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

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: See the appropriate section.
    • Create a CPCO from an RFQ:
      • 'Standard' or 'Admin' on the project's Change Events tool
        -and-
      • One of the following:
        • '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-
        • 'Admin' on the project's Commitments tool.
    • Create a CPCO without an RFQ:
      • 'Standard' or 'Admin' on the project's Change Events tool and one of the following:
        • 'Standard' on the project's Commitments tool and the "Allow Standard Level Users to Create PCOs" configuration must be checked.
          -or-
        • '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 CPCO from an RFQ 

  1. Navigate to the project's Change Events tool.
  2. Click View next to the change order you wish to create a CPCO for.
  3. Find the RFQ response you want to create a CPCO for and click the Create CPCO button.
  4. Select Create a New CPCO.


     
  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 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. 
    • 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.
      • 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.
    • 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 CPCO were approved.
    • Description: Enter in a more detailed description of the change order.
  6. If you want to create the CPCO 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 CPCO 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 CPCO to.
      • Description: Enter in a more detailed description for the CPCO.
      • Type: Select either a budgeted line item type or a non-budgeted line item type.
      • Amount: Enter in a dollar amount for the CPCO. 
    2. Click + Add. Add as many line items as necessary.
  8. When you are done, click Finish & Return to Change Event.

Create a CPCO 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 CPCO for.
  3. Click the Create CPCO without RFQ button above the CPCOs box. 


     
  4. Select the correct commitment contract to tie the CPCO 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 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. 
    • Status: Select 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 Proceeding: The 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.
    • 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 CPCO were approved.
    • Description: Enter in a more detailed description of the change order.
  7. If you want to create the CPCO 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 CPCO to.
      • Description: Enter in a more detailed description for the CPCO.
      • Type: Select either a budgeted line item type or a non-budgeted line item type.
      • Amount: Enter in a dollar amount for the CPCO. 
    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
08:48, 16 Jun 2017

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