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Procore Support (en-au)

Configure Settings: Head Contracts

Objective

To configure the advanced settings for the project's Head Contracts tool. 

Background

When setting up a Procore project, a user with 'Admin' permission on the Head Contracts tool will first use the steps below to configure the tool's settings for users of the tool. Because users can create a single head contract or multiple head contracts on a single project (see Create Head Contracts), the settings listed below are applied globally to all of the head contracts in a project:

  • Contract Configuration. Define the number of head variation tiers for the project, gives you the option to grant users with 'Standard' permission on the Head Contracts tool, the privilege to create potential variations and the ability to choose if you want to make the Program of Values (SOV) editable. 
  • Contract Dates. Enable or disable specific date fields in the head contract.
  • Default Distributions. Specify the users to include by default on the Head Contracts tool's email notification distributions. 
  • Funding Sources. List any funding sources related to the head contract. A funding source can include government, national and local funds, bonds, grants, tax revenue, loans, programs and more. 

You can also set up customised settings to apply to each head contract that your users create in a single project. To learn more, see Edit the Advanced Settings Tab for a Head Contract.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Head Contracts tool.
  • Additional Information:

Prerequisites

Steps

  1. Navigate to the project's Head Contracts tool.
  2. Click the Configure Settings  icon.
  3. Under Contract Configuration, do the following:

    pc-contract-configuration.png
     
    1. Number of Head Contract Variation Tiers
      Select one option from the drop-down list to define how variations will be managed on the project:
      Important! This setting cannot be changed after the first variation is created.
      • 1. A one (1) tier variation configuration requires users to create only Head Contract Variations. See Create a Head Contract Variation (HCV) or Create a Head Contract Variation (HCV) with DocuSign.
      • 2. A two (2) tier variation configuration gives users the ability to create potential variation (see Create a Potential Variation (PV)) that can then be grouped into a single Head Contract Variation) and sent to a user for approval. This is the default setting for Procore projects. 
      • 3. A three (3) tier variation configuration gives users the ability to create a potential variation which can then be added individually or grouped into Variation Requests. Once the requests are approved, Variation Requests can be grouped into a single Head Contract Variation. 
    2. Allow Standard Level Users to Create PCOs
      Place a mark in this checkbox to grant users with 'Standard' permissions the ability to create a PV on the Variations tab of a Head Contract.
      Note: If you clear the mark from the checkbox, only users with 'Admin' permission can create a PV using the Variations tab of a Head Contract.
    3. Enable Always Editable Program of Values
      Place a mark in this box to give users the ability to edit the SOV at any time. Clear the mark from the checkbox to restrict users from editing the SOV once an progress claim is created or a Head Contract Variation is in the Approved status.
      Note: Any update to this setting affects only new progress claims and is NOT applied retroactively to existing Progress Claims
      Enabling this option provides users with the ability to:
      • Add new line items.
      • Update values in the Cost Code column of a line item, if it has NOT been billed in an progress claim.
      • Update entries in the Description column.
      • Update entries in the Type column, if it has NOT been billed in an progress claim.
      • Reduce the Contract Amount to the Billed to Date amount.
      • Rearrange line item rows.
      • Delete line item rows, if the line item has not been billed for in an progress claim.
  4. Under Contract Dates, place a mark in these tickboxes to enable these date fields in the Head Contracts tool:

    pc-contract-dates.png
     
    • Enable Approval Letter Date. A mark in this checkbox lets users select the contract's approval letter date from a calendar control.
    • Enable Contract Date. A mark in this checkbox lets users select the date of the contract from a calendar control. The contract date is the effective date of the contractual agreement (i.e., the date the contract goes into force). 
    • Enable Issued On Date. A mark in this checkbox lets users select the date the contract was issued from a calendar control. The issued on date is the date the contractual agreement was issued to both parties.
    • Enable Execution Date. A mark in this checkbox lets users select the date the contract was executed from a calendar control. The execution date is the date the agreement was signed by both parties. 
    • Enable Returned Date. A mark in this checkbox lets users select the date the contract was returned from a calendar control. 
    • Enable Letter of Intent Date. A mark in this checkbox lets users select the date a letter of intent. A letter of intent is a document outlining the agreement between parties before the contract is finalized. 
    • Enable Substantial Completion Date. A mark in this checkbox lets users select the date that the project work was substantially completed. The substantial completion date refers to the date that work is considered sufficiently complete to satisfy contractual requirements. It also indicates the date that the project owner or client can assume occupancy of all or part of a project and the head contractor is entitled to receive contract balance payment (less retention) until final completion.
      Note: If enabled, the head contract's substantial completion date will be updated to each Head Contract Variation's Revised Substantial Completion Date once each Head Contract Variation has a status of Approved.
  5. Under Default Distributions, select a person from each drop-down list.

    pc-default-distributions.png
     
    • Head Contract. Select default distributions to be included in communication regarding the head contract. This can be people who need to review the head contract before it is approved. 
    • Head Contract Variation. Select default distributions to be included in communication regarding PCCOs (Head Contract Variations). 
    • Head Contract Variation Request. Select default distributions to be included in communication regarding CORs (Head Contract Variation Requests).
    • Head Contract Potential Variation. Select default distributions to be included in communication regarding Head Contract Variations (Head Contract Potential Variations). 
  6. Click Update.
  7. Under Funding Sources, create a list of funding sources for your project. A funding source can include government, national and local funds, bonds, grants, tax revenue, loans, programs, and more. See Create Multiple Head Contracts

    pc-funding-sources.png
     
    1. Name. Enter the name of a funding source in the box.
    2. Description. Enter a description of the funding source in the box.
    3. Click the plus (+) sign to add the line item.
  8. Click Update.