Change orders

Last updated: 2026-04-27

Change orders are created to modify contract language, add new items, increase or decrease item quantities, or adjust contract site time.

Tip: Click on the thumbnail images below to expand and view the content.

 

  1. Log into AASHTOWare Project
  2. Select the ComplianceSpecialist role (home button action arrow and select the role).

  3. From the dashboard, select the Contracts hyperlink under the CRL component.

  4. Select the contract under Contract Administration Overview by searching for the Contract ID, controlling project ID, region, county or contractor in the search box.

    Tip:
    Go to How to Search for the Contract ID by Project ID if only an associated project ID is known.

  5. Click on the contract ID hyperlink for the project you are working on.

  6. Click the Contract Progress quick link located at the top of the screen.

  7. Select the Change Orders tab.
  8. Select an existing change order by clicking on the "Show first 10" hyperlink or by searching for the change order number in the search box.
  9. Click on the change order number (co num) hyperlink to open the change order.


The Contract Change Order Summary component will open. The change order header displays the change order number, description, amount and status.

Information on this tab includes the change order number, approval date, author, change order description, description of changes, total for previously approved change orders, change order reason code, and change order type.

There are four system defined change order types:

The Project Engineer can change item quantities for items that are part of this contract.

The Project Engineer can add new items not previously associated to this contract.

Info: Once the change order is approved, the Project Engineer will assign the new items to the subcontractors so the new items can be posted to for payment on future payment estimates.

The Project Engineer can enter the same change order item explanation for multiple items on this tab.

The Project Engineer can enter contract site time adjustments on this tab.

Displays the status of the change order in the approval process. Change order statuses include:

  • Draft - Initial creation of and editing status.
  • Pending Review (Optional) - The Project Engineer may select staff to review the change order electronically prior to the approval process.
  • Pending Approval - The Project Engineer submits the change order for approvals based on change order type (see table above). System notifications are sent to each change order approver when it is their turn to review and approve the change order electronically.
  • Approved - When final approval is received, a system email notification is sent to the Project Engineer, Contractor, Project Manager and Contract Specialist. The change order is locked and cannot be changed. The historical change order report is created.
  • Rejected - A change order can be rejected by a change order approval group. The Project Engineer and Project Manager should meet to discuss how to handle a rejected change order (e.g. update it and resubmit for approval, delete it, deny it, etc.).
  • Deleted - If the change order is the last one that was created, the Project Engineer can change the status to deleted and it will not be included in the contract.
  • Void - If the change order is not the last one that was created, the Project Engineer needs to work with the AWP System Administrators to change the status to void and it will not be included in the contract.