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Create a Commitment Change Order (CCO) (EYA)

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To create a commitment change order (CCO). 

Background

A commitment typically represents a contractual agreement between a General Contracting company and a vendor. A commitment change order (CCO) would outline any potential change in costs that would affect the contract.  The steps below outline the process in creating a change order when the CCO tier is set to 1.

Things to Consider

  • Required User Permission: 'Admin' on the Commitments tool. 
  • These instructions are for projects that are not using Change Events.

EYA Protocols

  • Grosvenor, Shady Grove Townhome 1, Montgomery Row and Chevy Chase Lake use one-tier Commitment Change Orders. Jump to the set of instructions titled: create a CCO without a PCO.
  • For Robinson Terminal and Chevy Chase Lake Multifamily: Commitment Change Orders (CCO) are created after a Potential Change Order is created.
  • The Procurement department will be the CCO creators and are responsible for the tracking and roll-up of the PCOs into CCOs.
  • CCOs will be approved through a Procore Approval Workflow:
    • Construction CCO Workflow:
      • Creator -> VP of Procurement -> Creator (Send updated Schedule A to Sub)
    • Land Development CCO Workflow:
      • Creator -> SVP of LD -> VP of Procurement

Steps

Create a CCO from a PCO

  1. Navigate to the project's Commitments tool.
  2. Click the Edit button next to the subcontract you want to create a change order for.
  3. Click the orange Create Commitment CO button in the right pane. 
  4. Fill out the following information in the General subtab:

    • 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 specified 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. 
    • Date Created: This field automatically populates with the date that you create the commitment change order.
      (Note: This field cannot be changed).
    • Created By: This field automatically populates with the name of the user who is creating the commitment change order.
    • Contract Company: This field automatically populates with the name of the company listed on the subcontract.
      (Note: This field is only visible on CCOs created for subcontracts.) 
    • Contract: This field automatically populates with the name of the contract that the CCO is being created for.
      (Note: This field is only visible on CCOs created for subcontracts.)
    • Title*: Enter a title name for the CCO that describes what the change order is for. If the change was initiated by a drawing revision, include the drawing revision date as well.
    • Status: This is set via EYA Custom CCO Approval Workflow
    • Private: Default is set to Private. Only admins and those added to the Commitment visibility list will be able to view the CCO.
    • Change Reason*: Select a following reason for the CCO.
    • Accounting Method: This field inherits the accounting method that was specified in the contract.
    • Due Date: Select a due date for when the CCO must be approved by. 
    • Invoiced Date: Select the date when the CCO was invoiced.
    • Request Received From:Select a user from the project's directory who you are submitting the CCO on the behalf of. 
    • Description*: Enter a more detailed description of the CCO.
    • 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 CCO were approved.
    • Location: Use the location drop-down menu to select a location the the [item] impacts. 
    • Reference: Reference any other tools, materials or documents that are related to the Change Order.
    • Executed: Check this box if the CCO has already been executed.
    • Potential Change Orders*: Choose the PCOs within the drop-down list that will be rolled up into this CCO. This will copy over the Schedule of Values from the PCO.
    • Field Change: Check this box if the Change Order requires a field change.
    • Paid in Full: Check this box if the cost is already covered in the budget.
    • Attachments: Select and add any relevant documents and include the plans that initiated the change, if that was the case.
  5. Select the specific workflow for the CCO and validate the default approvers.
    • Land Development CCO Workflow
    • Construction CCO Workflow
  6. Click Create and the CCO will be sent to the first approver.

Create a CCO without PCOs (All projects except Robinson Terminal and CCL-Multifamily)

  1. First create a Change Event.
  2. Within the Change Event, click Create a CCO without RFQ. Then fill out the following information in the General subtab:
    • 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 specified 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. 
    • Date Created: This field automatically populates with the date that you create the commitment change order.
      (Note: This field cannot be changed).
    • Created By: This field automatically populates with the name of the user who is creating the commitment change order.
    • Contract Company: This field automatically populates with the name of the company listed on the subcontract.
      (Note: This field is only visible on CCOs created for subcontracts.) 
    • Contract: This field automatically populates with the name of the contract that the CCO is being created for.
      (Note: This field is only visible on CCOs created for subcontracts.)
    • Title*: Enter a title name for the CCO that describes what the change order is for.
    • Status: This is set via EYA Custom CCO Approval Workflow
    • Private: Default is set to Private. Only admins and those added to the Commitment visibility list will be able to view the CCO.
    • Change Reason*: Select a Change reason for the CCO.
    • Accounting Method: This field inherits the accounting method that was specified in the contract.
    • Due Date: Select a due date for when the CCO must be approved by. 
    • Invoiced Date: Select the date when the CCO was invoiced.
    • Request Received From:Select a user from the project's directory who you are submitting the CCO on the behalf of. 
    • Description*: Enter a more detailed description of the CCO.
    • 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 CCO were approved.
    • Location: Use the location drop-down menu to select a location the the [item] impacts. 
    • Reference: Reference any other tools, materials or documents that are related to the Change Order.
    • Executed: Check this box if the CCO has already been executed.
    • Field Change: Check this box if the Change Order requires a field change.
    • Paid in Full: Check this box if the cost is already covered in the budget.
    • Attachments*: Select and add any back-up documents.
  3. Select the specific workflow for the CCO and validate the default approvers.
    • Land Development CCO Workflow
    • Construction CCO Workflow
  4. Click Create and add the Schedule of Values (below).

Add a Schedule of Values

  1. Click the Schedule of Values subtab within the CCO.
  2. Select a Prime Contract Line Item from the drop-down if the CCO fits one. If not, select Not Budgeted
  3. Select the correct cost code from the Cost Code drop-down menu.
  4. Enter a description for the line item.
  5. Select either a Budgeted Line Item type (Commitment) or  a non-budgeted line item type (Labor, Equipment, Materials, Owner Cost, Professional Services, or Other). 
  6. Click the + button.
  7. Repeat process for each line item you are adding.
  8. Click Save.

    cco2015-06-04_09-56-37.png

 

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