FINANCIAL: Change Events

What is a Change Event

• In Procore, a change event is any change that affects the scope of a construction project.  Once a change event is recorded in Procore, project teams have the option to create a Request For Quote (RFQ) to obtain quotes from the responsible contractors.
• Change Events are the starting point for all commitment change orders and Prime Contract change orders.

What is a PCO

• Potential Change Order - A collection of change events to be sent to the owner for review and approval prior to issuing PCCO and CCO (Currently CCD).

What is a CCO

• Commitment Change Order - A change order to a subcontractor on a Commitment (Subcontract or PO)

What is a PCCO

• Prime Contract Change Order - A change order to a client on the Prime Contract.

CHANGE ORDER TOOL SETTINGS

• Show Line Items on Prime Contract Change Order PDF's: YES
• Show Line Items on Commitment Change Order PDF's: YES
• Change Reason Behaviour: Drop-down list of pre-defined reason (defined in company admin change order configuration page)

Desktop Procedure

• Open your project and select Change Events
• Select the "+ Create Change Event" in the upper right corner of the screen
• Select origin.  (If the change did not come from an Observation, RFI, Meeting, or Email it can be left blank)
• Change Even # will auto-populate
• Add a title for your Change Event
• Status: Open
• Scope
  • IN SCOPE: Change Events that will not result in an Owner Change Order.  (ie temp roads, backcharges, tracking costs, etc.)
  • OUT OF SCOPE: Change Events that will result in an Owner Change Order
  • TBD: If you are uncertain and will update later.
• Select the TYPE of Change
• Select the Change Reason
• Select the appropriate Expecting Revenue information (see below)
• Fill in as much information in the description as available.
• Add all necessary attachments (email, copy of receipt, ticket, etc)
• Fill in Cost Code, Cost Type, Description, etc.
  • If this is a budget item you are tracking you will be able to add multiple line items as you continue throughout the project to track. Your ROM will show on your Budget View.
• Click CREATE

Expecting Revenue

• The expecting revenue selection will allow you to dictate whether or not cost will show up on the Owner’s side of the change event. If you select yes, then you will need to select which Line Item Revenue Source the Revenue (Owner) side of the change event will pull from. Expecting revenue is the cost plus the default markup. (Vertical markup is created at the point of project setup) The options are as follows:
  • Match Revenue to Latest Cost – this will match the revenue cost to the Cost (Internal) side
  • Enter Manually – this will allow you to manual enter the Revenue (Owner) cost in the change event
  • Quantity x Unit Cost – this was the previous default
    • NOTE: if using this feature you have to use a quantity of 1 and “LS” at the quantity type

RFQ Procedure

• RFQ's are not in the budget view.
• If the subcontractor doesn't utilize the email/quote process, the PM will need to manually add their information.  Saving all documentation.

Naming Conventions

• Change Events should be named as follows:
  • Owner Change Events: "OC - XXX"
  • Internal Change Events: "IC - XXX"

Pending Change Orders (PCO's)

Now that your information is in Change Events, you will want to create your PCO's (Pending Change Orders).  Doing this will also allow you to create reports to show Owners.

• Open your Project and Change Events Tool
• From the Detail Page select any Change Events you want included in your PCO.
• Click on "Add To" from the drop down.
• Select Prime Contract PCO
• Select the appropriate contract item.
• Complete with Docusign (Project Assistant)

Notes on PCO's

• Once a PCO is created, the information from the Change Event will not automatically update if/when the PCO is modified.

Commitment Change Order (CCO)

• From the drop down select "Create Commitment CO" 
• Provide the information on which Commitment the Change Order applies to.
• You will get a screen that allows you to edit anything added to to your change order.
• At the bottom of the screen you will need to provide the associated line item for each change event as reflected below.

• Click Start Workflow to send the CCO to the admin for issuance.
• A the top of the screen you will be allowed to Export to PDF to view.
• The PA will issue to the Subcontractor via DocuSign.

Prime Contract Change Order (PCCO)

• From the drop down select "Create Prime CO"
  • This does NOT affect or connect to Viewpoint at this time.  Once approved, the amount will sync with Viewpoint (Vista).
• Provide the information on which Contract this applies to.
• You will get a screen that allows you to edit anything added to to your change order.
• A the top of the screen you will be allowed to Export to PDF or email directly.
• The PCO template will compile all selected Change Events into one approve able document.
• The final PCCO template is similar to our previous OCO template.
  • Does your PCCO Require an Architect Signature? 
    • From the Admin Tool of your project, scroll to the bottom and select the PCCO With Architect Signature from the dropdown. 

Now that you have Potential Change Orders and Change Events you are able to create reports for yourself or Owners.

Change Event Reports

• Navigate to the Change Events Tool
• Select the preferred view (Detail or Summary)
• Add all preferred filters
• Export to PDF or CSV (CSV will allow you save as an Excel document and make adjustments)

Change Order Reports

• Navigate to the Change Order Tool
• Select either Prime or Commitment from the top
• Export to PDF or CSV for a printable view of the screen.
• Choose Reports from the top right for a more detailed report of:
  • Unexecuted Prime Contract CO's
  • Overdue Prime Contract CO's
  • Overdue Commitment CO's
  • Prime Potential Change Orders by Change Reason