Create Potential Change Order dialog box

Use this dialog box to create a new potential change order (PCO).

Subject

Enter the subject of the PCO.

Type

Select the PCO’s type: Cost or Budget. Budget PCOs are sent to the owner.

Due Date

To enter a date the paperwork is due, mark the checkbox, then select a date.

Remind

Mark the checkbox to add this item to the email notification message sent out by Project Center reminding the responsible contact to respond back to the contact who initiated the PCO. Select the number of business days before a response is due, which appears in the email message and in the Open Items tab of the My Project Center activity center.

Reminders can be sent to both internal and external project team members. The frequency at which reminders are sent is set in the General tab of the Project Center Administration activity center Servers tab. Reminders can disabled per project in the Edit Project Settings dialog box.

Remind is not available if the option is disabled for the project or in the Project Center Administration activity center.

Status

Select the PCO’s status from the drop-down list:

Draft – The default value when the PCO is logged.

Pricing Requested – The open status, when pricing is needed.

Pricing Completed – Indicates the pricing has been received from the subcontractors.

Closed – Indicates change orders have been issued; changes the PCO to read-only.

Void – Indicates the PCO was cancelled. The PCO is excluded from the PCO Scoreboard.

ID

Enter an ID number for the PCO.

Actual Completion

To enter the actual completion date of the PCO paperwork, mark the checkbox, then select a date.

Reasons

Click to open the Choose Reasons dialog box to select the reasons for the PCO.

Pricing tab

Use this tab to enter and edit the pricing data for the PCO. Add a separate row for each major piece of work that needs to be included in the PCO estimate, and link each row item to its related contract.

Estimated

The sum of the Estimated Amount column.

Proposed

The sum of the Proposed Amount column.

Approved

The sum of the Approved Amount column.

Forecast

The sum of the values of each row that are farthest to the right, as shown in this example:

Add New

Click to add item rows to the tab.

Create Similar

Select a row and click to add a new pricing row based on the one selected. The new row contains the same information as the one selected.

Delete

Click to delete the selected rows. Mark the checkboxes of the rows you want to delete.

Item Number

The ID number of the PCO item.

Item Description

Enter a brief description of the item to be priced.

Contract

Select the contract this item is related to.

Company

The company doing the work.

Contact

Click to select the contact associated with this item. By default this is the To Contact associated with the selected contract.

Cost Code

If a contract has been selected, only cost codes assigned to that contract are available here.

If no contract has been selected, the Choose Cost Code dialog box opens from which you can select any project cost code to assign to this item.

Estimated Amount

Enter the estimate of how much the item will cost.

Pricing Requested

Select the date the pricing was requested.

Pricing Due

Select the date the pricing request is due. The default is ten days from the requested date.

Reminder Days

Select the number of days for Project Center to start sending reminder notifications before pricing is due. Two days is the default.

Pricing Received

Select the date the pricing was received from the subcontractor. Notifications stop being sent when this date is entered.

Proposed Amount

Enter the pricing amount proposed by the subcontractor.

Approved Amount

Enter the amount approved by the general contractor. The resulting change order will be based on this amount.

Proposed Days

Enter the number of days proposed by the subcontractor.

Approved Days

Enter the number of days approved to be added to the contract.

Change Order

After a change order is created from this PCO, it can be linked to a line item. The related change order is listed here.

Internal Notes

Enter any internal notes about the line item. This information is not displayed on Info Exchange.

Supporting Docs

Click to locate and assign supporting files to this line item.

Description tab

Enter any detailed information about the PCO in the top section. Enter any internal notes in the Internal Notes section. Internal notes are not included in forms or on Info Exchange.

Contract Docs tab

Use this tab to track record documents related to the PCO. Refer to the Document Control activity center topic for a description of the columns.

Add

Click to open the Choose Record Document Revision dialog box to locate and select a record document to include with the PCO.

Remove

Click to remove the selected record document from the PCO.

Email Log tab

This tab lists all email messages associated with this PCO. When a user clicks File in Project (then chooses the Potential Change Order option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

The number in parentheses indicates the number of email messages filed in the PCO.

You can copy and paste email messages from Microsoft Outlook and Windows Explorer into this tab.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

Supporting Documents tab

Use this tab to attach files to the selected PCO, and to view attached files. For example, if you receive a PCO and a particular drawing is related to it, you can use this tab to attach the drawing file to the PCO. Another example is if you receive a file with a PCO, mark it up, and want to send the marked up file to a reviewer.

The number in parentheses indicates the number of files that are attached to the PCO.

You can copy and paste and drag and drop files from Windows Explorer into this tab.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

Related Items tab

This tab lists all related Project Center items for the selected PCO.

Relate to >

Click to select an existing project item and establish a relationship between it and this PCO. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a PCO.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list.

Share with External

Click and select Yes to allow the selected web link to be shared with external project team members through Info Exchange.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a field note).

The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a field note).

Change Log tab

This tab displays a history of the actions taken on this PCO, including when it was created, modified, who was involved, and any details.

Keywords

Click to open the Choose Keywords dialog box to apply keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. to the potential change order.

Click to spell check the fields in this window. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Next Action

Mark this checkbox to choose whether to create a change order proposal or generate a letter.

Choose Create Change Order Proposal to open the Create a Change Order Proposal dialog box to create a change order proposal for the selected PCO. The change order proposal will contain information from the PCO, and they will be related to each other.

Choose Generate Letter to open the Generate Letter dialog box to generate a form letter containing information about the selected PCO and then send off to your contacts.

OK

Click to log the PCO.

To access this dialog box

Click Create Potential Change Order from the Tasks panel of the Potential Change Orders activity center.