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Edit Change Events

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Objective

To edit an existing 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. 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:
    • To edit change events you created, 'Standard' level permissions or higher on the project's Change Events tool.
      OR
    • To edit any change event, 'Admin' level permissions on the project's Change Events tool.

  • Alternate ways to create change events:

Steps

Edit a Change Event

  1. Navigate to the project's Change Events tool.
  2. Locate the event to edit in the 'Change Events' table. Then click the Edit button. 
  3. In the 'Edit Change Event' page, update the following as needed:
    • 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. 
    • 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. 
    • Origin. Select the Procore tool and item from which your change event originates.  
    • 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 to the change event.
    • 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 the Rough Order of Magnitude (ROM) values. Procore will automatically choose the main contract with the lowest number.
    • 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. Selecting 'No' will set 'Line Item Revenue Source' to 'No revenue expected'.
    • Line Item Revenue Source
      Select one of the options from the list: Match Revenue to Latest Cost, Enter Manually or Quantity x Unit Cost.
  4. Choose from these options:
    • If you want to add line items to your change event now, continue with the steps in Add Change Event Line Items.
      OR
    • If you want to save the change event and add line items later, 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.
      edit-change-event.png
      OR
    • Follow the steps in Create Change Events.
  3. In the 'Edit Change Event' page, scroll to the 'Line Items' card.
  4. 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.
       
  5. Complete the line item data entry as follows:
     
    • Budget Code
      Select an existing budget code from the list. See What is a budget code?
       Note

      If the budget code sync configure setting is enabled, the budget code of any items connected to the change event line item will also be updated. See Configure Settings: Change Events. 

    • 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
  6. 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 icon-help.png 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.

Import Line Items

Download the Bill of Quantities CSV Template

  1. Create a new change event or edit an existing change event.

  2. Click Import Line Items from CSV at the bottom of the 'Line Items' card.
  3. Click Download Blank CSV Template.

 After completing the steps above, continue with Add Line Items to the CSV Template. 

Add Line Items to the CSV Template

  1. Open the CSV template that you downloaded. 
    Note: The Sub Job, Cost Code and Cost Type fields will be pre-populated with the budget code segments that are currently in use on your project.
  2. Complete the following fields on the import template for each line you want to import:
    Note: Only lines with values entered into at least one of the following columns will be imported. There are no required fields.

    Description. Enter a description for the line item.
    Vendor. Enter the company name as it appears in the project's Directory.
    Contract. Enter the contract number and title.
    NOTE: The required format for this field is "#'Contract Number': 'Contract Title'". For example, a contract with a number of 'SC--001' and a title of 'Test Contract' is entered as "#SC--001: Test Contract"
    Qty. Enter the unit quantity for the line item(s).
    UoM. Enter the unit of measure (UoM) for the line item(s) (Case Sensitive).
    Unit Cost. Enter the unit cost value.

After completing the steps above, continue with Import the Completed CSV Template to Procore.

Import the Completed CSV Template to Procore

  1. Click Import Line Items from CSV.
  2. Click Upload File and select your completed template or drag and drop the file into the 'Drag & Drop' box.
    Note: If there are any errors in the template a banner will appear preventing you from importing. To review the errors, click Show Errors and make the necessary corrections to the template.
  3. Click Import. 
    Note: Clicking 'Import' will complete the creation process for the change event. The change event line items' revenue ROM setting will be applied based on the scope that is chosen for the change event before importing. 

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.

  1. Navigate to the project's Change Events tool. 
  2. Locate and open an existing change event in the Line Items tab.
    OR
    Create a new change event. See Create Change Events. 
  3. Scroll to the Production Quantities card.
  4. Click Add Line.
  5. Complete the line item data entry as follows:
  6. Click Save.