Create a Head Contract Variation (HCV)
Objective
To create a Prime Contract Change Order (PCCO).
Background
Use the steps below when you need to make changes to a prime contract.
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the project's Prime Contracts tool.
- Limitations:
- If you are using an account where DocuSign© is enabled, see Create a Head Contract Variation (HCV) with DocuSign© instead of the instructions below.
- For companies using the
ERP Integrations tool: Show/Hide
- Integration by Procore: Viewpoint® Spectrum®
To successfully export a PCCO from Procore to Viewpoint® Spectrum®, the following must be true: - Integration by Ryvit: Viewpoint® Vista™
To successfully export a PCCO from Procore to Viewpoint® Vista™, the following must be true:- The Date field on a PCCO is required.
- The PCCO must be in the 'Approved' status.
- For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item, or the same associated Prime Contract line item for all change order line items. Note: The Associated Line Item is only visible and available when the ERP Integrations tool has been configured to work with Viewpoint® Vista™ and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
- QuickBooks®:
- HCV exports are NOT supported.
- Sage 100 Contractor®
- HCV exports are NOT supported.
- Sage 300 CRE®:
To successfully export a PCCO from Procore to Sage 300 CRE®, the following must be true:- Title. The HCV title must be 30 characters or less.
- Number (#). The HCV number be five (5) characters or less.
- Status. The head 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 a unique associated Prime Contract line item, or the same associated Prime Contract 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: Viewpoint® Spectrum®
Prerequisites
Steps
- Navigate to the project's Head Contracts tool.
- Locate the prime contract to work with. Then click View.
- Click Create Head Contract VAR.
- Complete the following fields:
- #. This field automatically populates based on the number of HCVs 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 HCV that's created will automatically increment by one, based upon this specified value. - Date Created. Shows the date and time that the HCV was created. Note: You cannot modify this date.
- Revision. Displays the HCV's revision number. When a HCV is first created, its revision number is zero. A HCV could have multiple revisions because of feedback from a reviewer/approver.
- Created By. Displays the name of the user that created the HCV.
- Title. Enter a title name for the HCV that describes the packaged VR requests included.
- Status. Select the current state of the HCV:
- Approved. This indicates the PCCO has been approved. Costs are reflected as 'Approved Changes' in the budget.
- Draft. This indicates the PCCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
- No Charge. This indicates the PCCO has no associated financial charge and no costs will be reflected in the project's budget.
Note: These statuses reflect the budget in the ways listed above for the 'Procore Standard Budget' view. To learn more, see Set up a New Budget View. - Pending - In Review. This indicates the PCCO is currently being reviewed by an approver. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Not Pricing. This indicates the PCCO is pending and is not actively being priced. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Not Proceeding. This indicates the PCCO is pending and the work is not currently taking place. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Pricing. This indicates the PCCO is pending and is currently out for pricing. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Proceeding. This indicates the PCCO is still pending and the work is being completed. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Revised. This indicates the PCCO has been modified since its initial submission. Costs are reflected as 'Pending Changes' in the budget.
- Rejected. This indicates the PCCO was rejected. Costs are not reflected in the budget.
- Void. This indicates the PCCO was voided. Costs are not reflected in the budget.
- Private. Check this box if you want to make the HCV private and visible only to users with 'Admin' on the Head Contracts tool.
- Due Date. Select a due date for when the HCV must be approved by.
- Invoiced Date. Select the date when the HCV was invoiced.
- Designated Reviewer. Select a designated reviewer to approve the HCV . See Review and Approve/Reject Head Contract Variations (HCV).
- Paid Date. Select the date that payment was received for the HCV.
- Reviewer. This field is auto-populated after the designated reviewer reviews or approves the HCV.
- Description. Enter a more detailed description of the HCV.
- 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 HCV were approved.
- Revised Substantial Completion Date. Enter a revised substantial completion date. The head contract's substantial Completion Date is updated after the HCV status' is set to 'Approved'. Note: This field is only visible when it is enabled. See Configure Settings: Head Contract.
- Executed. Mark this checkbox after the HCV is fully executed.
- Variation Requests. If the Head Contract's tool is configured for 3-tier variations, select any variations related to this HCV from this drop-down list. See Configure the Number of Head Contract Variation Tiers.
- Potential Variations. If the Head Contract's tool is configured for 2-tier variations, select any potential variations related to this HCV from this drop-down list. See Configure the Number of Head Contract Variation Tiers.
- #. This field automatically populates based on the number of HCVs already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired.
- Choose one (1) of these options:
- To create the HCV, click Create.
OR - To create the email and send email notifications, click Create & Email.
- To create the HCV, click Create.