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Create a Commitment Variation from a Head Variation

Objective

To create a Commitment Potential Change Order (CPCO) 

Background

This tutorial shows you how to create a Commitment Change Order (CCO) from a Prime Contract Change Order (PCCO) when the Change Events tool is NOT enabled on the project. However, you can also use these same steps to create a CCO from a Potential Change Order (PCO). 

  • Single Tier:
    • If you are using a single tier variation on the Head Contract, this process will start at the Head Contract Variation (HCV).
    • If you are using a single tier on the Commitment side, you will create a Commitment Variation (CV).
  • Two or More Tiers:
    • If you are using at least two tiers of variations on your Commitments, you will be creating a Commitment Potential Variation (CPV).
    • If you are using at least two tiers of variation on your Head Contract, this process will start with the Potential variation (PV)

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Limitations:
    • If the Change Events tool is enabled on the project, you will NOT use the steps below.
    • The steps below can only be used with Change Events is NOT enabled on a project. 
  • Additional Information:
    • After creating a PV, you can issue and approve a CV to the subcontractor from the Schedule of Values of the PV.
    • You can also compare the CV to the corresponding PV line item and view any variance between them.
 Important
The steps below describe how to create a CCO from a PCO. You will use this same process when creating a CCO from a Potential Change Order (PCO), Prime Contract Change Order (PCCO), or Commitment Potential Change Order (CPCO).

Prerequisites

Steps

  1. Navigate to the project's Variations tool.
  2. Locate the potential change order that you want to work with. 
  3. Click Edit.
  4. Click the Schedule of Values tab.
  5. Under 'Add Line Item,' do the following:
    • Cost Code. Select a cost code from the drop-down list. 
    • Description. Enter a brief description of the change. 
    • Type. Select the contract type. 
    • Amount. Enter the amount. 
  6. Click Add.

    CPCO1.png
     
  7. Click Create CPCO
    This opens the Create a Commitment PCO for a Prime Line Item page. 
  8. Under 'Step 1: Choose a Commitment Contract', choose the appropriate contract to associate that contract with the new Commitment PCO. 
    Note: If you need to create a new commitment, follow the steps in Create a Commitment.


    CPCO2.png
  9. Click Add Variation Details.
  10. Fill out the following information:

    CPV-3.png
    • 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 specific value.)
    • Revision: This 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: The title field will populate with the name of the PV that the CV is tied to.
    • Status: Select the current state of the CV:
      • Approved: The CV still needs to be approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft: The CV still needs to be modified before it can be submitted for review. 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 - 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.
      • 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: If checked, the CV will be visible only to 'Admin' users on the Commitments tool and 'Standard,' or 'Read only' that have specifically been given access to that Commitment.
    • Change Reason: Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Backcharge or any options customised by the Company Administrator. See Set Default Change Management Configuration.
    • Program Impact: Input the number of approved days to extend the contract, if any.
    • Description: Enter a more detailed description of the CV.
  11. Click Create & Add Line Items.
  12. Fill out the following line item information:
    • Description: Enter a description for the line item.
    • Amount: Enter in an amount for the line item.

      CPCO4.png
       
  13. Click +Add. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  14. If you are done creating the CV, click Finished. If you want to add more line items to your CV, repeat step #11 and click Finished when you are done. 

 

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