What is a change event?
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 programme 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 Variation
A change event can come from many sources and is an event that establishes the variation 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 main 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 programme impact. After your subcontractor's RFQs responses are reviewed, your project team has the information it needs to proceed with creating a Potential Variation (PV).
Change Event Process
The tasks listed below summarise the change management process in Procore: