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Create a PCCO from a Change Event

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Objective

To create a Prime Contract Change Order (PCCO) from a change event.

Background

If the Change Events tool is enabled on your project, your project's change order tier configuration setting (see What are the different change order tiers?) determines the number of steps leading up to creating a PCCO:

  • If the 1-tier change order setting is enabled, you will simply use the steps below to create a PCCO from a change event. 
  • If the 2-tier change order setting is enabled, you will complete the first step in the change management process, Create a Prime PCO from a Change Event, before creating a PCCO from a change event. 
  • If the 3-tier change order setting is enabled, you will complete the first two steps in the change management process, Create a Prime PCO from a Change Event and Create a Change Order Request (COR), before creating a PCCO from a change event.
 Tips

Are you inviting subcontractors to submit tender for goods and services using formal RFQs? 

If your project team has opted to use Procore's Request for Quote (RFQ) process (see Create RFQs from a Change Event), you do NOT have to wait until the RFQ process is complete to create your PCCOs. However, after invited subcontractors and vendors respond to RFQs and its status is set to 'Pending Final Approval,' Procore does automatically update the PCCO's Schedule of Values (SOV) with the appropriate amounts from the RFQ.

To learn more about how the RFQ process affects PCCOs, see What are the different RFQ statuses and how do they affect cost and change order amounts?

Are you using the Revenue ROM function?

If your project team has opted to use the Revenue ROM function (see Create a Change Event with Revenue ROM), the SOV on your PCCOs is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:

  • When change events are 'In Scope' or 'TBD', the SOV on the PCCO is automatically updated with a $0 value. 
  • When change events are 'Out of Scope', the SOV on the PCCO is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.' 
  • When change events are not in one of the above statuses, the SOV is automatically updated using the Cost ROM. 

 

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the projects' Prime Contract tool. 
      AND
    • 'Standard' or 'Admin' level permissions on the project's Change Events tool.
      Note: If your project is using the 2- or 3-tier change order configuration and you have 'Standard' permission on the Prime Contracts tool, you will also need to enable the 'Allow Standard Users to Create PCO's' setting. See Configure Settings: Prime Contract. 
  • Required Configuration Setting:
  • Additional Information:
    • After you create a change event, you can also create an RFQ to send to the affected subcontractor(s). See Create RFQs.'
  • If your company has enabled the ERP Integrations tool, keep these items in mind:
    • QuickBooks®: 
      • PCCO exports are NOT supported.
    • Sage 100 Contractor®
      • PCCO exports are NOT supported.
    • Sage 300 CRE®
      • Title. The PCCO title must be 30 characters or less. 
      • Number (#). The PCCO number be five (5) characters or less. 
      • Status. The prime contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the change order's Schedule of Values (SOV), you may designate one (1) associated line item for each change order line item or the same associated line item for all change order line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
    • Integration by Procore:
      • PCCO exports are NOT supported.
    • Viewpoint® Vista™:
      • PCCO exports are supported.

Prerequisites

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items you want to include in the PCCO.
    Note: You can select line items across multiple change events.
  3. From the Bulk Actions drop-down menu, click Create Prime PCO.
    Note: The Schedule of Values (SOVs) will be created from the change event line items.
  4. Fill out the following information:
    • #. This field automatically populates based on the number of prime contract 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).
    • Revision. If this is a revision, you can enter the number of the revision.
    • Title. The system automatically assigns the change order the same name as the associated change event. You can change the title as you want.
    • Status. By default, the status is automatically set to 'Draft.' You can change it to any of the statuses below:
      • Approved. Indicates the PCCO has been approved and that its costs are reflected as 'Approved COs' in the project's budget.
      • Draft. Indicated the change order has been created but is currently in the 'Draft' status.
      • Pending - In Review. Indicates the PCCO is currently being reviewed by the approver and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Not Pricing. Indicates the PCCO is pending approval, RFQs have not been sent to contractors/subcontractors for pricing and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Not Proceeding.  Indicates the PCCO is pending approval, the work associated with the change order has been stopped and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Pricing. Indicates the PCCO is pending approval, the associated RFQs have been sent to contractors/subcontractors for pricing and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Proceeding. Indicates the PCCO is pending approval, the work associated with it is proceeding and that its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Revised. Indicates the PCCO is pending approval, that it was revised since it was initially submitted for approval and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • No Charge. Indicates no charge results from the PCCO.
      • Rejected. Indicates the PCCO has been rejected and costs are NOT reflected in the budget.
    • Private. Place a mark in this checkbox if you only want the PCCO to be visible to users with 'Admin' permission on the Prime Contract tool.
    • Due Date. Select a due date for when the PCCO must be approved by. 
    • Invoiced Date. Select the date when the PCCO was invoiced. 
    • Designated Reviewer. Select a designated reviewer to approve the PCCO . See Review and Approve/Reject Prime Contract Change Orders (PCCO).
    • Paid Date. Select the date that payment was received for the PCCO.
    • Reviewer. This field is auto-populated after the designated reviewer reviews or approves the PCCO . 
    • Review Date. The date the PCCO was reviewed. 
    • Description. Enter a more detailed description of the PCCO. 
    • 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 PCCO were approved. 
    • Executed. Check this box if the PCCO has been executed. 
    • Potential Change Orders.  
      • Select change order requests from the drop-down to include in the PCCO if you are using 3-tier change orders.
      • Potential Change Orders: Select potential change orders from the drop-down to include in the PCCO if you are using 2-tier change orders.
    • Attachments. Select and add any relevant documents. 
  5. Click Create. The Schedule of Values will be 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.