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Create a CCO from a Change Event

Objective

To create a CCO (Commitment 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 CCO from the Commitments tool. If you have one tier configured for change orders, you will be creating a CCO. For more information on tier structure, see What are the different change order tiers? 

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

Things to Consider

  • Required User Permissions: See the appropriate section.
    • Create a CCO from an RFQ:
      • 'Standard' or 'Admin' on the project's Change Events tool
        -and- 
      • 'Admin' on the project's Commitments tool.
    • Create a CCO without an RFQ:
      • 'Standard' or 'Admin' on the project's Change Events tool 
        -and-
      • 'Admin' on the project's Commitments tool.

Prerequisites

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

Steps

Choose one of the following.

Create a CCO from an RFQ 

  1. Navigate to the project's Change Events tool.
  2. Click View next to the change event you wish to create a CCO for.
  3. Find the RFQ response you want to create a CCO for and click the Create CCO button.
  4. Select Create a new CCO.
  5. On the Add Change Order Details Page, fill out the following information:
    • Title: This field will automatically populate with the name of the change event.
    • Number: This field automatically populates based on the number of CCOs 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 CCO that's created will automatically increment by one, based upon this specified value.)
    • RevisionThis field displays the CCO's revision number. When a CCO is first created, its revision number is zero. A CCO could have multiple revisions because of feedback from a reviewer/approver. 
    • StatusSelect the current state of the CCO (the default status will be set to Pending-In Review):
      • Approved: The CCO still needs to be approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft: The CCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review: The CCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing:The CCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not ProceedingThe CCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing: The CCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding: The CCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised: The CCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected: The CCO has been rejected. Costs are not reflected in the budget.
      • No charge: There is no resulting charge from the CCO.
    • Private: Check this box so only you and users with 'Admin' level access on change orders can view this change order.
    • 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.
    • Description: Enter in a more detailed description of the change order.



       
  6. If you want to create the CCO without Schedule of Values, click Create without SOV. If you want to add line items, click Continue & Add SOV Line Items and continue to step #7.
  7. If you want to create the CCO without Schedule of Values, click Create without SOV.
    If you want to add line items, click Continue & Add SOV Line Items and see below.
    1. On the Line Items page, enter the following information for each line item:
      • Prime Contract Line Item (only for users who have Change Order Associations turned on): Select the Prime Contract line item you want to associate with the Commitment Change Order line item. 
      • Sub Job: If you have sub jobs set up, select the appropriate sub job.
      • Cost Code: Select a cost code to tie the CCO to.
      • Description: Enter in a more detailed description for the CCO.
      • Type: Select either a budgeted line item type or a non-budgeted line item type.
      • Amount: Enter in a dollar amount for the CCO. 
    2. Click + Add. Add as many line items as necessary.
  8. When you are done, click Finish & Return to Change Event.

Create a CCO Without an RFQ

  1. Navigate to the project's Change Events tool.
  2. Click View next to the change order you wish to create a CCO for.
  3. Click the Create CCO without RFQ button above the CCOs box. 
  4. Select the correct commitment contract to tie the CCO to.
  5. Click Add Change Order Details.
  6. On the Add Change Order Details Page, fill out the following information:
    • Title: This field will automatically populate with the name of the change event.
    • Number: This field automatically populates based on the number of CCOs 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 CCO that's created will automatically increment by one based upon this specified value.)
    • RevisionThis field displays the CCO's revision number. When a CCO is first created, its revision number is zero. A CCO could have multiple revisions because of feedback from a reviewer/approver. 
    • Status: Select the current state of the CCO (the default status will be set to Pending-In Review):
      • Approved: The CCO still needs to be approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft: The CCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review: The CCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing:The CCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Proceeding: The CCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing: The CCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding: The CCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised: The CCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected: The CCO has been rejected. Costs are not reflected in the budget.
      • No charge: There is no resulting charge from the CCO.
    • Private: Check this box if you would like the change order to only be viewable by you and users with 'Admin' level access on the Change Orders tool.
    • Schedule Impact: If known, you can provide an estimate of the number of additional days that would be added to the current project schedule if the CCO were approved.
    • Description: Enter in a more detailed description of the change order.
  7. If you want to create the CCO without Schedule of Values, click Create without SOV.
    If you want to add line items, click Continue & Add SOV Line Items and see below.
    1. On the Line Items page, enter the following information for each line item:
      • Prime Contract Line Item (only for users who have Change Order Associations turned on): Select the Prime Contract line item you want to associate with the Commitment Change Order line item. 
      • Sub Job: If you have sub jobs set up, select the appropriate sub job.
      • Cost Code: Select a cost code to tie the CCO to.
      • Description: Enter in a more detailed description for the CCO.
      • Type: Select either a budgeted line item type or a non-budgeted line item type.
      • Amount: Enter in a dollar amount for the CCO. 
    2. Click + Add. Add as many line items as necessary.
  8. When you are done, click Finish & Return to Change Event.
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Last modified
16:38, 28 Feb 2017

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