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Create a Commitment Potential Change Order (CPCO) from a Change Event (Next Gen)

Objective

To create a CPCO (Commitment Potential Change Order) from a change event. 

Background

If you have two tiers configured for change orders, you will be creating CPCO, which can only be done from a change event. You will then create the CPCO from the Commitments tool. If you have one tier configured for change orders, you will be creating a CPCO. For more information on tier structure, see What are the different change order tiers? 

You can create a CPCO either before or after the RFQ has been responded to. If you wait until after the RFQ has been responded to, the CPCO Schedule of Values will populate with amounts from the RFQ. 

Things to Consider

  • Required User Permissions: One of the following:
    • 'Admin' on the project's Commitments tool.
    • 'Standard' on the project's Commitments tool and added to the "Private" dropdown and the "Allow Standard Level Users to Create PCOs" configuration must be checked.
      -or-
  • Required Configuration Setting:
  • Prerequisites
  • Additional Information:
    • After you create a change event, you can also create a Request for Quote (RFQ) to send to the affected subcontractor(s). See Create RFQs.
    • CPCOs can be transitioned into a Commitment Change Order. 

Prerequisites

  1. Create a Change Event (You must create a change event before you can create an RFQ.)
  2. (optional) Create an RFQ

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items you want to include in the CPCO. 
    Note: You can select line items across multiple change events.
    Optional: Use the Filter drop-down to filter by Vendor. 
  3. From the Bulk Actions drop-down menu, click Create a Commitment PCO.
    • Contracts with matching cost codes: If there are contracts with cost codes that match the change event line items you select, they will appear here for your selection.
    • Contracts: All other approved contracts will appear here for your selection. 

  4. Fill out the following information:
    • Number: This field automatically populates based on the number of CPCOs already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next CPCO that's created will automatically increment by one, based upon this specified value.)
    • RevisionThis field displays the CPCO's revision number. When a CPCO is first created, its revision number is zero. A CPCO could have multiple revisions because of feedback from a reviewer/approver. 
    • Contract CompanyThis field automatically populates with the name of the subcontractor or vendor listed on the subcontract.
      (Note: This field is only visible if the CCO is for a subcontract.) 
    • ContractThis field automatically populates with the name of the contract for which the CCO is being created.
      (Note: This field is only visible if the CCO is for a subcontract.)
    • TitleEnter a title name for the CCO that describes what the change order is for.
      Note: If you will be exporting the CCO to an integrated third-party ERP system, keep in mind that QuickBooks and Sage 300 CRE have a thirty (30) character maximum for this field. 
    • StatusSelect the current state of the CPCO (the default status will be set to Pending-In Review):
      • Approved: The CPCO still needs to be approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft: The CPCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review: The CPCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing:The CPCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not ProceedingThe CPCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing: The CPCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding: The CPCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised: The CPCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected: The CPCO has been rejected. Costs are not reflected in the budget.
      • No Charge: There is no resulting charge from the CPCO.
    • Commitment Change Order:
      • None: A CCO can be linked at a later time.
      • Add to Existing: Link the potential change order to an existing commitment change order.
      • Create New: Create a new prime contract change order.
    • Change Reason: The change reason field will populate with the change reason you selected in the change event; however, you can edit as necessary. Select one of these reasons for the potential CCO: Client Request, Design Development, Allowance, Existing Condition, or Backcharge. To learn how to configure change reasons, see Set Default Change Order Configurations.
    • Private: Check this box so only you and users with 'Admin' level access on change orders can view this change order.
    • Description: Enter a detailed description of the CCO.
      Note: If you will be exporting the CCO to an integrated third-party ERP system, you can enter an unlimited number of characters in Procore. However, any entries exceeding one thousand (1000) characters will be truncated when it is exported to Sage 300 CRE. 
    • Request Received From: Select a user from the project's directory who you are submitting the CCO on the behalf of. 
    • Location: Use the location drop-down menu to select a location the the [item] impacts. Either select from the predefined locations, or Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
    • Schedule Impact:  If known, you can provide an estimate of the number of additional days that would potentially be added to the current project schedule if the CCO were approved.
    • Field Change: Check this box if the Change Order requires a field change
    • Reference:  Reference any other tools, materials or documents that are related to the Change Order.
    • Paid in Full:Check this box if the cost is already covered in the budget.
    • Change Event Line Items: If your project is integrated with ERP, select a line item from the Associated Line Item drop-down menu. If you select New Line Item, a zero dollar line item will be added to the commitment's SOV If the project is not integrated with ERP, skip to step #5. 
  5. When you are done, click Create. The Schedule of Values are created from the change event line items. 
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