Yes. If you are a Procore Administrator or if you have 'Admin' permissions on the project's Admin tool, you can enable the Change Events tool on new projects. However, before enabling the tool, make sure that your end users have NOT created any change orders. See Enable the Change Orders Tool.
If your project users have created one (1) or more change orders, you MUST submit a request to your Procore point of contact who will run a migration script prior to enabling the Change Orders tool. See Change Order Migration Process below.
To maintain the integrity of your project's financial data, Procore strongly recommends that you do NOT disable the Change Events tool after it has been enabled on a project. While a Procore Administrator does have the ablity to submit a request to firstname.lastname@example.org to disable the tool on the backend of the Procore web application, doing so is discouraged and can result in the following:
- Loss of a Change Events data (except Potential Change Orders, Prime Contract Change Orders, and Commitment Change Orders).
- Loss of reporting capabilities (e.g., Change Events, Rough Order of Magnitude, and Request for Quotes).
Change Order Migration Process
If you are requesting to enable the Change Events tool on a project after one (1) or more change orders have been created, your Procore point of contact will need to run a migration script on your project. The purpose of this script is to create a new change event for every Prime Potential Change Order that exists. For each Prime Potential Change Order line item, a corresponding change event line item will be created in the new change event.
ImportantThe migration script is best suited for clients using a 2-tier change order structure for PCCOs (see What are the different change order tiers?). Clients using 3-tier change orders typically choose to leave the Change Events disabled, as a 3-tier structure for change orders requires users to manage 4-tiers for all changes (i.e., 3 Prime Contract Tiers (PCCO, COR & PCO + Change Events).
- If a Commitment Change Order 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 matches 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 commitment Change Order is linked to multiple Potential Change Orders – or no Potential Change Orders – it will get its own Change Event. A change event line item will be created for each Commitment Change Order line item within that Change Event.
Enable the Change Events Tool
If, after reading the article above, you would like to activate the tool on your existing project(s), we highly recommend making the following changes first:
- Update your default permission templates.
- In order to send RFQs to a subcontractor, you will need to give them 'Standard' permissions on the Commitments tool.
- If you want your Superintendent to be able to create Change Events, you will want to give them 'Standard' permissions on the Change Events tool.
- Project managers and potentially project engineers should be given 'Admin' permission on the Change Events tool.
- Enable the tool on your standard project template so it is on by default for all new projects. See Add and Remove Project Tools.