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Project Workflow

Bulletin Review Process – Standard Operating Procedure

To provide a structured approach for reviewing and processing customer-initiated change orders related to product and/or pricing, ensuring all internal and external parties are informed, pricing is accurate, and approvals are properly documented.

1. Customer Initiation​

  • The customer contacts the Project Manager (PM) with a request for changes that may affect scope, materials, or pricing.
  • This request may be informal (email/verbal) or formal (RFI, revised drawings/specs, etc.).
  • The PM logs the request and begins the bulletin review process.

2. Internal Team Review​

  • The PM reviews the request for feasibility, scope impact, and timeline implications.
  • The PM initiates an internal review with relevant team members, which may include:
  • Assistant Project Manager (APM) – for tracking and documentation support.
  • Engineering Project Manager (EPM) – for technical assessment of equipment or control system impact.
  • Programmers or Commissioning Leads – if system logic or field changes may be required.

3. Subcontractor Coordination​

  • If the change affects subcontracted scope (e.g., low voltage, electrical, controls), the PM will:
  • Prepare and submit a pricing request with detailed information.
  • Request turnaround within 24 to 72 hours, depending on urgency and complexity.
  • Ensure subcontractors are provided with the correct version of plans/specs.

4. Pricing & Margin Review​

  • Review all submitted pricing for accuracy and completeness.
    • Apply internal cost markups/margins based on project-specific standards or bid strategy.
    • Coordinate with estimating or management, if needed, for validation.
    • Update internal cost tracking systems or spreadsheets accordingly.

5. Change Order/Work Order Creation​

  • The PM (or APM, if delegated) will create a formal Change Order
  • This includes:
    • Description of scope change.
    • Detailed breakdown of costs.
    • Adjusted project totals.
    • References to any revised drawings or specifications.
  • All documentation is archived according to project protocol (e.g., Smartsheets and shared drive).

6. Customer Submission & Approval​

  • The finalized CO is sent to the customer for review and approval.
  • The PM ensures customer sign off is obtained in writing before proceeding with work.
  • Once approved, the CO is uploaded into the project’s tracking system.

7. Implementation & Communication​

  • Upon approval, the PM communicates changes to:
    • Subcontractors for scheduling and mobilization.
    • EPM for coordination with Engineering team(s).
    • Internal field team or commissioning team for execution.
    • Accounting/finance to update billing projections and payment terms.