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Approve or Reject Prime Contract Change Orders

Objective

To approve or reject Prime Contract Change Order (PCCO) as its 'Designated Reviewer.' 

Background

change order details a modification that changes the scope of work or pricing of a contract. When you create a change order, you can assign another project user as the 'Designated Reviewer' for that change order. Only one (1) Procore user can be assigned as the 'Designated Reviewer' on a change order. In addition, before the reviewer can submit an 'Approve' or 'Reject' response, the change order must be placed into the Pending - In Review or Pending - Revised status.

Things to Consider

  • Required User Permissions:
    • To approve or reject a change order, 'Standard' level permissions or higher on the project's Prime Contracts tool and assigned as the 'Designated Reviewer' on the change order. 
       Tip
      Just want to view a change order? To learn more, see (Beta) View a Prime Contract's Change Orders or View Change Orders
  • Additional Information:
    • A change order can only have one (1) 'Designated Reviewer' assigned to it. 
    • A 'Designated Reviewer' can only submit a 'Reviewer's Response' when the change order is in the 'Pending - In Review' or 'Pending - Revised ' status.
    • Change orders must be reviewed in the Procore web application. Responses cannot be submitted via email or using the Procore Mobile app. 
 Notes

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: Prime Contract Change Order: PCCO #: Title.' Then click the View Online link in the email notification to view the change order in Procore. 
       Notes
      • To receive this email message, it must be forwarded to you. For instructions, see Email Forward a Change Order.
      • If you are NOT logged into Procore when you click the View Online line, you will be prompted to enter your login credentials. 
    • 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
       Note
      • A change order only appears in the 'My Open Items' area for the 'Designated Reviewer' when the change order is in the 'Pending - In Review' or 'Pending - Revised ' status.
    • Navigate to the project's Prime Contracts tool. Locate the prime contract and click its Number link to open it. Then click its Change Orders tab. Locate the change order and click View. See View a Prime Contract
    • Navigate to the Change Orders tool. In the Prime Contracts tab, locate the change order and click View. See View Change Orders.
  2. Review the change order.
  3. Scroll to the 'Reviewer's Response' text box. This section is only visible to the person assigned as the 'Designated Reviewer' list on the change order.
    approve-this-pcco.png
     Tip
    How is a 'Designated Reviewer' assigned to change orders? For instructions, see Create a Prime Contract Change Order
  4. Choose from these options:
    • To reject the change order, enter any comments about the reason. Then click Reject this PCCO
      OR
    • To approve the change order, enter any comments. Then click Approve this PCCO. 
 Notes

After you click the approve or reject button detailed above, Procore does the following to the change order:

  • Updates the status of the change order status to 'Approved' or 'Rejected'. See What are the default statuses for change orders in Procore?
  • Sends an email notification to the person who created the change order to alert them of your response. 
  • Adds your name to the 'Reviewer' field on the change order. 
  • 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.