To create a Commitment Change Order (CCO) from a change event.
If you have two tiers configured for change orders, you will "Create a Commitment Potential Change Order (CPCO)" from a Change Event, see the See Also section below for more information. 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?" in the See Also section below. You can create a CCO either before or after the RFQ has been responded to or reviewed. If you wait until after the RFQ has been reviewed and the RFQ status is "Pending Final Approval", the CCO schedule of values will populate with amount from the RFQ. For more information about RFQ statuses, see "What are the different RFQ Statuses and How do they Affect Latest Cost and Change Order Amounts?"
Things to Consider
- Required User Permissions:
- 'Standard' or 'Admin' on the project's Change Events tool.
- 'Admin' on the project's Commitments tool.
- 'Standard' or 'Admin' on the project's Change Events tool.
- Navigate to the project's Change Events tool.
- Select one or more change event line items you want to include in the CCO.
Note: You can select line items across multiple change events. You can also use the Filter drop-down to filter by vendor.
- Choose Bulk Actions > Create a Commitment CO.
Note: The Schedule of Values will be created from the change event line items.
- Fill out the following information:
- 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.)
- Revision: This 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.
- Title: This field will automatically populate with the name of the change event.
- Status: Select the current state of the CCO (the default status will be set to Pending-In Review):
- Approved. The CCO has been approved. Costs are reflected as "Committed Costs" in the budget.
- Draft. The CCO is in a draft state (i.e., it needs further modifications) before it can be submitted for review and approval. 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.
- Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see "Set up a New Budget View" in the See Also section below.
- Private. Check this box so only you and users with 'Admin' level access on change orders can view this 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 the reason for the potential change order, either Client Request, Design Development, Allowance, Existing Condition, Backcharge, or any options customized by the Company Administrator (see "Set Default Change Order Configurations" in the See Also section below.).
- Accounting Method. This field inherits the accounting method that was specified in the Prime Contract (e.g. Amount Based).
- Due Date. Enter the date the change order is due.
- Invoiced Date. Enter the date the change order was invoiced.
- Paid Date. Enter the date the change order was paid.
- Designated Reviewer. Select a user to review the change order.
- Request Received From. Select a user from the project's directory who you are submitting the potential change order on behalf of.
- Description. Enter in a more detailed description of the 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.
- Location. Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations, or see "Add a Multi-tiered Location to an Item" in the See Also section below. 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.
- Reference. Reference any other tools, materials, drawings, or documents that are related to the potential change order.
- Executed. Check this box once the change order has been completed.
- Field Change. Check this box if the change order is a field change.
- Paid in Full. Check this box to indicate you have received payment for this change.
- 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 0 dollar line item will be added to the commitment's SOV. If your project is not integrated with ERP, skip to step #5.
- Attachment. Select and add any relevant documents.
- Click Create. The Schedule of Values for the CCO will be created from the change event line items. You can click into the Schedule of Values subtab to verify your line items.