SUBCONTRACTOR DOCUMENTATION FRONT SHEET

WREP PRS2
ACCOMMODATION
BUILDING
CONSTRUCTION
Dzestafoni, GEORGIA

CHANGE MANAGEMENT PROCEDURE

Subcontractor Information
Subcontractor Company Name: DORCE Prefabricated Building and Construction Ind.Trd.Inc.
Subcontractor Document Number: DPR-60
Project Number: GE0094

Review Details

 Code 1: Subcontractor document reviewed and

accepted - proceed with work.
 Code 2: Subcontractor document reviewed and
conditionally accepted - proceed with work,
incorporate comments and resubmit.
Review does not constitute acceptance of design details,
calculations, test methods or materials developed or
selected by subcontractor. Nor does it relieve
subcontractor from full compliance with contractual or other
obligations

 Code 3: Subcontractor document reviewed and

rejected - do not proceed with work. Revise the
document and resubmit for further review. Name: YÜCEL ÇEBİ
Date: 15.08.2018
(QUALITY MANAGER)
 Code 4: Subcontractor document is submitted to
the purchaser for information
 Code 5: (Optional) Some information can be
used but generally not acceptable and requires re-
submission. Work may proceed at Subcontractor risk.
Signature:
 Code 6: (Optional) Document requirement
cancelled – Up rev the document to revision “X01”
and re-submit as voided.
DOCUMENT NUMBER

Contractor Sheet
Facility/Area Code Area sub code Discipline Doc Type Sequence Revision
Code Number
CHANGE MANAGEMENT PROCEDURE
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Contents

1.0 PURPOSE...................................................................................................................................... 2

2.0 SCOPE........................................................................................................................................... 2

3.0 RESPONSIBILITY.......................................................................................................................... 2

3.1. Marketing and Proposal Department......................................................................................2

3.2. Worksite Discipline Chiefs......................................................................................................2

5.1 APPLICATION................................................................................................................................ 2

5.2 Change Order Preparation.....................................................................................................2

5.3 Submission of Change Requests............................................................................................3

5.4 Approval of Change Orders....................................................................................................4

6.0 COMMUNICATION......................................................................................................................... 4

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1.0 PURPOSE

Purpose of this procedure is to explain steps in change management during project execution. This
document covers preparation, submission and follow-up of change orders.

2.0 SCOPE

This procedure is applicable for all variations faced during the execution of works in defined in contract
scope.

3.0 RESPONSIBILITY

3.1. Marketing and Proposal Department:

 Receives change order details from Client or Engineering and Project Control Department in
case any change occurs in the project which has a cost or time effect.
 Prepares change order request using Client format for change orders within requested time. In
case the Client does not have a format for change orders, Proposal Engineer prepares a proposal form.
 Follows up the change order until finalized and agreed with Client Engineering and Project
Control Department:
 Responsible for executing the decision and inform Project Manager and worksite discipline chiefs
 Update schedule and payment progress accordingly.
3.2. Worksite Discipline Chiefs (Mechanical, Electrical, Construction, Installation):
 Is responsible for implementation and planning of actions related to Variation Order

5.1 APPLICATION

For change orders next step should be followed;

5.2 Change Order Preparation

If it is considered by any means, any Contract scope should be changed for better quality or increased
performance and if has any technical, cost, schedule and/or commercial impacts, Change Order
Request shall be submitted to Client.

Change Order subject should be analyzed and related parties within DORÇE should be involved. In this
duty Project Control Engineer has great responsibility. Since, variation in work should be organized by
and work distribution to related parties should be done by him/her. Depending on the works subjected
to Change;

- Engineering and Project Control Department,

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- Marketing and Proposal Department

- R&D Department
- Production Department
- Law Department,
- HSE Department
- QA/QC Departments

Should be involved in process of variation. Final check of works completed by parties and comparison
to scope of works of related contract will also be done by Project Control Engineer.

Putting the change order documentation together begins with preparing a complete description of the
change. This should include:

• What is to be changed and how.

• Material and product specifications.

• Any time constraints that may be required.

• Any other considerations.

While preparing the Change Order Request, all the impacts shall be clearly included (technical, cost,
schedule and/or commercial) with explanatory details so that Client will evaluate the proposed variation.
Not only, all direct, indirect manpower necessities, equipment and material additions or increase in
need will impact costs but also it should be considered loss of productivity, ripple effect, and
acceleration fees might be occurring as a result of variation. When all the impacts are projected in
related variation, costs will be compiled using the contract values of each item. In case the values
are not indicated in the Contract, new proposal shall be prepared by Marketing and proposal
Engineer. It should also be noted that, the terms of each variation shall be precisely evaluated and final
effects should be clearly reflected to Client.

5.3 Submission of Change Requests

Following the schedule and other impacts of a Change Request has assessed from all parties and final
check has been done, the Change should be forwarded to Marketing and Proposal Engineer for cost
impact and submitting the formal Change Order Request to Client’s Approval in Client’s requested
format. Back up data should absolutely be provided without any missing information as an
attachment of the Change Order Request.

After the submission, Client might reject, approve or approve only part of a Change Request or request
additional information or back up data. Updates should be followed and if necessary the Change
Request

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shall be revised. The Project Engineer or Proposal Engineer meets with the Client to discuss the terms
of the change and to negotiate agreed pricing and time. The change is formalized with a written change
order. The change order is executed, and the project engineer proceeds with the change work.

5.4 Approval of Change Orders

Finally, when a variation is agreed between parties, it shall be authorized by the issue of a Change
Variation Order by Client.

Since Change Orders are the formal documentation, it allows Contract to be revised and amendment to
be added, to reflect the impact of Changes that have been recorded on an approved, and are already
fully approved by Client. DORÇE has obligation to implement or complete the implementation of
approved Changes as per agreement and definitions made on document.

Once variations are signed and brought in force, all necessary project drawings and project revisions
should be issued, related Production Order revisions should be made and if needed additional
procurement and productions should be started.

6.0 COMMUNICATION

Subject (Info) From To Method

Engineering and
Projec
Change Project
t e-mail
Order Control Manager
Contro
Request Marketing and
l
Change Projec Proposal
R&D Engineer
M-Files Program
Order t Mechanical
Related Contro Engineer Electrical