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Procore

Create a Change Event (EYA)

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Create a change event.

Background

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.
  • In addition to preparing for the cost, Change Events will also be created when entering a Potential Change Order. (See Create a Potential Change Order (EYA))
  • 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.

EYA Protocols

  • Creator enters a Change Event when a change occurs: (examples)
    • Design Changes
    • Product Spec Changes
    • Owner’s Walk
    • RFIs
    • Subcontractor Price Changes
    • Code Requirements
    • Change Order
  • If change needs urgent action, the creator will notify through email/phone call. (If the change event is overturned, then a follow-up email needs to be sent as well.)
    • Send to Marketing Coordinator if change is affecting:
      • Selection Catalog
      • Sales Brochure
    • Send to Architecture Coordinator if change is affecting:
      • Lighting Diagrams
      • Cabinet Layouts
  • Procurement Team
    • Checks Change Events tab on a weekly basis
    • Populates fields:
      • Fields initiator could not complete
      • Cost Codes
    • Sends Request for Quotes out to specific Subcontractors:
      • Populates message field
      • Attaches any required forms for the Subs to complete during RFQ
    • Receives quotes and negotiates with Subs as necessary
    • Creates Commitment Change Orders from RFQs and closes Change Event
    • Provides full list of change events to all subs on a scheduled basis
  • Bi-weekly Reports:
    • The CLAPS team will receive a bi-weekly report of the change events list for them to review before the bi-weekly CLAPS meeting.

Steps

  1. Navigate to the Project level Change Events tool.
  2. In the right pane, click the + Create Change Event button.


     
  3. 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. Note: The Procurement Manager will update this when all CCOs have been created on the Change Event.
      • 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.
    • Scope: This field is not required, as it currently doesn't have value to EYA.
    • Type*: Select Budgeted or Unbudgeted to indicate the type of cost you are preparing for.  
    • Change Reason*: Select a change reason from the drop-down menu. 
    • Description*: Describe the event that may result in a change in costs. 
    • Attachments*: Attach any relevant files. 

  4. Scope Estimate (Optional if just producing a Change Order): 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:
    1. Click + Add New Line.​
    2. Select the impacted cost code from the drop-down menu. You will see budgeted cost codes and non-budgeted cost codes in this list.
    3. Select a Line Item Type. This is tied to the budget and is unrelated to the Scope Estimate. Choose what is in the drop-down.
    4. Enter a description*.
  5. 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. 


     
  6. 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. 

Next Steps

  1. Create RFQs (EYA)
  2. Create a CPCO/CCO From a Change Event (EYA)
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