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Create a Commitment Change Order from a Prime Change Order

Objective

To create a Commitment Potential Change Order (CPCO) 

Background

This tutorial shows you how to create a Commitment Change Order (CCO) from a Prime Contract Change Order (PCCO) when the Change Events tool is NOT enabled on the project. However, you can also use these same steps to create a CCO from a Potential Change Order (PCO). 

  • Single Tier:
    • If you are using a single tier change order on the Prime Contract, this process will start at the Prime Contract Change Order (PCCO).
    • If you are using a single tier on the Commitment side, you will create a Commitment Change Order (CCO).
  • Two or More Tiers:
    • If you are using at least two tiers of change orders on your Commitments, you will be creating a Commitment Potential Change Order (CPCO).
    • If you are using at least two tiers of change order on your Prime Contract, this process will start with the Potential change order (PCO)

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Limitations:
    • If the Change Events tool is enabled on the project, you will NOT use the steps below.
    • The steps below can only be used with Change Events is NOT enabled on a project. 
  • Additional Information:
    • After creating a PCO, you can issue and approve a CCO to the subcontractor from the Schedule of Values of the PCO.
    • You can also compare the CCO to the corresponding PCO line item and view any variance between them.
 Important
The steps below describe how to create a CCO from a PCO. You will use this same process when creating a CCO from a Potential Change Order (PCO), Prime Contract Change Order (PCCO), or Commitment Potential Change Order (CPCO).

Prerequisites

Steps

  1. Navigate to the project's Change Orders tool.
  2. Locate the potential change order that you want to work with. 
  3. Click Edit.
  4. Click the Schedule of Values tab.
  5. Under 'Add Line Item,' do the following:
    • Cost Code. Select a cost code from the drop-down list. 
    • Description. Enter a brief description of the change. 
    • Type. Select the contract type. 
    • Amount. Enter the amount. 
  6. Click Add.

    CPCO1.png
     
  7. Click Create CPCO
    This opens the Create a Commitment PCO for a Prime Line Item page. 
  8. Under 'Step 1: Choose a Commitment Contract', choose the appropriate contract to associate that contract with the new Commitment PCO. 
    Note: If you need to create a new commitment, follow the steps in Create a Commitment.


    CPCO2.png
  9. Click Add Change Order Details.
  10. Fill out the following information:

    CPCO-3.png
    • Number: This field automatically populates based on the number of CCOs 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 CCO that's created will automatically increment by one, based upon this specific value.)
    • Revision: This field displays the CCO's revision number. When a CCO is first created, its revision number is zero. A CCO could have multiple revisions because of feedback from a reviewer/approver.
    • Title: The title field will populate with the name of the PCO that the CCO is tied to.
    • Status: Select the current state of the CCO:
      • Approved: The CCO still needs to be approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft: The CCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review: The CCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised: The CCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget. 
      • Rejected: The CCO has been rejected. costs are not reflected in the budget.
      • 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: If checked, the CCO will be visible only to 'Admin' users on the Commitments tool, and 'Standard,' or 'Read only' that have specifically been given access to that Commitment.
    • Change Reason: Select the reason for the potential change order, either Client Request, Design Development, Allowance, Existing Condition, Backcharge, or any options customized by the Company Administrator. See Set Default Change Management Configuration.
    • Schedule Impact: Input the number of approved days to extend the contract, if any.
    • Description: Enter a more detailed description of the CCO.
  11. Click Create & Add Line Items.
  12. Fill out the following line item information:
    • Description: Enter a description for the line item.
    • Amount: Enter in an amount for the line item.

      CPCO4.png
       
  13. Click +Add. If the combination of the sub job, cost code, and cost type are non-budgeted, a pop-up will appear asking to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  14. If you are done creating the CCO, click Finished. If you want to add more line items to your CCO, repeat step #11 and click Finished when you are done. 

 

If you would like to learn more about Procore’s prime contract software and how it can help your business, please visit our construction contract management software product page here.