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Create a Head PV from a Change Event

Objective

To create a head potential variation from a change event.

Background

If your company has enabled the Change Events tool and configured your project to use a two (2) tier variation structure, the change event process requires you to create a potential variation. Then, you will create the HCV from the Head Contract tool. For details about the tiers, see What are the different variation tiers? Note: Procore recommends that you create a PV only for change event items that are Out of Scope and must be submitted to the client/owner for approval.

When you create a PV, the Program of Values (SOV) will populate with the Revenue ROM values. If you have the Revenue ROM functionality hidden, the value will depend on the scope of the change event. For In Scope or TBD scope change events, the PV will populate with $0. For Out of Scope change events, the PV will populate from the RFQ if the status of that RFQ is Pending Final Approval. If there is no RFQ with that status, it will populate from the Cost ROM. For more information about RFQ statuses, see What are the different RFQ statuses and how do they affect cost and variation amounts?.

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Change Events tool.
    • AND
      'Standard' level permissions on the project's Head Contract tool and the 'Allow Standard Level Users to Create PCOs' configuration setting must be enabled on the Head Contract tool. See Configure Settings: Head Contract.
  • Additional Information:
    • Depending on your project's variation configuration, PCOs can also be transitioned into one of the following items:

Prerequisites

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items to include in the new Head PV.
    Note: You can select line items across multiple change events.
  3. Open the Bulk Actions menu and select Create a Head PV.
    Note: The Program of Values (SOV) is created from the change event line items.
    create-head-pv.png
  4. Complete the following data entry:
    • #. Procore automatically assigns the variation a number. By default, numbers are automatically assigned in sequential order. 
      Notes:
      • If you want to enter a number manually, you may type over the number displayed here.
      • If you enter a number manually, the system will automatically assign a number in sequential order to any subsequent Head PCOs. 
    • Revision. If this is a revision, you can enter the number of revisions.
    • Title. This field is automatically filled with the name of the correlated change event, but you have the ability to adjust to your liking.
    • Status. The default status is set to 'Pending - In Review.' You can also select from one of the below statuses:
      • Approved. The PV is approved. Costs are reflected as 'Approved COs' in the budget.
      • Draft. The PV needs modification before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. The PV is currently being reviewed. Costs are reflected  'Pending Changes' in the budget.
      • Pending - Not Pricing. The PV is pending and is not actively being priced. Costs are reflected  'Pending Changes' in the budget.
      • Pending - Not Proceeding. The PV  is pending and the work is not currently taking place. Costs are reflected  'Pending Changes' in the budget.
      • Pending - Pricing. The PV is pending and currently out for pricing. Costs are reflected  'Pending Changes' in the budget.
      • Pending - Proceeding. The PV is still pending and the work is being completed. Costs are reflected  'Pending Changes' in the budget.
      • Pending - Revised. The PV has been modified since its initial submission. Costs are reflected  'Pending Changes' in the budget.
      • Rejected. The PV has been rejected. Costs are NOT reflected in the budget.
      • No Charge. The PV has no resulting charge.
    • Head Contract Variation
      • None. A potential variation can be linked at a later time.
      • Add to Existing. Link the potential variation to an existing head contract variation.
      • Create New. Create a new head contract 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. Selections include Client Request, Design Development, Allowance, Existing ConditionBackcharge or any options customised by your company's Procore Administrator.
    • Private. Place a mark in this checkbox if you want the potential variation to be visible only to users with 'Admin' permissions on the Head Contract tool. 
    • Accounting Method. This field inherits the accounting method that was specified in the Head Contract. (e.g Amount Based)
    • Description. Enter in a more detailed description of the variation.
    • Request Received From. Select the name of the user from whom you received a request to create the variation. 
    • Location. Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or add a new multi-tiered location. For instructions, 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.
    • Program Impact. If known, provide an estimate of the number of additional days that would potentially be added to the current project program if the Head PV  were approved.
    • Field Change. Place a mark in this tickbox if the variation is a field change.
    • Reference. Reference any other tools, materials, drawings or documents that are related to the potential variation.
    • Paid in Full. Check this box to indicate you have received payment for this change. 
    • Attachments. 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 Settings: Change Events.
  5. Click Create. 
    Notes
    • The Associated Line Item drop-down list only appears if your company's Procore account is integrated with an integrated ERP system and the Head Contract tool is enabled on the project. 
    • When adding line items to the variation's Program of Values (SOV), you must select an Associated Line Item for each new line item. You may designate one associated line item or use the same associated line item for multiple 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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