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(Beta) Submit a Field-Initiated Change Order as a Collaborator

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 In Beta
Note to users participating in the Field-Initiated Change Orders' limited release beta program. The information below details a configuration that is available to Procore users taking part in the Beta Participant Program for Field-Initiated Change Orders. For more information about this release, see Commitments: Allow Collaborators to Submit Field-Initiated Change Orders. 

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). 

Prerequisites

Steps

  1. Navigate to the project's Commitments tool. 
  2. Locate the affected contract in the Commitments table. The contract must be in the 'Approved' status. 
  3. Click the contract's Number link to open it. 
  4. Click the Create Potential CO button.
    create-po-button.png
     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.
  5. 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.
       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.
    • 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. 
  6. Click the Create and Enter SOV button. 
    This opens the Schedule of Values tab. 

Add the SOV Line Items

  1. Under the Schedule of Values tab, click Add Line.
  2. 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. 
  3. Repeat the above steps for all line items that you need to add to the PCO. 
  4. Click Save. 
    This saves your PCO in Procore as an 'Open' change event. 

See Also

 

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