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Procore

Approve or Reject Commitment Change Orders

Objective

To approve or reject a commitment change order as its 'Designated Reviewer.' 

Background

Commitment Change Order (CCO) details a change in costs that affects the original commitment. When you create a change order, you can assign another project user as its 'Designated Reviewer'. You can only assign one (1) Procore user as a 'Designated Reviewer' per commitment. Before a reviewer can submit an 'Approve' or 'Reject' response, the change order must be in the Pending - In Review or Pending - Revised status.

Things to Consider

  • Required User Permissions:
    • To approve or reject a commitment change order, 'Standard' level permissions on the project's Change Orders tool and added as the 'Designated Reviewer' on the change order. 
       Tips
      • How do you assign a 'Designated Reviewer' to a change order? For instructions, see Create a Commitment Change Order or Edit a Change Order.
      • How do you view a commitment change order that has been marked 'Private'? You must be granted 'Standard' level permissions on the project's Commitments tool and added as a member of the 'Private' drop-down list on the commitment. See Create a Commitment.
  • Additional Information:
    • Only one (1) user can be assigned as the 'Designated Reviewer' on the change order. 
    • The 'Designated Reviewer' must submit an Approve or Reject response in Procore.
    • The 'Designated Reviewer' cannot submit a response to the change order from the Procore email notification. 
  • Limitations:
    • The 'Designated Reviewer' field is only available on downstream change orders for a commitment. This fields is NOT available on an upstream potential change order.

Prerequisites

Steps

  1. Open the change order requiring your response. Here are ways for a 'Designated Reviewer' to find it:
    • Locate the email message with the subject line: 'FW: Commitment Change Order: CCO#: Title.' Then the View Online link in the email notification to view the change order in Procore.
       Notes
    • Navigate to the project's Home page and click the change order's link in the 'My Open Items' area. See About the Project Home Page.
    • Navigate to the project's Commitments tool. Locate the commitment contract in the table and click the Number link to open it. Then click the contract's Change Orders tab. Locate the change order and click View. See View Change Orders.
    • Navigate to the project's Change Orders tool. In the Commitments tab, locate the change order and click View. See View Change Orders.
  2. Review the change order.
  3. When you are ready to submit an 'Approve' or 'Reject' response, scroll to the Reviewer's Response box.
  4. Choose from these options:

    reviewer-response2015-05-04_12-02-23.png
    • To approve the change order, enter any approval comments. Then click Approve this CCO
       In Beta
      Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a change order in the 'Approved' status and it includes a value in 'Schedule Impact' field of the change order, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this program, see Commitments: (Beta) Subcontractor Estimated Completion Date.
    • To reject the change order, enter an explanation about the rejection. Then click Reject this CCO
 Notes

After approving or rejecting a change order, Procore does the following:

  • Sends an email notification about your response to the creator of the change order.
  • Automatically adds your name to the 'Reviewer' field on the change order to indicate that the 'Reviewer's Response' is complete. 
  • Adds the date you submitted your response to the 'Review Date' field.

 

If you would like to learn more about Procore's change order software and how it can help your business, please visit our construction change order product page icon-external-link.png.