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Create a Commitment Variation (CV) from a Change Event

Objective

To create a Commitment Variation (CV) from a change event

Background

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 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 CV 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 Program of Values (SOV) automatically populates with the amounts from the RFQ during the CV creation process. For more information about RFQ statuses, see What are the different RFQ statuses and how do they affect cost and variation amounts?

The process you use when managing changes in Procore also depends upon how your project's commitment variation tiers are configured. To learn more, see What are the different variation tiers?

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Change Events tool
      AND
    • 'Admin' level permissions on the project's Commitments tool. 

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 CV.
    Note: You can select line items across multiple change events. You can also use the Filter drop-down to filter by vendor.
  3. Choose Bulk Actions > Create a Commitment VAR.
    Note: The Program of Values will be created from the change event line items.
  4. Complete the following information:
    • Number. This field automatically populates based on the number of CVs 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 CV that's created will automatically increment by one, based upon this specified value.)
    • RevisionThis field displays the CV's revision number. When a CV is first created, its revision number is zero. A CV 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 CV (the default status will be set to Pending-In Review):
      • Approved. The CV has been approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft. The CV 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 CV is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing. The CV is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Proceeding. The CV is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing. The CV is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding. The CV is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised. The CV has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected.  The CV has been rejected. Costs are not reflected in the budget.
      • No charge. There is no resulting charge from the CV.
      • 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 variations can view this variation.
    • 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 variation, either Client Request, Design Development, Allowance, Existing Condition, Backcharge or any options customised by the Procore Administrator. Set the Default Change Management Configurations.
    • Accounting Method. This field inherits the accounting method that was specified in the Head Contract (e.g. Amount Based). 
    • Due Date. Enter the date the variation is due.
    • Invoiced Date. Enter the date the variation was invoiced.
    • Paid Date. Enter the date the variation was paid. 
    • Designated Reviewer. Select a user to review the variation. 
    • Request Received From. Select a user from the project's directory who you are submitting the potential variation on behalf of. 
    • Description. Enter in a more detailed description of the variation.
    • Program Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project program if the CV 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 variation. 
    • Executed. Check this box once the variation has been completed. 
    • Site Change. Tick this box if the variation is a site 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 CV. 
    • 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 variations. See Configure Advanced Settings: Change Events.
  5. Click Create. The Program of Values for the CV will be created from the change event line items. You can click into the Program of Values tab to verify your 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.
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