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Bulk Create Commitment Variations from a Change Event

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Objective

To bulk create multiple draft commitment variations from a change event. 

Background

In Procore, a change event is any change that affects the scope of a construction project. See What is a change event? Once a change event is recorded in Procore, project teams can create a Request for Quote (RFQ) to obtain quotes from the responsible contractors. See Create RFQs from a Change Event. 

If you have a change event that impacts multiple contracts, you can bulk create multiple commitment variations at once from the change events Line Items view. 

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Change Events tool.
      AND
    • 'Admin' level permissions on the project's Commitments tool. 
  • Additional Information:
    • Requirements for Change Event Line Items:
      • Before executing bulk creation of Commitment Variations, specific criteria must be met for each selected line item:
        • Change Event Line Item(s) must not be associated with another Commitment Variation.
        • Change Event Line Item(s) must have an assigned commitment contract and vendor.
        • The associated commitment(s) must be 'Approved'.
    • Created Draft Commitment Variations:
      • Commitment Variations created in bulk are given a default title of "CV # - CE # - Title"
      • The description will include the 'CE # - title' for all Change Events associated with the CV, as well as the description of that Change Event.
    • Attachments:
      • When Change Event Line Items are categorized by commitment contract, any attachments added to the associated Change Event of that line item will be migrated into the created draft Commitment Variation.
  • ERP Information:
    • Line item associations between variations and commitment contract BOQ must be made within the ERP Integration tab of the variations after they are created. 

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items to include in the 'Draft' variation.
     Tip
    Does the change impact line items from multiple change events? If so, you can select line items across multiple change events. To filter the list by vendor, select the desired options from the Filter drop-down menu. 
  3. Choose Add To > Commitment VAR > Create Bulk Draft Commitment VARs.
    Procore populates the line items on the variation's Bill of Quantities with the change event line items you select. 

    bulk-create-cco-add-to.png
     
  4. Optional: Review any items that will not be added and select Continue or Cancel.
     Tip

    If your company is using 2- or 3-tiered variations for commitments, these steps will create commitment potential variations that are later combined to create a commitment variation as follows:

    • 2-Tier: CE > CPV > CV
    • 3-Tier: CE > CPV > VR > CV
  5. Review the list of variations that you will create for each vendor. 
  6. Begin generating the variations by clicking the Create Commitment COs button.

    create-commitment-cos-bulk.png
     Important
    Do NOT navigate away from the page until the variation creation is complete. This ensures all variations are created.
  7. Click View Bulk Commitment COs to view the progress of the variation generation.
    Note: This menu opens automatically upon the creation of variations.
  8. Click View Line Items with Draft CVs to filter the Line Items view to display lines associated with draft commitment variations.
    Note: Clicking 'View Line Items with Draft CVs' will remove any filters already applied to the line items view.
    bulk-cco-view-line-items.png
  9. If any variations fail to be created, click View '#' Failed CV(s) to find which variations have failed to create and retry the process for those commitment contracts.