(Note: If you are using the newest version of the Change Events tool, please see Create a Change Event (Next Gen).)
Create a change event.
Creating a change event allows you to prepare for the cost of a change before it becomes an actual cost. For example, if a project manager is anticipating the need to change the paint colors of a project, he or she can start preparing for that cost by creating a change event, which describes the estimated financial cost of the change as well as which cost codes will be affected. After creating a change event, they can then create an RFQ (Request for Quote), which is sent to the appropriate subcontractors for pricing. When RFQs are created and responded to by the assigned subcontractors, change orders can then be created based upon the submitted quote.
Things to Consider
- Required User Permissions: 'Standard' or 'Admin' on the project's Change Events tool.
- You can either create a change event from the Change Events tool or from an individual RFI.
- Available on Procore's iOS and Android mobile application.
- Navigate to the Project level Change Events tool.
- In the right pane, click the + Create Change Event button.
- Fill out the following fields:
- Change Event #: This field will automatically populate with the next number in your change event sequence. However, you can also manually change the number, as well as create a custom alphanumeric number (e.g. A200). Once a custom number has been added, the next change event created will automatically be given the next sequential number.
- Title: Provide a descriptive title for the change event. The change event's subject is displayed as the title in the list view.
- Status: Select Open, Closed, or Void to indicate the status of the change event.
- Open: This is the default status when you first create a change event. This indicates that the change event is active, and users can manage items within the event (RFQs, Budget Modifications, Commitment PCOs, and Prime PCOs).
- Closed: Set the change event to this status once all necessary change orders and RFQs have been created and the event is considered complete.
- Void: Set the change event to this status if no change came from the event. Setting the change event as void is an alternative to deleting the change event as a record will be kept on the log page for future reference.
Note: If you mark a change event as Void, that change event will be hidden on the Change Events Log page. To view voided events, select 'Void' or 'All (Include Void)' from the Status list under Filters on the Change Events log page.
- Pending: Set the change event to Pending if the change event requires approval before it can be closed out.
- Scope: Select In Scope if the cost is covered in the original contract. Select Out of Scope if the cost was not covered in the contract, signifying that the change order will be likely be submitted to the client as an additional cost.
- Type: Select TBD, Allowance, Contingency, Owner Change, or Transfer to indicate the type of cost you are preparing for. To learn how to configure change types, see Set Default Change Order Configurations.
- Change Reason: Select a change reason from the drop-down menu. To learn how to configure change reasons, see Set Default Change Order Configuration.
- Description: Describe the event that may result in a change in costs.
- Attachments: Attach any relevant files.
- Once the General Information has been filled out, you can start creating scope estimates by selecting which cost codes are impacted by doing the following:
- Click + Add New Line.
- If applicable, select a subjob from the drop-down menu.
- Select the impacted cost code from the drop-down menu. You will see budgeted cost codes and non-budgeted cost codes in this list. Note: You will only be able to select a category that is already scoped on the budget.
- Select a Line Item Type.
- Enter a description.
- Enter a ROM (Rough Order of Magnitude). A ROM is the numeric estimation of what the cost could be and has no financial impact on any of the other tools in Procore.
Note: The ROM shows up as its own column in the Prime Contract PCO list when creating a Prime PCO.
- Click Create to create the change event. See "Next Steps" below. RFQs (Requests for Quotes) for subcontractor pricing and/or change orders need to be created. See "Next Steps below.)