Potential Change Order Business Rules

• Potential Change Orders can only be linked to Contract Change Orders once they are approved.
• Approved Change Orders can only be viewed. While the Action Items, Reference Links, and Attachments panels can be used, the values of an approved Potential Change Order cannot be edited.
• Approved Change Orders cannot be deleted
• Potential Change Orders can only be linked to a Contract Change Order once
• Potential Change Orders are specific to the Contract to which they are linked
• Sharing - When a Potential Change Order has been shared to users or groups on the project, and then that Potential Change Order is linked to a Change Order, that Change Order is automatically shared to the same User(s)/Group(s) to whom the Potential Change Order was shared.

Creating a Potential Change Order

To create a Potential Change Order:

1. Once logged into the project, from the secondary navigation bar, select CHANGE  ORDERS - POTENTIAL CHANGE ORDERS.  From the log view, click the 'Add New' button.
1. Note that forms displayed on the secondary navigation bar are configurable. If you do not see the CHANGE ORDERS form, select 'More' - 'Configure My Menu'. Add the CHANGE ORDERS form to your secondary navigation bar. See the screen shot below.
2. Enter the subject. This is a required field
3. Enter the PCO #
4. Contract Reference - Click the 'Choose' button and select the Contract that this Potential Change Order will be associated with.
5. Directive - If there is to be a Directive associated with this change, click the 'Choose' button and select the relevant Directive.
6. Item Breakdown - Use the Item Breakdown collection to add items associated with this change. Click the 'Add Item Breakdown' button and enter the following information. When completed, click the 'Add Item Breakdown' button or to add multiple line items, click the 'Add and New' button. Alternately, items can be inserted in a particular position of the Item Breakdown collection by clicking the  icon choosing 'Insert Above' or 'Insert Below'
1. Scope - The description or scope of the change
2. Responsible Company - Enter the Company responsible for completing the item.
3. Estimated Revenue, Proposed Revenue, &  Approved Revenue
4. Proposed Cost & Approved Costs
5. Estimated Days, Proposed Days, & Approved Days
7. Inclusions, Exclusions, & Alternates - Use the 'Incls, Excls, & Alts tab to enter Inclusions, Exclusions, & Alternates that may be associated with this change.
8. Save the Potential Change Order 

Approving a Potential Change Order

Check the 'Approve' box if the Potential Change Order has been approved. Approved Potential Change Orders can be linked to Change Orders

Linking a Potential Change Order to a Contract Change Order

Potential Change Orders can be linked to a Change Order in two ways

• From the Potential Change Order  - This method allows you to create the Change Order directly from the Potential Change Order form.
  • From the approved  Potential Change Order, click the 'Create CO' button. This will take you directly to the 'Create New Change Order' form with the information from the Potential Change Order already completed for you including the Contract Reference.
• From the Change Order Log - To create a Change Order from the Change Order log, click the 'Add New' button.
  • From the 'Choose Contract' window, select the Contract that the Change Order will be associated with and then click the 'Choose Contract' button.  Save the Change Order
  • Edit the Change Order and on the 'Change Detail' tab, click the 'Add Approved PCO' button. Select the approved PCO to be linked to the Change Order and click the 'Add Change Details' button. Save the Change Order.

Viewing a Potential Change Order

To view a Potential Change Order:

1. Log View - Once logged into the project, from the project secondary navigation bar, select CHANGE  ORDERS - POTENTIAL CHANGE ORDERS

   • Helpful Tip

     The log view can be quickly configured to display columns that best suit your needs. To configure your menu, click the '...Configure Log' button. Select the fields you wish you display as columns in the log view and click 'Save'.

2. Form View - From the log view, click the Subject link to view the Potential Change Order.

Editing a Potential Change Order

To edit a Potential Change Order, from the log view, click the 'Edit' button. Only Potential Change Orders that are not yet approved, can be edited. Approved Potential Change Orders will display a 'View' button in place of 'Edit' in the Potential Change Order log. Edit the Potential Change Orders as necessary. When finished, click the 'Save' button.

Sharing a Potential Change Order

To share a Potential Change Order to other project users, click the  'Share' button on the Potential Change Order in form view. For information on sharing, please see the Help section Sharing Information 

Helpful Screenshots