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Create a Change Event

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Objective

To create a 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 programme or results in unexpected costs. With Procore, you can create a change event to record the event that establishes the need for a variation. 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).

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

Create a Change Event

  1. Navigate to the project's Change Events tool.
  2. Click + Create.
  3. Under General Information, enter the following:
    • Origin. Select one of the project tools to link the item from which the change event originated. See Which Procore tools can I use to create a change event?
    • Change Event #. Procore automatically assigns numbers to change events in ascending order.
       Note
      • The default numbering scheme is 001, 002, 003 and so on.
      • You can customise 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 your new scheme to assign numbers to new 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 customise the options in this list. See Customise 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 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. 
    • Main Contract (For Markup Estimates). Select a main contract to indicate which main contract’s markup settings should be used to calculate the markup on ROMs. This field will default to the lowest-numbered main contract.
  4. (Optional) If you want to add line items to your variation now, follow the steps in Add Change Event Line Items.
  5. 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:
    • Click the Detail tab. Then find the change event to update and click Edit.

      OR
    • Follow the steps in Create a Change Event.
  3. Choose from these options:
    • To add a new line item, 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. 
  4. Complete the line item data entry as follows:
    create-budget-code.png
    • Budget Code
      Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code?
    • 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 Commitment.
    • Qty
      Enter a numeric value in this box to indicate the number of units that correspond to the unit of measurement that you specify.
    • Unit of Measure (UOM)
      Select a unit of measure from the drop-down list. To learn about the default selections in this list, see Which units of measurement (UOM) 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
       
  5. Click Update. 

Note: If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking to confirm to add these line items to the budget. If OK is selected, these line items will be added directly to the Budget with a "?" next to each line item. See Add a Partial Budget Line Item.

See Also 

 

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 here.