Client/Consultant Procore - Correspondence

Modified on Mon, 15 Apr at 9:47 AM

Correspondence

The Procore Correspondence tool is where you will create, view, and edit the following:

Advanced Notification (AN)
Contract Instruction (CI)
Notice of Delay (NOD)
Extension of Time (EOT)
Consultant Advice Notice (CAN)
Project Client Group General Correspondence (PCGGC)

Use the filter function in the Correspondence tool to make finding the relevant information easier e.g. filter by Type, Date Created, Assignee etc. 
You can layer multiple filters to narrow down the information

Advance Notification (AN)

Viewing an AN will show you the information input during creation, and will give you the option to Export>PDF, or Edit

There will also be an Activity section below the AN details

The Activity section is where the Assignee and Distribution members are to submit their notes/comments/responses to the AN.

If a separate email response is received, the sender will be directed to respond via Procore to ensure information is entered correctly

With a response, you can choose to Post Response and Change Status or to Post Response
If the response resolves the AN then you can Post Response and Change Status to change it to Closed

Contract Instruction (CI)

A CI can be created from an RFI, but you can create a CI directly from the Correspondence tool if necessary

If it is in response to an RFI, create the CI from the relevant RFI page

To create a CI directly from the Correspondence tool, click +Create and select Contract Instruction from the dropdown

From the CI details/creation page, enter the requested information. Items with a * are compulsory and the rest are only if you have the information, though it is good to enter as much information as possible

The Number* will automatically show the next number in the sequence e.g. the last issued CI was CI-3, this will automatically show CI-4
The Assignee is the person that the CI is directed at/will need to action it
The Distribution should always include the core Cook Brothers site team (Project Manager, Site Manager, and Leading Hand)
Underneath the Attachment section, make sure to select the SI Type from the dropdown list provided (where relevant)

When you have entered the required information click Create & Issue - notification emails will be sent to the Assignee and the Distribution members

Viewing a CI will show you the information input during creation, and will give you the option to Export>PDF, or Edit

There will also be an Activity section below the CI details

The Activity section is where the Assignee and Distribution members are to submit their notes/comments/responses to the CI.

If a separate email response is received, the sender will be directed to respond via Procore to ensure information is entered correctly

With a response, you can choose to Post Response and Change Status or to Post Response
If the response resolves the CI then you can Post Response and Change Status to change it to Closed

Notice of Delay (NOD)

Viewing a NOD will show you the information input during creation, and will give you the option to Export>PDF

There will also be an Activity section below the NOD details

The Activity section is where the Assignee and Distribution members must submit their notes/comments/responses to the NOD.

If a separate email response is received, the sender will be directed to respond via Procore to ensure information is entered correctly

With a response, you can choose to Post Response and Change Status or to Post Response
If the response resolves the NOD then you can Post Response and Change Status to change it to Closed

Extension of Time (EOT)

Viewing a NOD will show you the information input during creation, and will give you the option to Export>PDF

There will also be an Activity section below the NOD details

The Activity section is where the Assignee and Distribution members must submit their notes/comments/responses to the NOD.

If a separate email response is received, the sender will be directed to respond via Procore to ensure information is entered correctly

With a response, you can choose to Post Response and Change Status or to Post Response
If the response resolves the NOD then you can Post Response and Change Status to change it to Closed

Consultant Advice Notice (CAN)

Usually a CAN will be created from an RFI, but you can create a CAN directly from the Correspondence tool if necessary

If it is in response to an RFI, create the CAN from the relevant RFI page

To create a CAN directly from the Correspondence tool, click +Create in the Correspondence tool and select Consultant Advice Notice from the dropdown

This will take you to the CAN details page. Items with a * are compulsory and the rest are only if you have the information, though it is good to enter as much information as possible

The Number* will automatically show the next number in the sequence e.g. the last issued CAN was CAN-3, this will automatically show CAN-4
The Assignee is the person that the CAN is directed at/will need to action it
The Distribution should always include the core Cook Brothers site team (Project Manager, Site Manager, and Leading Hand)
Program Impact*
When you have entered the required information click Create & Issue - notification emails will be sent to the Assignee and the Distribution members

Viewing a CAN will show you the information input during creation, and will give you the option to Export>PDF, or Edit

There will also be an Activity section below the CAN details

The Activity section is where the Assignee and Distribution members are to submit their notes/comments/responses to the CAN.

If a separate email response is received, the sender will be directed to respond via Procore to ensure information is entered correctly

With a response, you can choose to Post Response and Change Status or to Post Response
If the response resolves the CAN then you can Post Response and Change Status to change it to Closed

Project Client Group General Correspondence

To create a new PCGGC click +Create then select Project Client Group General Correspondence from the dropdown

This will take you to the PCGGC details page. Items with a * are compulsory and the rest are optional, though it is good to enter as much information as possible

The Number* will automatically show the next number in the sequence e.g. the last issued PCGGC was PCGGC-3, this will automatically show PCGGC-4
The Assignee* is the person that the PCGGC is directed at/will need to action it
The Distribution should always include the core Cook Brothers site team (Project Manager, Site Manager, and Leading Hand)
When you have entered the required information click Create & Issue - notification emails will be sent to the Assignee and the Distribution members

Viewing a PCGGC will show you the information input during creation, and will give you the option to Export>PDF, or Edit

There will also be an Activity section below the PCGGC details

The Activity section is where the Assignee and Distribution members are to submit their notes/comments/responses to the PCGGC.

If a separate email response is received, the sender will be directed to respond via Procore to ensure information is entered correctly

With a response, you can choose to Post Response and Change Status or to Post Response
If the response resolves the PCGGC then you can Post Response and Change Status to change it to Closed