome processes for many organizations. Companies today find that delivering mission-critical information and documents when a change order is needed can be costly and error-prone. Digitizing the process can help handle significant changes to existing projects and contracts and minimize information gaps along the way. 

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Platform Video: Workflow

Change Orders Made Easy


K2’s change order solution provides managers a seamless process to submit change order requests and  make amendments or add addendums to original contracts. Leveraging a digital change order process can ensure immediate response is taken and eliminates any need for unnecessary change orders to be taken later on. This can help streamline any cost negotiations, schedule adjustments, and ensure contract timelines are being met.  
 

Implement Change and Minimize Risk


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Ease-of-Use with Change Order Request


  • Capture the original contract document, unique change order information, and owner of the request in one form 
  • Field workers can access the request form via their mobile phone or tablet while on-the-go
  • Specify what collaborators are permitted to edit or make changes to the document prior to final approval so the information falls in the right hands 

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Central Dashboard and Workspace


  • Easily review the change order document within the K2 workspace without having to toggle back and forth between screens
  • Integration with external content services platforms like Microsoft Word or Dropbox allows users and collaborators to edit documents quickly 

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Seamless Review Process


  • Customize the review process depending on the change management type so only the necessary collaborators and approvers are incorporated into the review process 
  • Collaborators can receive a review alert with critical metadata information such as change order amount through email and/or push notification so they can take action immediately 

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Updated Audit History in Real Time


  • Allow collaborators to provide any ad-hoc information as the process progresses to the process record details
  • Keep a clear audit trail of who has taken which activity during the process and their final actions
  • Get a high-level view of the workflow to see where the request may be sitting and reduce bottlenecks or turnaround times 

How it Works


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Submit Change Order Request


Using a SmartForm,  employees can submit all necessary change order information: 

    • Date
    • Submitter Name
    • Change Request Name and Number
    • Project Number
    • Original Contracts (PDFs, .docs, etc.)
    • Description
    • Change Order Amount

Once the request has been submitted, a workflow is kicked off to start the review process. 

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Managers and Collaborators Review and Sign


  • Once submitted, the change order request notifies the permitted collaborators and appropriate leadership who can add additional details or review information in the request. 
  • New contracts are included in the review tasks for immediate access.
  • Ensure senior management reviews and validates the details of the change order before being able to approve the data audit. 
  • When reviews have all been taken place, the final approver can sign and confirm the change order using an e-signature solution like DocuSign.  

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Execute Changes


  • Requestors are notified once their change order request is approved with new or amended contracts as well as audit history. 
  • Change order processes can be completed and changes to the projects can be made. 


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Manual Process