(Beta) Submit a Field-Initiated Change Order as a Collaborator
Objective
To create and submit a field-initiated change order for your contract as a project collaborator.
Background
If the company that hired you to perform work on their project has granted you the appropriate access permissions to create a Commitment Potential Change Order (PCO) on your contract in their Procore company account, use the Steps below.
Things to Consider
- Required User Permissions:
- 'Read Only' level permissions on the project's Home page.
AND - 'Standard' level permissions on the project's Commitments tool.
AND - 'None' level permissions on the project's Change Events tool (and on ALL other Project Tools where the account owner wants to restrict collaborator access).
- 'Read Only' level permissions on the project's Home page.
Prerequisites
- The Change Events tool must be enabled on the project. See Can I enable the Change Events tool on my existing project? and Add and Remove Project Tools.
- The Commitments tool must be configured for two-tier change orders. See WWhat are the different change order tier settings in Project Financials? and Configure the Number of Commitment Change Order Tiers.
- The owner of the Procore company account with your contract must complete the steps in Allow Collaborators to Submit Field-Initiated Change Orders.
Steps
- Navigate to the project's Commitments tool.
- Locate the affected contract in the Commitments table. The contract must be in the 'Approved' status.
- Click the contract's Number link to open it.
- Click the Create Potential CO button.
Important
The 'Create Potential CO' button is only available to you when the project's commitment is in the 'Approved' status and the configuration steps are complete. See Allow Collaborators to Submit Field-Initiated Change Orders. - In the New Potential Change Order page, enter the following information:
- Number (#)
Procore automatically assigns the PCO numbers in sequential order. By default numbers are assigned as 001, 002, 002, and so on. You can manually override this by typing over the number if desired. - Date Created
Procore automatically adds this date and timestamp. - Revision
When you first create a PCO, the revision number is zero (0). As reviewers provide feedback, a PCO may be subsequently revised. - Created By
Procore automatically adds your name to this field. - Contract Company
Procore automatically adds your company's name to this field using the data in the contract. - Contract
Procore automatically links the contract your change order is associated with in this field. - Title
Type a descriptive title for the change order in this field.Note
If the Procore company account holder is syncing Procore data with an integrated ERP system, keep in mind that exceeding the maximum character limitations can result in titles being cut-off from view. To learn about the limitations, see What is the maximum character length for a commitment's 'Title'? - Commitment Change Order
Procore automatically lists (none) in this field. You cannot change this value. - Status
Procore automatically places the new PCO into the 'Draft' status. To learn more, see What are the default statuses for change orders in Procore? - Private
Procore automatically places a checkmark in this box, to ensure the PCO is private. - Change Reasons
Select one (1) of the options from the drop-down list. The options in this list are managed by the Procore company account holder. To learn about Procore's default change reasons, see What are Procore's default change types and change reasons? - Private
Procore automatically selects this checkbox for you. Keeping a mark in this box ensures that your change order remains confidential. - Description
Enter a description of the change in this box. - Request Received From
Select a Procore project user from this list. - Schedule Impact
If known, enter an approximate number of additional days that the proposed change would add to the project's current schedule. - Field Change
Mark this checkbox if the PCO requires a field change. A field change is any modification to the construction project that deviates from the original architectural plans. - Reference
Enter any other relevant information in this box. For example, tools materials, or documents that are related to the PCO. - Paid in Full
Mark this checkbox if the costs that you plan to enter on the SOV are already covered in the Procore account holder's budget. - Attachments
Click Attach Files or use a drag-and-drop operation to attach any relevant files to the PCO.
- Number (#)
- Click the Create and Enter SOV button.
This opens the Schedule of Values tab.
Add the SOV Line Items
- Under the Schedule of Values tab, click Add Line.
- Complete the data entry as follows:
- Budget Code
Select a budget code from the 'In Contract' or 'Out of Contract' portion of the drop-down list. Typically, you will select from options that are 'In Contract'. If you are unsure what to select, contact the Procore company account holder. See What is a budget code in Procore's WBS? - Description
Enter a description for the line item. - Qty
Enter the number of units. - UOM
Select the Unit of Measure (UOM) from the list. See Which units of measure are included on Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List. - Unit Cost
Enter the cost per unit in this box. You'll notice that the value in this column contains four (4) decimal points (for example, $0.0000) to allow you to enter the specific value required to calculate accurate pricing.Note
If you are buying 50,000 units for $1,006,625.00, you would enter a unit price of $20.1325. - Amount
The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries.
- Budget Code
- Repeat the above steps for all line items that you need to add to the PCO.
- Click Save.
This saves your PCO in Procore as an 'Open' change event.