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Can I enable the Change Events tool on my existing project?

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Answer

Yes. If you are a Procore Administrator or if you have 'Admin' permissions on the project's Admin tool, your company's Procore Administrator (or a user with 'Admin' level permissions on the Project Admin tool) can enable the Change Events tool. However, before enabling the tool, it is important to follow the steps below:

Step 1: Check to See if Any Change Orders Exist on the Project

Before enabling the Change Events tool, determine if any change orders have been created on the project. To view a list of change orders on a project, follow these steps: View Change Orders.

Step 2: Request to Run the Change Order Migration Process

If you discover that your users have already created change orders on the project, your company's Procore Administrator or a user with 'Admin' level permissions on the project's Admin tool must send an email to your company's Procore point of contact requesting to run Procore's change order migration process on your project. 

The purpose of the migration process is:

  • To create a new change event for every Prime Contract Potential Change Order (PCO) that exists. 
  • To create new line items in each new change event for each line item on every Prime Contract PCO. 
 Important
  • The change order migration process is best suited for clients who have configured the two (2)-tier change order setting on the Prime Contracts tool. See What are the different change order tiers in Project Financials? 
  • It is less common for clients to configure the three (3)-tier change order tier setting on the Prime Contracts tool. However, most Procore clients who choose to configure three (3) tier (or more tiers) typically decide to leave the project's Change Events tool disabled on their projects. 

Step 3: Run the Change Order Migration Process

This step is performed for you by Procore. Your Procore point of contact will notify you when the migration process is complete. 

 PROCORE SUPPORT: INTERNAL NOTES

The migration process must be completed by a Procore Superuser. The steps to complete this process are below:

  1. Log in to Procore as a Superuser. 
  2. Navigate to the project's Admin tool. 
  3. Click Active Tools. 
  4. Under Financial Management, locate the Change Events tool.
  5. Click the Enable button next to the Change Events tool (pictured below). 

enable-change-events-migration.png

This action automatically runs the change order migration script on the backend of Procore. The purpose of this script is to create a new change event for every Prime Potential Change Order (Prime PCO) that exists. For each Prime PCO line item, a corresponding change event line item will be created in the new change event. When the migration is complete, notify the requestor that they can proceed with Step 4: Enable the Change Events Tool. 

Important things to note about the migration process:

  • If a CCO is linked to only one potential change order, it will be included in the new change event. 
  • If the cost code and cost type of one CCO line item match the cost code and cost type of one PCO line item, the PCO and CCO will be linked on the same change event line item.
  • If the cost code and cost type of one CCO line item does not match the cost code and cost type of a PCO line item, a new change event line item will be created for that CCO line item.
  • If a CCO is linked to multiple PCOs – or no PCOs – it will get its own change event. A change event line item will be created for each CCO line item within that change event. 

Step 4: Enable the Change Events Tool

  1. Update your default permission templates. See What are the default project permissions templates in Procore? and Manage Project Permissions Templates.
    • To send a Request for Quote (RFQ) to your collaborators, you must provide those collaborator(s) with 'Standard' level permissions on the project's Commitments tool.
    • To provide one of your employees with the ability to create a change event (For example, a Foreman or Superintendent), those employees will need to be granted 'Standard' level permissions on the project's Change Events tool. 
    • Procore also recommends that you consider providing any appropriate employees with 'Admin' level permissions on the project's Change Events tools. 
    • BETA To allow your project collaborators to submit change orders, see Allow Collaborators to Submit Field-Initiated Change Orders (Beta).
  2. Enable the tool on Procore's standard project template so the Change Events tool is turned ON in your company's new projects by default. See Edit a Project Template and Add and Remove Project Tools.
 Tip
Thinking about disabling the Change Events tool? Be sure to review this FAQ first: Can I disable the Change Events tool?

 

If you would like to learn more about Procore's change events management software and how it can help your business, please visit our construction change order product page icon-external-link.png.