Project Management Change Orders

Table of Contents

1. Access PM Pending Change Orders
2. PCO Setup
   2.1 Set PCO Type
   2.2 Select PCO Code
   2.3 Description
   2.4 Details (Optional)
   2.5 Date Entry
   2.6 Initiated By
   2.7 Change Impact
   2.8 Pricing Method
   2.9 Originated Date
   2.10 ROM
   2.11 PCO Item
3. Contract Item Setup
4. Estimate/Purchase Details
5. Vendor Information for Subcontractors
6. Approval Process
7. Creating a New Subcontract from a Pending Change Order
8. Interface the Approved Change Order

Project Management> Programs> PM Pending Change Orders
Open PM Pending Change Orders

Press f4 and find the correct Project you're connecting your Change Order to:

Set your PCO Type:

• Set the PCO type to CO.

Select PCO Code:

• For Internal PCOs, enter SB-01 or SB-02.
• For Owner COs, enter OCO-01 or OCO-02.

Description:

• Enter a description.
• For Owner COs, start with the designation (e.g., CO-01 Plan changes dated mm/dd/yyyy).

Details (Optional):

• Provide additional details for quick reference (this field is not required).

Date Entry:

• Enter the appropriate date.

Select the "Initiated By" dropdown:

• For tracking or non-billable items, select Internal.
• Alternatively, choose from Customer, Architect, Subcontractor, Vendor, or Owner.

Check all Applicable boxes in Change Impact:

• Select all options that apply:
  • Estimate: Choose if there will be changes to job cost.
  • SL: Choose if a subcontractor is required.
  • PO (Purchase Order): (This option is not used.)
  • Contract: Choose if the change is billable.

Pricing Method:

• Select either unit price or lump sum.

Originated Date:

• Enter the originated date.

ROM:

• Enter the ROM if known.

PCO Item:

• Scroll to the bottom section and enter the PCO Item.

Example: Previously Created PCO Items for Tracking

Below are some examples of PCO items that were tracked in previous entries:

Contract Item:
Enter the contract item number you are creating. This opens a new window where you can adjust the unit of measure, retainage, taxes, etc. If you are using a subcontractor, check the Initialize Subcontractors box. If you are simply tracking costs, select None for Bill Type to prevent the item from appearing on your JB Pay App. Once finished, save and close.

14. Estimate/Purchase Details:
Click on the Estimate/Purchase Details tab to enter your phase code and cost type. Always update the phase description instead of using the default text that appears with your phase code and contract line extension—this custom description will also be used in Heavy Job. Create a unique phase for each cost type:

• 1: Labor
• 2: Asphalt Materials
• 3: Equipment
• 4: Trucking
• 5: Subcontractor
• 6: Miscellaneous
• 7: Non-asphalt Materials
• 8: Rental Equipment

For tracking purposes, you may enter 1.00 as the unit.

As best practice, having accurate quantities is best. This will ensure accuracy on cost reports.

Vendor Information for Subcontractors:
When using subcontractors, select the vendor (F4). If the subcontractor doesn't already have an SL, select New SL. Always enter the Purchase Amount.

Approval Process:
Once all entries are complete, proceed to approve the Change Order by following these steps:

• Navigate to Tasks, click the down-arrow, and select Approve PCO.
• In the pop-up window, name your ACO the same as your PCO to auto-fill the information.
• Uncheck the auto-approve Sub/PO box.
• Click Approve and close the window.
  
  

Creating a New Subcontract from a Pending Change Order:
This step is only required when you want to create a new subcontract from a pending change order.

1. Once the designated checkbox is selected and the PCO is approved, navigate to PM Subcontracts.
2. In the Info tab, check the Approved box.
3. Go to the Non-Interfaced Items tab and ensure the Item Type is set to Status 1 - Regular. This setting uses the PCO's purchase amount as the subcontract amount.
4. Verify that the Send box is checked so the item appears in the interface window.

Interface the Approved Change Order:

• Open the Tasks dropdown and select Open PM Interface.
• Validate the month for the interface.
• Click Interface to complete the process in Viewpoint.