To create and link a commitment change order to a line item on a prime contract change order.
Things to Consider
- Required User Permission: 'Admin' level permissions on the project's Prime Contract tab.
- For this tutorial, we will cover creating a CCO from a PCCO, but the process will be the same regardless of whether you start from a PCO or PCCO or if you are creating a CPCO or CCO.
- 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 at least two tiers of change orders on your Commitments, you will be creating a Commitment Potential Change Order (CPCO).
- If you are using a single tier on the Commitment side, you will create a Commitment Change Order (CCO).
- 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)
- 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.
- These instructions are for projects that are not using Change Events.
- To create a CCO from a PCO, you must have already added line items to the Schedule of Values subtab. To learn how, see "Create a Potential Change Order (PCO)" in the See Also section.
- Navigate to the project's Change Orders tool.
- Click Edit next to the PCO you want to add a commitment change order to.
- Click the Schedule of Values tab.
- Enter in a line item tied to a cost code for the PCO.
- Click the Plus icon.
- Click the Create CPCO button under the "Create CCO" column.
- On the next page, select the appropriate commitment contract to tie the CCO to from your existing commitments. To create a new one, see "Create a Commitment" in the See Also section below.
- Click Add Change Order Details.
- Fill out the following information:
- 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" in the See Also section.
- 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 Order Configuration" in the See Also section.
- Schedule Impact: Input the number of approved days to extend the contract, if any.
- Description: Enter a more detailed description of the CCO.
- Click Create & Add Line Items.
- Fill out the following line item information:
- Description: Enter a description for the line item.
- Amount: Enter in an amount for the line item.
- 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" in the See Also section.
- 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.