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
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Inactive | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
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, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Change Management, and then select Potential Change Order.
- On the Potential Change Order page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select 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 Orders | 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 |
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:
- Budget Change
- Budget Transfer
- Change Order
- Change Request
- Contract
- Estimate
- Forecast
- Initial Budget
- Invoice
- Issue
- Journal Entry
- PO Amendment
- Potential Change Order
- Purchase Order
- Risk
- Work Release
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 50 characters or fewer. |
| Detailed Line Item Description | Editable | Enter additional detailed information about the line item description field. |
Consolidated?
If this line item has been consolidated into a Change Order, it will be indicated here.
| Field Name | Access | Description |
|---|---|---|
| Consolidated? | Read-Only |