Introduction

Change management terminology and acronyms referenced in this article:

  • Proposed Change Order (PCO)
  • A proposed (or possible) change order.  This is a change not yet submitted for approval.
  • PCO Request for Pricing (PCO-RFP)
  • A request sent to vendors and subcontractor for pricing related to a PCO
  • Proposed Change Order Request (PCOR)
  • A proposed change order request that's been submitted for approval.

Once the PCO is created, the next step is to determine if there are cost and/or schedule impacts for the change.  To do this, an Request for Pricing (RFP) is sent out to vendors and subcontractors involved in the project to requester a determination of cost and schedule impact.

Where are PCOs Located?

Proposed Change Orders are located under the Financial menu header at the project level.

Add a PCO Request for Pricing (PCO-RFP)

  • Select Project
  • Select Change Management from project menu
  • Find PCO and select + to expand the row
  • Select the New RFP Request Button

 The RFP form will open.  From the for image below, note the numbers indicated:

  1. To return to the Change Management Dashboard.
  2. There are 3 tabs at the top of the form:  RFP Details, Terms & Conditions and Document.  Navigate to each section as the form is created.
  3. The RFP can be sent to multiple recipients at one time.  Select one or more recipients.
  4. Select the person who is sending the document.
  5. The RFP will inherit the PCO # and an RFP will be auto-generated. it can be changed as needed.
  6. The Required Due Date defaults to 5 days from the current date.  The dates can be changed as needed.
  7. The Referece/Docs, Project Spec, Location and Description fields are inherited from the related PCO.
  8. Files can be attached to the RFP.
  9. Preview and Send - Saves document and navigates to document PreviewUpdate Draft - Saves document and returns to Change Management DashboardCancels - Cancels document without saving.

When the RFP details are complete, navigate to the Terms and Conditions section.  From the for image below, note the following:

  1. Terms and Conditions tab
  2. Standard Terms and Conditions and included and checked.  Uncheck to exclude from the document.
  3. Add custom terms and comments to the RFP.

When complete navigate to the Document section.  From the for image below, note the following:

  1. Document tab - This section provides a view of the template for the document. Using the text editor, make changes to the format of the document as required.
  2. Edit the document as required.  The fields highlighted in yellow are from the Details and Terms and Conditions sections.  If any of the highlighted fields are deleted, they won't show up in the final document.
  3. Use the Token function in the text editor to add more fields to the document.
  4. Preview the RFP before sending or update the document without sending. 

When complete navigate to the Document section.  From the for image below, note the following:

  1. From the Preview section there are functions to:
  • Edit - return to document and make changes.
  • Send RFP - send the email.
  • Print - Print a copy of the RFP
  • Change Manangement Dashboard - Returns to Dashboard
  • 2. There are 2 sections on the Preview, the Email and the RFP Document. Email and RFP document tab.  Select either tab to review the email or the document.
  • 3. Review RFP document before sending.  If change are needed, select the edit button to return to the PCOR and make required changes.

 

After sending, the RFP is added to the PCO,  Expand the row to view the RFP log. 

From the for image below, note the following:

  1. RFP Log - RFP is now displayed on the log.
  2. Display the name of people RFP was sent to.
  3. The responses from recipients will be displayed individually.
  4. Edit or delete unsent RFP.  Sent RFPs can't be edited or deleted.

 Results:

  • A new RFP has been added.
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