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Create a Commitment Potential Change Order (CPCO) from a Change Event

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Objective

To create a Commitment Potential Change Order (CPCO) from a change event. 

Background

If you have two tiers configured for change orders, you will be creating a CPCO, which can only be done from a change event. You will then create the CPCO from the Commitments tool. If you have one tier configured for change orders, you will be creating a Commitment Change Order (CCO). For more information on tier structure, see What are the different change order tiers? You can create a CPCO either before or after the Request for Quote (RFQ0 has been responded to or reviewed. If you wait until after the RFQ has been reviewed and the RFQ status is Pending Final Approval, the CPCO schedule of values will populate with amount from the RFQ. For more information about RFQ statuses, see What are the different RFQ statuses and how do they affect cost and change order amounts?

Things to Consider

Prerequisites

  1. Complete the steps in Create a Change Event.
  2. Optional: Complete the steps in Create an RFQ.

Steps

  1. Navigate to the project's Change Events tool.
  2. Click the Detail tab.
  3. Place a checkmark next to the change event line items that you want to include in your new CPCO. 
     Notes
    • To show only line items for a specific vendor, click Add Filter and then choose Vendor from the drop-down list. 
    • You can select multiple line item checkboxes from multiple change events. 
  4. Click Bulk Actions and choose one of these options:
    • Create a Commitment PCO > Contracts with Matching Cost Codes
      If there are contracts with cost codes that match the change event line items you select, they will appear here for your selection.
      OR
    • Create a Commitment PCO > Contracts
      All other approved contracts will appear here for your selection. 
      Note: If an option is grayed out and dimmed, hover your mouse cursor over the tooltip to learn why.
      create-commitment-change-order.png
  5. Under General Information in the New Potential Change Order page, enter the following information:
    • Number
      The system automatically assigns the next available number to the CPCO. By default numbers are assigned as 001, 002, 002 and so on. You can manually override this by typing over the number if desired. For example,  you might want your numbering scheme to use three (3) leading zeros instead of two (2): 0001 
      Note: If you override the default number, the system will automatically increment the numbering using your new entry and format. 
    • Date Created
      This field logs the date and time the CPCO was created. 
    • Revision
      When you first create a CPCO, the revision number is zero.
      Note: Later in the project, a CPCO might have several revisions because of feedback from a reviewer/approver. 
    • Created By
      This field automatically displays the name of the user creating the CPCO. 
    • Contract Company
      This field automatically populates with the name of the subcontractor or vendor listed on the subcontract.
      Note: This field is only visible if the CPCO is for a subcontract.
    • Contract
      This field automatically populates with the name of the contract for which the CPCO is being created.
      Note: This field is only visible if the CPCO is for a subcontract.
    • Title
      Enter a title name for the CPCO that describes what the change order is for.
      Note: If you will be exporting the CCO to an integrated ERP system, keep in mind that there may be character limitations. See What is the maximum character length for a commitment's 'Title'?
    • Commitment Change Order
    • Status
      Select the current state of the CPCO (the default status will be set to Pending-In Review):
      • Approved. The CPCO is approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft. The CPCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. The CPCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing. The CPCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Proceeding. The CPCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing. The CPCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding. The CPCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised. The CPCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected. The CPCO has been rejected. Costs are not reflected in the budget.
      • No Charge. There is no resulting charge from the CPCO.
    • Field Order
    • Change Order Request
      • None. This is the default setting. You can link the CPCO to a Change Order Request (COR) at a later time. 
      • Add to Existing. Choose this option. Then select an existing COR from the drop-down list. 
      • Create New. Choose this option to create a new COR. 
        Note: You also have the option to create a new CCO by placing a checkmark in the ALSO Create New Commitment Change Order box.  
    • 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 one of these reasons for the potential CCO: Client Request, Design Development, Allowance, Existing Condition or Backcharge. To learn how to configure change reasons, see Set the Default Change Management Configurations.
    • Private
      Check this box so only you and users with 'Admin' level access on change order can view this change order.
    • Description
      Enter a detailed description of the CPCO.
      Note: If you will be exporting the CPCO to an integrated ERP system, there may be character limitations imposed by the third-party system.
    • Request Received From
      Select a user from the project's directory who you are submitting the CPCO on the behalf of. 
    • Location
      Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or see How do I 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.
    • 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 CPCO were approved.
    • Field Change
      Mark this checkbox if the CPCO requires a field change
    • Reference
      Reference any other tools, materials or documents that are related to the CPCO.
    • Paid in Full
      Mark this checkbox if the cost is already covered in the budget.
    • 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 subcontract's Schedule of Values (SOV) If the project is not integrated with ERP, you can continue to the next step. 
  6. When you are done, click Create. The SOV is created from the change event line items. 

 

If you would like to learn more about Procore’s change events management software and how it can help your business, please visit our construction change order product page here.