Changes and subcontractors

Change-order handling

When scope, schedule, or budget drifts beyond tolerance, PM drafts a ChangeOrder with AmountDelta, HoursDelta, DateDelta. The CO routes for internal approval (Practice Lead → Services Leader over threshold), then to the client via a ClientApproval. On client approval, Project baseline updates: ContractValue, BudgetHours, BudgetCost, and/or EndDate shift.

Subcontractor engagement

Subcontractors log TimeEntries under their PO; those entries auto-accumulate against NotToExceedHours and NotToExceedAmount with early-warning alerts. Subcontractor submits SubcontractorInvoices, which are matched against the PO and approved hours. On Matched → Approved, the invoice enters the AP payment queue via the GL integration.

Staffing — request and assignment

PM creates ResourceRequests for each Role needed, with required skills, dates, and allocation %. Requests go to the Resource Manager, who searches available Consultants matching Role + Skills + UtilizationTarget, proposes candidates, and on confirmation creates ResourceAssignments (Status: Soft → Confirmed → Active). Assignments snapshot the effective BillRate. Where internal capacity is short, a SubcontractorPO is issued (routed for approval per firm’s delegation-of-authority matrix) and the sub is added as a ResourceAssignment with Subcontractor set.

Check a supplier invoice against the commitment

A supplier invoice should identify the approved SubcontractorPO and its project. Compare the claimed hours and amount with approved time and the not-to-exceed commitment. Keep a mismatch in a reviewable state instead of passing it directly to Accounts. The supplier can submit evidence within its own scope, but cannot approve the commitment or another supplier’s charge.

Scope changes can affect the commercial baseline and staffing at the same time. Record those effects in ChangeOrders and route the request under the configured threshold. The internal signer is the Practice Lead or Services Leader / COO required by policy, followed by the named client where client acceptance is required. Apply the baseline change once after the full decision chain has completed.

An interrupted retry must return the original update. It must not add the amount or hours delta again. Preserve the previous baseline and decision identifiers so a reviewer can explain the difference between the original engagement, the accepted change and the current purchase-order commitment.