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Procore (en-GB)

Create a MCV from a Change Event

Objective

To create a Main Contract Variation (MCV) from a change event.

Background

If the Change Events tool is enabled on your project, your project's variation tier configuration setting (see What are the different variation tiers?) determines the number of steps leading up to creating a Main Contract Variation (MCV):

  • If the 1-tier variation setting is enabled, you will simply use the steps below to create a MCV from a change event. 
  • If the 2-tier variation setting is enabled, you will complete the first step in the change management process, Create a Main PV from a Change Event, before creating a MCV from a change event. 
  • If the 3-tier variation setting is enabled, you will complete the first two steps in the change management process, Create a Main PV from a Change Event and Create a Variation Request (VR), before creating a MCV from a change event.
 Tips

Are you inviting subcontractors to submit tender for goods and services using formal RFQs? 

If your project team has opted to use Procore's Request for Quote (RFQ) process (see Create RFQs from a Change Event), you do NOT have to wait until the RFQ process is complete to create your MCVs. However, after invited subcontractors and vendors respond to RFQs and its status is set to 'Pending Final Approval', Procore does automatically update the MCV's Bill of Quantities (BOQ) with the appropriate amounts from the RFQ.

To learn more about how the RFQ process affects MCVs, see What are the different RFQ statuses and how do they affect cost and variation amounts?

Are you using the Revenue ROM function?

If you project team has opted to use the Revenue ROM function (see Create a Change Event with Revenue ROM), the BOQ on your MCVs is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:

  • When change events are 'In Scope' or 'TBD', the BOQ on the MCV is automatically updated with a $0 value. 
  • When change events are 'Out of Scope', the BOQ on the MCV is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.' 
  • When change events are not in one of the above statuses, the BOQ is automatically updated using the Cost ROM. 

 

Things to Consider

  • Required User Permission:
    • 'Standard' or 'Admin ' permission on the projects' Main Contract tool. 
      AND
    • 'Standard' or 'Admin' permission on the project's Change Events tool.
      Note: If your project is using the two or three tier variation configuration and you have 'Standard' permission on the Main Contracts tool, you will also need to enable the 'Allow Standard Users to Create PV's' setting. See Configure Settings: Main Contract
  • Required Configuration Setting:
  • Prerequisites:
  • Additional Information:
    • After you create a change event, you can also create a Request for Quote (RFQ) to send to the affected subcontractor(s). See Create RFQs.'
  • If your company has enabled the ERP Integrations tool, keep these items in mind:
    • QuickBooks®
      • MCV exports are NOT supported.
    • Sage 100 Contractor®
      • MCV exports are NOT supported.
    • Sage 300 CRE®
      • Title. The MCV title must be 30 characters or less. 
      • Number (#). The MCV number be five (5) characters or less. 
      • Status. The main contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the variation's Bill of Quantities (BOQ), you may designate one (1) associated line item for each variation line item or the same associated line item for all variation line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export main contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • Integration by Procore:
      • MCV exports are NOT supported.
    • Viewpoint® Vista™:
      • MCV exports are supported.

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items you want to include in the MCV.
    Note: You can select line items across multiple change events.
  3. From the Bulk Actions drop-down menu, click Create Main PV.
    Note: The Bill of Quantities (BOQs) will be created from the change event line items.
  4. Fill out the following information:
    • #. This field automatically populates based on the number of main contract variations you have already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next PV that's created will automatically increment by one, based upon this specified value.)
    • Revision. If this is a revision, you can enter the number of the revision.
    • Title. The system automatically assigns the variation the same name as the associated change event. You can change the title as you want.
    • Status. By default, the status is automatically set to 'Draft.' You can change it to any of the statuses below:
      • Approved. Indicates the MCV has been approved and that its costs are reflected as 'Approved COs' in the project's budget.
      • Draft. Indicated the variation has been created, but is currently in the 'Draft' status.
      • Pending - In Review. Indicates the MCV is currently being reviewed by the approver and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Not PricingIndicates the MCV is pending approval, RFQs have not be sent to contractors/subcontractors for pricing and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Not Proceeding.  Indicates the MCV is pending approval, the work associated with the variation has been stopped and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Pricing. Indicates the MCV is pending approval, the associated RFQs have been sent to contractors/subcontractors for pricing and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Proceeding. Indicates the MCV is pending approval, the work associated with it is proceeding and that its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Revised. Indicates the MCV is pending approval, that it was revised since it was initially submitted for approval and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • No Charge. Indicates no charge results from the MCV.
      • Rejected. Indicates the MCV has been rejected and costs are NOT reflected in the budget.
    • Private. Place a mark in this checkbox if you only want the MCV to be visible to users with 'Admin' permission on the Main Contract tool.
    • Due Date. Select a due date for when the MCV must be approved by. 
    • Invoiced Date. Select the date when the MCV was invoiced. 
    • Designated Reviewer. Select a designated reviewer to approve the MCV . See Review and Approve/Reject Main Contract Variations (MCV).
    • Paid Date. Select the date that payment was received for the MCV.
    • Reviewer. This field is auto-populated after the designated reviewer reviews or approves the MCV . 
    • Review Date. The date the MCV was reviewed. 
    • Description. Enter a more detailed description of the MCV. 
    • Programme Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project programme if the MCV were approved. 
    • Executed. Check this box if the MCV has been executed. 
    • Potential Variations.  
      • Select variation requests from the drop-down to include in the MCV if you are using 3-tier variations.
      • Potential Variations: Select potential variations from the drop-down to include in the MCV if you are using 2-tier variations.
    • Attachments. Select and add any relevant documents. 
  5. Click Create. The Bill of Quantities will be created from the change event line items. 

See Also