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Create Change Events

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Objective

To create a new change event using the project's Change Events tool.

Background

On a construction project, a change event is any change that affects the original scope of a construction project. It can also be an event that causes a change to the project schedule or results in unexpected costs. In Procore, creating a change event provides your project's team members and stakeholders with the ability to prepare for a cost change before it becomes an actual cost. 

Example 1: Create a Change Event to Establish a Change Order

A change event can come from many sources and is an event that establishes the change order process. Examples include:

  • Accommodating an owner's request.
  • Accounting for a design flaw.
  • Addressing an unforeseen issue caused by a vague document or specification.
Example 2: Create a Change Event to Document a Backcharge

A change event can also be used to document a project condition that resulted in a backcharge. The intent of a backcharge is to recover the unforeseen expenses incurred when performing corrective actions that a party was contractually obligated to perform. 

To ensure that you have fully documented the conditions that resulted in the backcharge, you can create a change event. Common scenarios for documenting backcharges this way include:

  • Repairing something that a subcontractor damaged.
  • Cleaning up an area that the subcontractor was obligated to clean. 
  • Replacing defective materials provided by the subcontractor. 
  • Reinstalling an incorrect installation performed by a subcontractor. 
  • Bringing a neglected issue into compliance with safety regulations. 
  • Providing unforeseen equipment rental and use costs.

After a change event is created, you can then send a Request for Quote (RFQ) to your subcontractors. Subcontractors can then respond to RFQs (or a general contractor can enter a response to an RFQ on the subcontractor's behalf). Included in the RFQ response is all the required documentation related to the change event's potential cost and schedule impact. After your subcontractor's RFQs responses are reviewed, your project team has the information it needs to proceed with creating a Potential Change Order (PCO).

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Change Events tool.
  • Limitations:
    • A change event 'Number' is limited to a maximum of ten (1) characters.
  • Alternate ways to create change events:

Prerequisites

Steps

Create a New Change Event

  1. Choose from these options:
    • Open the Project Tools menu and click the Create Circle icon-create-circle-mobile.png.
      project-tools-create-change-event.png
      OR
    • Navigate to the project's Change Events tool. Then click the Create button. 
      change-events-create-button.png
  2. In the 'New Change Event' page, enter the following:
    • Origin
      Select the Procore tool and item from which your change event originates.  
    • Change Event Number
      Procore automatically assigns new numbers to change events in ascending sequential order.
       Notes
      • The default numbering scheme is 001, 002, 003, and so on.
      • You can customize the numbering scheme for the change events on your project at any time by typing an alphanumeric numbering scheme over the default value. For example, CE001, CE1000, CE-1000, and so on.
      • After customizing the numbering scheme, Procore uses it to assign new numbers to subsequent change events. 
      • The change event number is limited to a maximum of ten (10) characters. 
    • Title
      Enter a descriptive title for the change event. 
    • Status
      Select a status for the change event from the drop-down list.
       Tip
      Which statuses are available for change events? For details, see What are the default statuses for change events in Procore?. Your company's Procore Administrator can also customize the options in this list. See Customize Change Event Statuses
    • Scope
      Select one of the available scope options from the list: In Scope, Out of Scope, or TBD. See What are the default scope options for change events in Procore?
    • Type
      Select the change event type. Your options include: TBD, Allowance, Contingency, Owner Change, or Transfer.  See Set the Default Change Management Configurations.
    • Change Reason
      Select a reason for the change from the drop-down menu. See Set the Default Change Management Configurations.
    • Description
      Describe the event that may result in a change in costs. 
    • Attachments
      Attach any relevant files. 
    • Prime Contract (For Markup Estimates)
      Select the contract that contains the markup settings that you want to use to calculate the markup on the Rough Order of Magnitude (ROM) values. Procore automatically selects the contract with the lowest number.
      change-event-create-new.png
  3. Click Save.
    Procore saves the new change event. 

Add Change Event Line Items

 Tip
Did you know a user with 'Admin' settings on the Change Events tool can turn the Change Events tool's 'Column Display' settings ON and OFF? For best results, your project's column display settings should be determined at the beginning of a project. To learn more, see How do the Change Events tool's column display settings work?
  1. Navigate to the project's Change Events tool.
  2. Choose from these options:
    • Click the Detail tab. Then find the change event to update and click Edit.
      edit-change-event.png
      OR
    • Follow the steps in Create Change Events.
  3. In the 'Edit Change Event' page, scroll to the 'Line Items' card.
  4. Choose from these options:
    • To add one (1) new line item on the change event, click Add Line
      OR
    • To add line items in bulk using line items from all of the project's commitments in the 'Approved' status, click Add Lines for All Commitments
      OR
    • To import line items from a CSV file, see Import Change Event Line Items from a CSV File.
      change-events-line-item-options.png
  5. Complete the line item data entry as follows:
     
  6. Click Update
 Note

If the budget code was not included on the project's original budget, a confirmation message appears for you to confirm that you want Procore to add these line items to the budget. Procore adds the new line item(s) to the project's budget and a question mark icon-help.png appears next to each partial budget line item. To learn more, see What is a partial budget line item? and Add a Partial Budget Line Item.

 

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.