A Vendor Directive is an official directive, or order, to perform services that are amendments to the original scope of work. Plans can change, but it is still important to document proposed changes to the job. Creating a directive lets you authorize work, while a Vendor Change Order will be issued after the directive including the details of the actual time/change required in the scope, approved by all parties involved in the transaction (customer, contractor, subcontractor).
1. Manually Create a Vendor Directive
A unique aspect of many construction contracts is provisions that entitle Customers to order changes and/or additional work to be performed by Contractors in the absence of final agreement to the price and time impacts of such orders. Such provisions are typically "flowed down" by Contractors to their Subcontractors.
In RedTeam Flex, the Change Management process starts with a potential change initiated by either the Customer or Contractor. Contractors then prepare orders to their Subcontractors called Vendor Directives (or, simply, a "Directive"). To be eligible for a Directive, the Vendor must first have been issued a form of Commitment that allows for such changes under the original Project. See the "Manage Buyout Commitments" article for more details.
When you create a new Directive, you will be prompted to reference the current Buyout Commitment. Once you select the Commitment, you can enter details of the change and, if agreed upon, the value of the change. If there is no agreement regarding the value of the change, it may be set as To Be Determined and it will appear as "TBD" on the Directive.
Steps:
Go to the project's Buyout tab
Select "Vendor Directives" from the dropdown
Click the New icon (+)
Select "Add a Vendor Directive"
In Step 1, select a Commitment for reference from the dropdown
Then, enter the required fields
In Step 2, enter Directive Items for the Vendor
In Step 3, confirm all details and Close
2. Create a Vendor Directive from Quote
The most efficient way to create a new Vendor Directive in RedTeam Flex is from a Best Quote. After receiving a change and creating your Potential Change Order, you may want to solicit new Quotes from your Vendors pertaining to that change. You must have an existing and committed Buyout Commitment (that allows Change Orders) on file in the Project for that Vendor in order to be able to issue them a Directive. If you have a contract with the Vendor, and you have selected them as "Best" you can go ahead and create the Directive directly from the Best Quote.
Once created, your Vendor Directive will appear in the list under the Buyout tab (Manage -> Vendor Directives), or you can use the shortcut by clicking "View Directive" from the Confirmation summary that appears once the Directive has been created.
Steps:
From the Buyout tab of the project, click the "Manage" icon
Select "Vendor Quotes"
If you have not already selected a Quote as "Best" do so now
Click the tools icon next to the Best Quote
Click "Add Vendor Directive"
Enter all required information in the blank Vendor Directive form
Click "Continue"
Add, remove, edit, or arrange Items to be included in the Vendor Directive
Click "Close"
Click "View Directive" from Confirmation summary or navigate to the Buyout tab to see your Directive
3. Edit a Vendor Directive
Once a Directive has been created, and before it has been committed, it may be edited. Note that if the Vendor Directive has been committed, you will need permissions or an administrator to uncommit.
Steps:
Click "Manage"
Select "Vendor Directives"
Locate the Directive in the list
Click the tools icon
Click "Edit"
Edit the Vendor Directive
Click "Continue"
Add or edit the Vendor Directive Items
Click "Save"
4. Commit a Vendor Directive
Once a Vendor Directive has been created, you may commit it. Be sure to check the Directive details for accuracy before committing. Once committed, you will need permissions or an administrator to make changes or delete.
Steps:
Click "Manage"
Select "Vendor Directives"
Locate the Directive in the list
Click the tools icon
Click "Commit"
5. Delete a Vendor Directive
Plans can change, but it is still important to document proposed changes to the job. Once a Directive has been created, and before it has been committed, it may be deleted. Note that once a Directive is committed you will need permissions or an administrator to uncommit.
Steps:
Click "Manage"
Select "Vendor Directives"
Locate the directive in the list
Click the tools icon
Click "Delete"