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Procore

(Beta) Edit Change Events

 In Beta
This content on this page is intended for participants who choose to opt-in to the beta release program for the new Modernized Experience for Change Events. To learn more, see (Beta) Project Financials: Modernized Experience for 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 be any event that affects the scope of the work to be completed, causes a change to the project schedule, or results in unexpected costs. It allows your project's team members and stakeholders 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 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.

With the Change Events tool in Procore, you can create a change event to record a reason for a change in a construction project. They also prepare project team members and stakeholders for the potential costs associated with the change event. 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.
  • Alternate ways to create change events:

Steps

Edit a Change Event

  1. Navigate to the project's Change Events tool.
  2. Locate the event to edit in the 'Change Events' table. Then click the Edit button. 
  3. In the 'Edit Change Event' page, update the following as needed:
    • NumberProcore automatically assigns new numbers to change events in ascending sequential order.
       Note
      • 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. 
    • Title. Enter a descriptive title for the change event. 
    • Status. Select a status for the change event from the drop-down list.
      To learn about Procore's default statuses, see What are the default statuses for change events in Procore?. Your Procore Administrator can also customize the options in this list. See Customize Change Event Statuses
    • Origin. Select the Procore tool and item from which your change event originates.  
    • Type. Select TBD, Allowance, Contingency, Owner Change, or Transfer to indicate the type of cost you are preparing for.  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 to the change event.
    • Prime Contract (For Markup Estimates). Select a prime contract to indicate which prime contract’s markup settings should be used to calculate the markup on the Rough Order of Magnitude (ROM) values. Procore will automatically choose the prime contract with the lowest number.
    • 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?
  4. Choose from these options:
    • If you want to add line items to your change event now, continue with the steps in Add Change Event Line Items.
      OR
    • If you want to save the change event and add line items later, click Create

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:
  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
      line-items-add-buttons.png
  5. Complete the line item data entry as follows:
     
    • Budget Code
      Select an existing budget code from the list. See What is a budget code?
       Note

      To create a new budget code, choose from these options:

      • Hover your cursor over the Budget Code cell and click the Plus (+) sign on the right side of the cell. 
        OR
      • Click the Budget Code cell
    • Description
      Enter a description for the line item. 
    • Vendor
      Select the vendor's company name from the drop-down menu. See Add a Company to the Project Directory.
    • Contract
      Select the impacted purchase order or subcontract from the drop-down menu. See Create a Purchase Order or Create a Subcontract.
    • Qty
      Enter a numeric value in this box to indicate the number of units that correspond to the unit of measurement that you specify.
    • UOM
      Select a Unit of Measure (UOM) from the drop-down list. To learn about the default selections in this list, see Which units of measure are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
    • Unit Cost
      Enter the monetary cost in this box to indicate the cost per unit of measurement.
    • Cost ROM
      Enter a numeric estimation of the cost's Rough Order of Magnitude (ROM). This entry has NO financial impact on values in other Procore tools. You can add the ROM to the Budget by following the steps in Add Cost ROM, RFQ & Non-Commitment Cost Source Columns to a Budget View.
       NoteS
      • If you are using the enhancements for unit-based financials, this column will capture unit changes to UOM on both Rev ROM and Cost ROM.
      • If you follow those steps to show the ROM value in the budget, and the change event line item ends up having no cost, you will need to zero out the ROM to remove it from the budget
       
  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 .