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.
- Proposed Change Order Request (PCOR) - A proposed change order request that's been submitted for approval.
- Request for Pricing (RFP) - A request for pricing sent to subcontractors and vendors
- Change Order (CO) - An approved change order received from the project client.Add a Proposed Change
To manage the contemplated change requests on the project that may impact the scope of work, contract amount and/or project schedule, you must first create a record of the change. Once the proposed change is created, other actions can be taken to move through the change management process. This includes creating a request for pricing (RFP) that can be sent to vendors and subcontractors. Creating a proposed change order request (PCOR) that is submitted to the client for approval. When a change order (CO) is received, a Contract Revision (CR) can be created and related PCORs can be approved, as well as contract amounts and budgets updated.
Location of Proposed Change Orders
Proposed Change Orders are located in the Change Management module under the Financial menu header at the project level.
The user must select the 'New PCO' button in the tool bar of the Proposed Change Order Log
The Add Proposed Change Order form will open. Fill in the required fields and when finished, Save the information.
From the for screenshot below, note the following:
- The PCO number will auto-number but changed be changed.
- Link the PCO to existing RFIs by selecting RFI(s) from the Related RFIs field. The RFIs must have the status Yes in the Cost Impact column for them to be visiable in this drop down menu.
- Link the PCO to project specs by selected spec items from the Project Spec
- Upload files to attach to the PCO. This can be drawings, ASI documents or any other documents that relate the the PCO.
- The description can be a short or lengthy description.
- Internal notes are for internal user view only. These notes will not display on documents sent out. Internal notes are a good way to add notes about the PCO that might be useful at a later time.
Once the PCO is saved it automatically updates the PCO log, and opens the sub-menu. Each PCO allows a user to create RFPs and PCORs.