Potential Change Order Business Process

Use the Potential Change Order (PCO) business process to manage a possible change to a Contract. It tracks key information about the potential change, such as the reason and estimated amount. Potential Change Order line items can be consolidated (copied) to a formal Change Order.

Note: The PCO BP is usually initiated by an external user; internal users should use the Change Request BP to initiate change requests.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Inactive

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Potential Change Order business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Related Processes

The Potential Change Order business process might create the following business processes: Not applicable

The Potential Change Order business process might be created by the following business processes: Request for Information

Creating a Potential Change Order Record

Create a Potential Change Order record by navigating to Change Management / Potential Change Order on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Potential Change Order task that has been assigned to you from the Tasks log.

Complete the Potential Change Order form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Change Management, and then select Potential Change Order.
  3. On the Potential Change Order page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Potential Change Order.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Potential Change Order but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Potential Change Order Form

Key Information

Key information about this Potential Change Order is provided below.

Field Name

Access

Description

Title

Required

Enter a title.

Reference Commit

Required

Select the reference commitment (Contract, PO) for this transaction

Change Reason

Editable

The reason for this change

Amount

Read-Only

This field displays the amount.

Due Date

Read-Only

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Description

Enter the description or scope of this Potential Change Order. This information might appear in any formal printouts of this Potential Change Order.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded. The business processes selected for auto-creation will copy this detailed description to the destination business process.

Potential Change Order Details

Details about the Potential Change Order should be entered below.

Field Name

Access

Description

Need By Date

Editable

If applicable, enter the date by when the change is needed.

Spec Section

Editable

Specification section

Proposed Contractor Cost & Schedule Information

Details about the contractor's proposed cost and schedule impact. Enter estimated amounts on line items. If this Potential Change Order was created from an RFI, the information will have carried over.

Field Name

Access

Description

Proposed Contractor Estimate (RFI)

Read-Only

If this PCO was auto-created, the Proposed Contractor Estimate from the RFI

Proposed PCO Estimate

Editable

The proposed total of line item amounts for this PCO record

Proposed Est. Schedule Impact (Days)

Editable

The proposed schedule impact in days, entered by the contractor

Proposed Cost Impact Notes

Editable

If cost is impacted, describe the reason.

Proposed Schedule Impact Notes

Editable

If schedule is impacted, describe the reason.

Financial Summary

The information below gives you a full snapshot of the Contract and the impact of this Potential Change Order.

Field Name

Access

Description

A. Original Commitment

Read-Only

The amount of the original contract

B. Previously Approved Change Order

Read-Only

The total amount of all previously approved Change Orders

C. Amount Previous to this Potential Change Order (A+B)

Read-Only

The revised amount of this contract, not including the current (or any pending) Potential Change Orders

D. Current Request

Read-Only

The amount of this Potential Change Order

E. Revised Contract Amount (C + D)

Read-Only

The revised contract amount upon approval of a Change Order based on this Potential Change Order

Reference Contract Details

Details about the referenced contract are entered below.

Field Name

Access

Description

Contract Number

Read-Only

The unique number for the contract, which might come from a corporate financial system

Vendor Name

Read-Only

The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Contract Type

Read-Only

The type of contract

Effective Date

Read-Only

The date this record takes effect

Original Contract Completion Date

Read-Only

The target completion date of the original contract, prior to any change orders

Revised Contract Completion Date

Read-Only

The latest contract-completion date, based on all approved change orders

Work Retainage %

Read-Only

The percentage retained for work or services. The default value is set in the project setting. Can be changed at the Contract level or Contract line-item level.

Stored Materials Retainage %

Read-Only

The percentage retained on stored materials. The default value is a project setting. Can be changed at the Contract or Contract line item level.

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Related Activity/Milestone

Schedule information of the selected activity/milestone

Field Name

Access

Description

Activity/Milestone

Editable

Select the activity or milestone that should be used to track the planned and actual dates in this record.

Activity Name

Read-Only

The name of the selected activity/milestone from Project Schedule

Planned Start

Read-Only

The planned start date from the selected activity/milestone

Planned Finish

Read-Only

The planned finish date from the selected activity/milestone

Actual Start

Read-Only

The actual start date for the project from the schedule activity/milestone

Actual Finish

Read-Only

The actual finish date from the selected activity/milestone

Additional Information

The Potential Change Order Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Potential Change Order Date Picker UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Date Picker UDF 2

Disabled

Reserved for future use by your organization

Potential Change Order Decimal UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Decimal UDF 2

Disabled

Reserved for future use by your organization

Potential Change Order Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Potential Change Order Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Potential Change Order Picker UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Potential Change Order Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Potential Change Order Text 255 UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Text 255 UDF 2

Disabled

Reserved for future use by your organization

Potential Change Order Text 255 UDF 3

Disabled

Reserved for future use by your organization

Potential Change Order Text 255 UDF 4

Disabled

Reserved for future use by your organization

Potential Change Order Long Text UDF 1

Disabled

Reserved for future use by your organization

Potential Change Order Long Text UDF 2

Disabled

Reserved for future use by your organization

Unit Cost Information

Information on the cost per unit for this record. The Unit of Measure and Unit Quantity values are set to the project values by default.

Field Name

Access

Description

Unit of Measure

Editable

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Unit Quantity

Editable

Unit quantity to be used to calculate the Cost Per Unit for this record

Cost per Unit

Read-Only

Total cost divided by the unit quantity for this record

Currency

If the currency of this Potential Change Order is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Rate in Project Currency

Read-Only

Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed.

Project Currency Amount

Read-Only

This field shows the amount of the transaction, according to the project currency.

Consolidating Line Items

Potential Change Order line items can be consolidated from the following business processes:

Completing the Line Items tab

General

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Reference

Editable

Use this field to change an existing line in the Schedule of Values (SOV). After the record is approved, the line item will be updated to include the change made by this line item. If blank, a new line in the SOV will be created upon approval.

Potential Change Order Detail

Enter the cost for this line item as a lump sum or a unit rate. If the Contract is designated as Unit Cost, the unit rate will be fixed for referenced existing Contract line items.

Field Name

Access

Description

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Item Unit Cost

Editable

Enter the item unit cost.

Estimated Amount

Read-Only

This field displays the original estimated amount for the change request.

Description

Enter a description for this Potential Change Order line item.

Field Name

Access

Description

Short Description

Required

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Additional Information

Enter additional information specific to this Potential Change Order line item.

Field Name

Access

Description

Spend Category

Editable

Select a spend category.

Work Package

Editable

Select the Work Package that this item will roll up to.

Contract Line Item UDF PD 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF Text 255 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF CA 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF DA 1

Disabled

Reserved for future use by your organization

Consolidated?

If this line item has been consolidated into a Change Order, it will be indicated here.

Field Name

Access

Description

Consolidated?

Read-Only

 



Last Published Monday, April 14, 2025