VPO BCO Tutorial

The BCOs Module (formerly PCOs) is used to track the budget change order information for the project. It will track all of the budget change orders and be available to be included in a change order. Once a BCO is approved it is included in the BCOs calculation on the appropriate contract.

  1. Select BCOs from the Project Costs Menu, and click on +New


    This tutorial is for creating a new BCO. For more information on how to view or edit the BCO, click View and Edit Items.


    There are multiple ways to look at the BCO information with the use of views. The views available are:
    ▪ *All BCOs
    ▪ *Approved BCOs
    ▪ *Late BCOs by Ball-in-Court
    ▪ Available for CO

    To learn more about views, click here

  2. Enter the following information in the BUDGET CHANGE ORDER Section:


    Any field with an asterisk * is a required field and must be entered.

    BCO Title: Enter a descriptive title for the PCO
    BCO Number: The next available BCO Number will be generated once the item is saved
    BCO Status: A drop-down of the status for the BCO which defaults to Open.
    Ball-in-Court: The user who should be made aware of this item and is currently responsible for the item. When the record is saved an e-mail is sent to the Ball-in-Court. This will occur every time the Ball-in-Court is changed.
    Response Due Date: Enter in the date the response should be sent by.
    Cc: Any additional users who should be aware of this item. When the record is saved an e-mail is sent to all listed in the Cc field.  This will occur every time the Ball-in-Court is changed.


    ▪ All BIC / Cc emails are tracked in the Email Notice Log.
    ▪ If there is no Ball-in-Court listed, users in the Cc column will not receive any notifications.
    ▪ If a user is added to the Cc column, only that user will be notified of their addition.
    ▪ If users are added as individuals and as a member of a group, they will only receive one notification email.

  3. Enter the following information in the GENERAL INFORMATION Section.

    Parent Contract: Select the appropriate contract from the drop-down list (This is populated in the Contracts Module)
    Change Type: Select the appropriate change type for the BCO from the drop-down list
    BCO Reason: Select the appropriate reason for the BCO from the drop-down list
    Total Amount: The amount of the BCO totaled from the line items
    Total Days: The anticipated change in days to the schedule as a result of this BCO totaled from the line items
    Description of Change: A description of the potential change
    Initiated By: The user initiating this BCO (This will default to the user entering the BCO but can be modified)
    Initiated Date: The date the BCO is being initiated (This will default to the current date but can be modified)

  4. Use the LINE ITEMS Section to enter the line items for this PO, with the following information by clicking +New entry

    BCO Line Number: Enter the line number
    BCO Title: Enter a descriptive title
    Contract Line Lookup: Select the Contract Line to associate this BCO with
    BCO Line Item Amount: Enter the amount of the BCO line item
    BCO Change in Days: Enter the change in days for the BCO line item
    Collected in Change Order: This is maintained by the system.  When a BCO is pulled into a Change Order Line Item, the change order number is populated here.

  5. Use the DISCUSSION Section for any discussions during the process

    Discussion: Enter any discussion items here.  Each entry will be date and time stamped and show the user who entered the discussion information.

  6. Use the REVIEW Section to review and approve the BCO.

    Reviewed By: The user reviewing this PCO
    Reviewed Date: The date the PCO is being reviewed
    Approver Signature: Checking the box indicates a signature for the person currently logged into the PCO.

  7. Use the ATTACHMENTS Section to add or view any attachments for the BCO


    To learn how to attach files, click here


    When finished entering information, click Save and Continue or Save and Close

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