In Procore, a change event is any change that affects the scope of a construction project. See What is a change event? Once a change event is recorded in Procore, project teams the have the option to create a Request for Quote (RFQ) to obtain quotes from the responsible contractors. See Create RFQs from a Change Event.
You can create a CCO for a change event either before or after the associated RFQ has been responded to or reviewed. However, if you wait until after the RFQ has been reviewed and the RFQ status is set to 'Pending Final Approval,' the CCOs Schedule of Values (SOV) automatically populates with the amounts from the RFQ during the CCO creation process. For more information about RFQ statuses, see What are the different RFQ statuses and how do they affect cost and change order amounts?
The process you use when managing changes in Procore also depends upon how your project's commitment change order tiers are configured. To learn more, see What are the different change order tiers?
- If your project is using the two (2) tier change order configuration, first you will Create a Commitment Potential Change Order (CPCO) from a Change Event. Next, you will create a CCO from the Commitments tool. See Create a Commitment Change Order (CCO). Note: If you are using the DocuSign® integration, please see Create a Commitment Change Order (CCO) with DocuSign® instead.
- If your project is using the one (1) tier change order configuration, you will only need to create a CCO. See Create a Commitment Change Order (CCO). Note: If you are using the DocuSign integration, please see Create a Commitment Change Order (CCO) with DocuSign® instead.
Things to Consider
- Navigate to the project's Change Events tool.
- Select one or more change event line items you want to include in the CCO.
Note: You can select line items across multiple change events. You can also use the Filter drop-down to filter by vendor.
- Choose Bulk Actions > Create a Commitment CO.
Note: The Schedule of Values will be created from the change event line items.
- Complete 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 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.
- Title. This field will automatically populate with the name of the change event.
- Status. Select the current state of the CCO (the default status will be set to Pending-In Review):
- Approved. The CCO has been approved. Costs are reflected as "Committed Costs" in the budget.
- Draft. The CCO is in a draft state (i.e., it needs further modifications) before it can be submitted for review and approval. 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 - Not Pricing. The CCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
- Pending - Not Proceeding. The CCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
- Pending - Pricing. The CCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
- Pending - Proceeding. The CCO is still pending and the work is being completed. 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.
- No charge. There is no resulting charge from the CCO.
- 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. Check this box so only you and users with 'Admin' level access on change orders can view this change order.
- Change Reason. The change reason field will populate with the change reason you selected in the change event; however, you can edit as necessary. Select the reason for the potential change order, either Client Request, Design Development, Allowance, Existing Condition, Backcharge or any options customized by the Procore Administrator. Set the Default Change Management Configurations.
- Accounting Method. This field inherits the accounting method that was specified in the Prime Contract (e.g. Amount Based).
- Due Date. Enter the date the change order is due.
- Invoiced Date. Enter the date the change order was invoiced.
- Paid Date. Enter the date the change order was paid.
- Designated Reviewer. Select a user to review the change order.
- Request Received From. Select a user from the project's directory who you are submitting the potential change order on behalf of.
- Description. Enter in a more detailed description of the change order.
- 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 [item] impacts. Either select from the predefined locations or see Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
- Reference. Reference any other tools, materials, drawings or documents that are related to the potential change order.
- Executed. Check this box once the change order has been completed.
- Field Change. Check this box if the change order is a field change.
- Paid in Full. Check this box to indicate you have received payment for this change.
- Change Event Line Items. If your project is integrated with ERP, select a line item from the associated line item drop-down menu. If you select New Line Item, a zero (0) dollar line item will be added to the commitment's SOV. If your project is not integrated with ERP, you can skip this action and create the CCO.
- Attachment. Attach any relevant documentation. Note: If there is an associated Request for Quote (RFQ) and the reviewer has attached any documentation to his or her RFQ response, the Change Events tool can be configured to add those attachments to new change orders. See Configure Advanced Settings: Change Events.
- Click Create. The Schedule of Values for the CCO will be created from the change event line items. You can click into the Schedule of Values tab to verify your line items.