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Procore

Create a Potential Change Order (PCO) (EYA)

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To create a potential change order in Procore (and add a schedule of values).

Background

A potential change order (PCO) would outline any potential change in costs that would affect the Subcontract.

Things to Consider

  • Required User Permission: 'Admin' user permissions on the project's Change Orders tab.
  • Required Configuration: 2 or 3-tier Prime Contract setup. A single tier workflow does not use PCOs. 
  • Potential change orders can be transitioned into a Commitment Change Order.
  • You cannot create a potential change order for a Commitment until the Commitment status is 'Approved'.
  • These instructions are for projects that are not using Change Events.

EYA Protocols

  • EYA will use Potential Change Orders on ALL projects except for:
    • Chelsea Heights
    • Grosvenor Heights
  • On projects with Change Events, use this tutorial for creating a PCO: Create a Change Order from a Change Event (EYA)
    • Montgomery Row (Rock Spring)
    • Chevy Chase Lake - Townhomes

Steps

  1. Go to your project's Commitment tab, and then click on the Commitment.
  2. Click the Create Potential PO button in the right pane.
  3. Fill out the following fields:


 

  • Number: This field automatically populates based on the number of potential change orders you have 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 PCO that's created will automatically increment by one, based upon this specified value.)
  • Date Created: This field shows the date and time the potential change order was created. (Note: This field cannot be changed.)
  • Revision: This field displays the PCO's revision number. When a PCO is first created, its revision is zero. A PCO could have multiple revisions because of feedback from a reviewer/approver.
  • Created By: This field displays the user who created the potential change order. (Note: This value cannot be changed.)
  • Contract Company: This field displays the company that is listed in the commitment.
  • Contract: Link to the associated commitment.
  • Title*: Enter the title of the potential change order that provides a brief description of the potential change. If it belongs to a drawing revision, include the drawing revision date as well.
  • Commitment Change Order: Keep this as "none".
  • Status*: Select Pending-In Review so the PCO can be viewed via report.
    • Pending - In Review: The PCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
  • Change Reason*: Select the reason for the potential change order.
  • Private: Default setting is set to Private. Mark this checkbox if you only want the potential change order to be visible to users with 'Admin' permissions on the Prime Contract tab. 
  • Accounting Method: This field inherits the accounting method that was specified in the Commitment. (e.g Amount Based)
  • Description*: Enter a more detailed description of the reason for the potential change order.
  • Request Received From: Select a user from the project's directory who you are submitting the potential change order on the behalf of. 
  • Schedule Impact: If known, you can provide an estimate of the number of additional days that would potentially be added to the current project if the PCO were approved.
  • Location: Use the location drop-down menu to select a location the the [item] impacts. 
  • Reference: Reference any other tools, materials, drawings, or documents that are related to the potential change order.
  • Field Change: Check this box if the potential change order requires a field change.
  • Paid in Full: Check this box to indicate you have received payment for this change. 
  • Attachments*: Select and add any relevant documents and include the plans if the change is resulting from a drawing revision.
  1. Click Create and then enter the Schedule of Values.
  2. Click the Schedule of Values tab.
  3. Click Edit
  4. Add all related line items.
    • Prime Contract Line Item: If you do not have change events enabled, select the related line item from your Prime Contract. If the item is not accounted for in the Prime Contract, select the "Non Budgeted" option.
    • Cost Code: Select the appropriate cost code for the item. (e.g. 02-200 - Earthwork)
    • Description: Enter a brief description about the line item.
    • Type: Select the appropriate item type from the drop-down menu. (e.g. Labor or Subcontractor)
    • Amount: Specify the cost of the line item.
  5. Click the add icon (+).
  6. Add additional line items, as necessary.
  7. Save your changes.
  8. Optional: email the PCO to Procurement, if it needs to be addressed immediately.

See Also

 

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