Change request approvals on the construction site

Introduction

As a construction manager working on a renovation project, you often find that opening up an existing structure reveals something that does not match the as-built drawings, and you need to make a quick decision right there. You can set up approvals in Dalux so subcontractors document the agreement the moment it is made, and you confirm it on the construction site, without relying on a verbal agreement with no documentation.

The challenge

Renovation and refurbishment work carries a of what is behind a wall, above a ceiling, or under a floor not matching the as-built drawings. A subcontractor opens up the structure, notices something different, and you need to agree on a solution right there on the construction site before moving forward.

This is not always a request for information. The task itself is clear, but more work is needed, or a different material or method is required. This change needs to be approved before work can continue.

That sign-off often happens as a handshake, or over the phone, with nothing documented and details forgotten. Having to wait for approval by email creates a bottleneck, causing work to stop until someone responds.

How Dalux solves it

In Dalux, an approval template is used with a shared workflow and the same required fields for every agreement, so every subcontractor documents a change the same way. Once the solution has been agreed, a subcontractor starts the approval process on the construction site by following the template.

It appears in your inbox instantly, allowing you to check and approve it right away. This means the subcontractor can continue the work with the agreement on record. Depending on the project's agreements and contracts, the project manager gives final approval if the change affects time or cost.

The result

With approvals in Dalux you get:

• No reliance on a handshake: Verbal agreements no longer have to be held up later once they have been documented on the spot.
• One process for every subcontractor: The same template and workflow applies to all trades on your site.
• A documented source: You have something to refer to for change orders, inspections or disputes.

Set up a change request template

Setting up approvals starts with a template and a workflow you build to match your project's structure. The template defines the fields every agreement needs. The date, what was agreed, who approved it, and where relevant, its consequence for time or cost. You can also specify which fields are required at each stage. This ensures that the relevant information is documented by the right people at each stage of the approval process.

The subcontractor begins the approval process as soon as a solution is agreed on the construction site. It goes straight to your inbox, so you can check it and approve it, without either of you waiting on a reply to an email.

Once approved, it can be used at a later date. For example, it could be used if an inspector asks why the work differs from the original drawing or if the subcontractor needs to include the change in a change order.

You can set up and save filters for each subcontractor, or sort and filter by the type of change, impact, or any data field you added to the template.

From a handshake to a documented record

Approvals replace a handshake or a phone call with a documented record, created in the same moment the agreement is made, without slowing the work down to get there.

Every subcontractor works from the same template and workflow, so any changes that are identified once work has begun can be documented consistently and managed more easily across a project involving many different trades. As the agreement is confirmed before work continues, people are not left waiting for a solution that is never formally approved. This would otherwise cause delays for other disciplines waiting for that work to finish.

With Dalux approvals, you get:

• No reliance on a handshake: Verbal agreements no longer have to be held up later once they have been documented on the spot.
• One process for every subcontractor: The same template and workflow applies to all trades on your site.
• A documented source: You have something to refer to for change orders, inspections or disputes.