Create 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 also be an event that causes a change to the project programme or results in unexpected costs. In Procore, creating a change event provides your project's team members and stakeholders with the ability 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's 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.

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.
Limitations:
- A change event 'Number' is limited to a maximum of ten (1) characters.
Alternate ways to create change events:
- To learn how to use other Procore platforms and tools to create a change event, see Which Procore tools can I use to create a change event?

Prerequisites

Add the Change Events tool to the project. See Add and Remove Project Tools.
Configure the tool's settings. See Configure Settings: Change Events.

Tip

Check out Change Events - Videos for video walkthroughs of these steps and more.

Create a New Change Event

Choose from these options:
- Open the Project Tools menu and click the Create Circle .
  
  OR
- Navigate to the project's Change Events tool. Then click the Create button.
In the 'New Change Event' page, enter the following:
- Origin
  Select the Procore tool and item from which your change event originates.
- Change Event Number
  Procore automatically assigns new numbers to change events in ascending sequential order.
  Notes
  - 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 it to assign new numbers to subsequent change events.
  - The change event number is limited to a maximum of ten (10) characters.
- Title
  Enter a descriptive title for the change event.
- Status
  Select a status for the change event from the drop-down list.
  
  Tip
  Which statuses are available for change events? For details, see What are the default statuses for change events in Procore?. Your company's 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?
- Expecting Revenue
  Select YES or NO. If YES, select one of the options from the Line Item Revenue Source field. If NO, Revenue ROM amounts will be set to zero (0).
- Line Item Revenue Source
  Select one of the options from the list: Match with latest cost, No revenue expected or Quantity x Unit Cost.
- Type
  Select the change event type. Your options include: TBD, Allowance, Contingency, Owner Change or Transfer. 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 the contract that contains the markup settings that you want to use to calculate the markup on the Rough Order of Magnitude (ROM) values. Procore automatically selects the contract with the lowest number.
Click Save.
Procore saves the new change event.

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?

Navigate to the project's Change Events tool.
Choose from these options:
- Click the Detail tab. Then find the change event to update and click Edit.
  
  OR
- Follow the steps in Create Change Events.
In the 'Edit Change Event' page, scroll to the 'Line Items' card.
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.
  OR
- To import line items from a CSV file, see Import Change Event Line Items from a CSV File.
Complete the line item data entry as follows:
- Budget Code
  Select a budget code or click Create Budget Code. See What is a budget code in Procore's WBS?
  
  Tip
  Need help creating a new budget code? For step-by-step instructions, see Create Budget Codes in Procore's Project Financials Tools.
- 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
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 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.

Update Production Quantities

Production Quantities relate to contracts and the budget through a combination of sub job and cost code. Users may edit these fields when editing change events line items in the change events edit page. However, if the Production Quantities are associated with a Main potential variation or Budget Change, the Production Quantity will be locked unless unlinked from the change objects.

Navigate to the project's Change Events tool.
Locate and open an existing change event in the Line Items tab.
OR
Create a new change event. See Create Change Events.
Scroll to the Production Quantities card.
Click Add Line.
Complete the line item data entry as follows:
- Sub Job
  Select a sub job from the list.
- Cost Code
  Select a cost code from the list.
- Description
  Enter a description for the line item.
- 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.
Click Save.

Next Step

Create RFQs from a Change Event