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Create a Head Contract Variation (HCV)

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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:
  • For companies using the icon-erp-synced2.png 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.

Prerequisites

Steps

  1. Navigate to the project's Head Contracts tool.
  2. Locate the prime contract to work with. Then click View. 
  3. Click Create Head Contract VAR.
    create-head-contract-change-order.png
  4. 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.
  5. Choose one (1) of these options:
    • To create the HCV, click Create.
      OR
    • To create the email and send email notifications, click Create & Email. 

 

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.