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Create a Change Order Request (COR) for a Prime Contract

Objective

To create a Change Order Request (COR) for a prime contract.

Background

A Change Order Request (COR) provides general contractors with the ability to create a package that contains one (1) or more Potential Change Orders (PCOs) into a formal request that you can then send to the project's owner. When creating a COR, it is a common practice to group PCOs that share the same scope of work into a single COR. This helps to organize your change orders into logical groups, which can streamline the review and approval process for the project owner. 

 Important
A COR requires that your project's Prime Contracts tool is configured to use the three (3) tier change order setting. 1- and 2- tier change order configurations do NOT support the use of CORs. See What are the different change order tiers?

Things to Consider 

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.

Prerequisites

  • The project's prime contract must be in the 'Approved' state.

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Click Create CO Request.
    Note: This button is only available if your project's prime contract is in the 'Approved' status.
    create-prime-contract-change-order-request.png
  3. Complete the following:
    • Number. This field is automatically prefilled based on the number of other CORs that have been 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 COR that's created will automatically increment by one, based upon this specified value.)
    • Date Created. Displays the date and time that the COR was created. You cannot change this value.
    • Revision. This field displays the COR's revision number. When a COR is first created, its revision number is zero (0). Depending on the feedback you receive from the reviewer/approver, a COR may have multiple revisions.
    • Created By. Displays the name of the user who created the COR. You cannot change this name.
    • Title. Enter a title that describes the COR.
    • Status. Select the current state of the COR. 
      • Approved. The COR has been approved. Costs are reflected as 'Approved Changes' in the budget.
      • Draft. The COR still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. The COR is currently being reviewed by an approver. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Revised. The COR has been modified since its initial submission. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Pricing. The COR is pending and is currently out for pricing. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Not Pricing. The COR is pending and is not actively being priced. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Proceeding. The COR is still pending and the work is being completed. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Not Proceeding. The COR is pending and the work is not currently taking place. Costs are reflected as 'Pending Changes' in the budget.
      • Rejected. The COR was rejected. Costs are not reflected in the budget.
      • No Charge. The COR will be performed at no charge. 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.
    • Prime Contract Change Order. (For 3-tier change orders only) If desired, you can add the COR to a PCCO. You can either select an existing PCCO from the drop-down menu, or create a new PCCO where the COR will automatically be added to it. 
    • Private. Mark this checkbox if you want to the COR to be private and only visible to users with 'Admin' permissions on the Prime Contract tab.
    • Description. Enter a more detailed description of the COR.
    • Schedule Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project schedule if the COR were approved. 
    • Potential Change Order. Select which PCOs to include in the COR.
    • Attachments. Select and attach any relevant documents. 
  4. Click Create.
 Note
If you want to email the COR to the project owner or another user for review, click Create & Email. This action opens a new page where you can select the recipients for the email. The recipients can then email a reply to the message to approve the change order.  

 

 

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.