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

Objective

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

Background

If you have two tiers configured for change orders, you will be creating a 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 CCO. 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 or reviewed. If you wait until after the RFQ has been reviewed and the RFQ status is Pending Final Approval, the CPCO 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 cost and change order amounts?

Things to Consider

Prerequisites

  1. Complete the steps in Create a Change Event.
  2. (Optional) Complete the steps in Create an RFQ.

Steps

  1. Navigate to the project's Change Events tool.
  2. Click the Detail tab.
  3. Place a checkmark next to the change event line items that you want to include in your new Commitment PCO. 
    Notes:
    • To show only line items for a specific vendor, click Add Filter and then choose Vendor from the drop-down list. 
    • You can select multiple line item checkboxes from multiple change events. 
  4. Click Bulk Actions and choose one of these options:
    • 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.
      OR
    • Create a Commitment PCO > Contracts
      All other approved contracts will appear here for your selection. 
      Note: If an option is grayed out and dimmed, hover your mouse cursor over the tooltip to learn why.
      create-commitment-change-order.png
  5. Under General Information in the New Potential Change Order page, enter the following information:
    • Number
      The system automatically assigns the next available number to the Commitment PCO. By default numbers are assigned as 001, 002, 002 and so on. You can manually override this by typing over the number, if desired. For example,  you might want your numbering scheme to use three (3) leading zeros instead of two (2): 0001 
      Note: If you override the default number, the system will automatically increment the numbering using your new entry and format. 
    • Date Created
      This field logs the date and time the Commitment PCO was created. 
    • Revision
      When you first create a Commitment PCO, the revision number is zero.
      Note: Later in the project, a Commitment PCO might have several revisions because of feedback from a reviewer/approver. 
    • Created By
      This field automatically displays the name of the user creating the Commitment PCO. 
    • Contract Company
      This 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.
    • Contract
      This 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.
    • Title
      Enter 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 ERP system, keep in mind that there may be character limitations. See What is the maximum character length for a commitment's 'Title'?
    • Commitment Change Order
    • Status
      Select the current state of the Commitment PCO  (the default status will be set to Pending-In Review):
      • ApprovedThe Commitment PCO is approved. Costs are reflected as "Committed Costs" in the budget.
      • DraftThe Commitment PCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In ReviewThe Commitment PCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not PricingThe Commitment PCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not ProceedingThe Commitment PCO  is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - PricingThe Commitment PCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - ProceedingThe Commitment PCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - RevisedThe Commitment PCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • RejectedThe Commitment PCO has been rejected. Costs are not reflected in the budget.
      • No ChargeThere is no resulting charge from the Commitment PCO.
    • Field Order
    • Change Order Request
      • NoneThis is the default setting. You can link the PCO to a Change Order Request (COR) at a later time. 
      • Add to ExistingChoose this option. Then select an existing Change Order Request (COR) from the drop-down list. 
      • Create NewChoose this option to create a new Change Order Request (COR). 
        Note: You also have the option to create a new Commitment Change Order (CCO) by placing a checkmark in the ALSO create New Commitment Change Order box.  
    • 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 the Default Change Management Configurations.
    • Private
      Check this box so only you and users with 'Admin' level access on change order can view this change order.
    • Description
      Enter a detailed description of the CCO.
      Note: If you will be exporting the CCO to an integrated ERP system, there may be character limitations imposed by the third-party system.
    • 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 [item] impacts. Either select from the predefined locations or see How do I 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 (0) dollar line item will be added to the commitment's SOV If the project is not integrated with ERP, you can continue to the next step. 
  6. When you are done, click Create. The Schedule of Values are created from the change event line items. 

See Also 

If you would like to learn more about Procore’s change events management software and how it can help your business, please visit our construction change order product page here.

 

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