Introduction

Change management terminology and acronyms referenced in this article:

  • Proposed Change Order (PCO) - A proposed (or possible) change order.  This is a priced proposal change not yet submitted for approval.
  • Proposed Change Order Request (PCOR) - A proposed change order request is a priced document that's been submitted for approval.

Once the PCO is created and all pricing is determined, the PCOR can be created and sent to the client to request a change order be issued for the scope of work changes.  A PCOR can be an amount that is added to or deducted from the original contract amount.

Where are Proposed Change Order Requests (PCORs) Located

The Proposed Change Order Requests are located in the Change Management module under the Financial menu header at the project level.

From the Proposed Change Order log the user must select the plus/minus symbol to the left of the PCO they want to submit a PCOR on.  The user must select the 'New PCO Request' button.

The PCOR form will open.  From the for image below, note the following:

  1. There are 3 tabs at the top of the form:  PCO Request, Terms & Conditions and Document.  Navigate to each section as the form is created.
  2. PCOR will inherit the PCO # - it can be changed as needed.  For example, if there are revisions to the PCOR that require repricing.
  3. Amount field is where the total amount of the change request.  If it is a no cost change, enter 0.  The days field is the total number of days of impact for the request.
  4. Upload files to attach to the PCOR.  This could be spreadsheets, quotes and whatever required backup is needed to submit with the request.
  5. Reference, Project Spec and Location fields are inherited from the related PCO and can be change if needed.
  6. Description field is inherited and change be modified as needed for the change request.

When 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 to the PCOR. 

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. Use the Token function in the text editor to add more fields to the document.
  3. 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.
  4. Preview the PCOR request 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 PCOR - send the email.
  • Print - Print a copy of the PCOR
  • Change Order Log - Returns to Returns to Dashboard without sending.There are 2 sections on the Preview, the Email and the PCOR Document. Using the text editor, make changes to the format of the document as required.
  • 2. Email and PCOR document tab.  Select either tab to review the email or the document.
  • 3. Review the document before sending.  If change are needed, select the edit button to return to the PCOR and make required changes.

 

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

From the for image below, note the following:

  1. PCOR Log - PCOR is now displayed on the log.
  2. Edit or delete the PCOR.  This will not delete the related PCO.

 

Results:

  • A new PCOR has been added.
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