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(Beta) View the Change Events Line Items View

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 In Beta
This tutorial details a feature that is only available to participants who opt-in to the Beta Program for the new Change Events line items view. For details, See (Beta) Change Events: New Change Events Line Items View.

Objective

To view, organise and manage all your project's change events and change event line items.

Background

The Line Items tab in the Change Events tool displays a high-level summary of all of your project's change events. In this tab, change events can be grouped, filtered, searched and edited. Columns can be displayed or hidden based on predefined views or your own customised configuration.

Things to Consider

  • Required User Permissions:
    • 'Read Only' level permissions or higher on the Change Events tool to view change event information. 
    • 'Standard' level permissions or higher on the Change Events tool to view and edit change events you created.
    • 'Admin level permissions on the Change Events tool to view and edit all change events.
  • Additional Information:
    • The custom view only appears once an edit has been made within one of the predefined views. The custom view always displays the most recent edit you have made and is unique to each individual user and project.

Prerequisites

Steps

  1. Navigate to the project's Change Events tool.
  2. Click the Line Items tab. 

Use predefined views to display change events

Select a predefined view from the first of the following drop-down menus or use the second drop-down menu to update how change event information is grouped.

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Classic Detail This view shows columns related to individual change event line item details (line description, vendor, contract, Unit of Measure)
Classic Summary This view   shows columns with change event summary information (status, title, scope, type, reason, origin)
Complete View This view allows you to see all change event information displayed together
Owners View This view should be used by Owner customers and removes revenue columns from the list
Scope View This view is automatically grouped by scope and sorted to help users easily identify where Main Contract Variations are missing for out of scope change - flagging potential exposure
Temporary View Making modifications to the predefined views will switch you to the temporary view automatically

using the Temporary view

The custom view activates when you make an edit to one of the predefined views. Switching back to one of the predefined views after using the custom view will revert the table back to the predefined configurations and saves your modifications to the custom view. The custom view always displays the most recent edit you have made and is unique to each individual user and project. 

Using the Add To Menu to Create Items from Change Events

Change event line items can be linked to other items in Procore's financial management tools. 

  1. Place a tick next to the change event line item(s) that you want to link to another item.
  2. Optional: Click Send Requests for Quote to open the 'Send RFQs' page:
    Note: Line items must exist within the same change event to be included together in an RFQ.
    1. Complete the Send RFQ page as follows:
      • Title. Shows the title of the change event. Type over the title as needed. 
      • Due Date. Shows the due date of the change event. Change this date as needed. 
      • Request Details. Shows the change event title. You can add any details to the request as needed. 
      • Distribution. Select the person to whom you are sending the RFQ. 
      • Attachments. Click Attach Files or use a drag-and-drop operation to add any file attachments to the RFQ email. 
      • Commitment Select. Shows the commitment(s) associated with the RFQ. Any information from the commitment is automatically displays in the RFQ Scope Description, Contract Company, Contract # and Recipients. 
    2. Click Create and Send RFQs to send the RFQ by email to the person named in the 'Distribution' field. 
    3. Read the 'Create and Send RFQs' message, click Continue. 
  3. Click Add to and choose one of these options:
    • Commitment
      • New Purchase Order
      • New Subcontract
      • Link to existing Commitment
    • Commitment Variation/Potential Variation
      • New Commitment Variation/Potential Variation
      • Link to existing Commitment Variation/Potential Variation
    • Main Contract Variation/Potential Variation
      • New Main Variation/Potential Variation
      • Link to existing Main Variation/Potential Variation
    • Budget Changes
      • New Budget Change
      • Link to existing Budget Change

Edit Change Events

To update a change event from the Line Items list view in the Change Events tool:

  1. Click the 'Edit' icon  icon-edit2.png next to the change event line item for the change event you want to update.
  2. Update or review the information for the change event as desired.
  3. Click Save when finished or Cancel to discard any changes.

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Configure Columns

Click the 'Table Settings' icon-ag-grid-table-filter-menu.png icon to open the menu for row height and column configurations.

  • Row Height:
    • Choose between small, medium and large row height for the change events list view.
  • Configure Columns:
    • Use the toggle switch to determine which columns will be displayed or hidden from the change events list-view.
    • Clicking Reset To Default will set all columns to display.

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Filter the Line Items View

Click the Filters button next to the search bar at the top of the change events table

ce-line-item-filter.png

Select from the following filters:

 Note

*Filter options marked with an asterisk (*) allow you to set parameters as number values. The following parameters can be set:

  • Any Value
  • Is Between
  • Is Greater Than
  • Is Greater Than or Equal To
  • Is Less Than
  • Is Less Than or Equal To
  • No Value
  • CE Number - Title
  • Number
  • Title
  • Status
  • Scope
  • Type
  • Change Reason
  • Origin Type
  • Created By
  • Date Created
  • Item Type
  • Budget Code
  • Vendor
  • Contract
  • Quantity - Revenue*
  • Unit Cost - Revenue*
  • Revenue ROM*
  • Main PV*
  • Main PV Status
  • Main PV Title
  • Latest Price*
  • Quantity - Cost*
  • Unit Cost - Cost*
  • Cost ROM*
  • Request for Quote*
  • Request for Quote Status
  • RFQ Title
  • Commitment*
  • Commitment Status
  • Commitment Title
  • Latest Cost*
  • Over/Under*
  • Quantity - Budget*
  • Unit Cost - Budget*
  • Budget ROM*
  • Budget Change*
  • Latest Budget Impact*

Group Columns

Column grouping allows you to better organise the Change Events line items table. Specify which columns you would like to group and items within that group will roll-up underneath. 

Example

You may choose to group change events by scope. In this example, the scope column has been moved to the left side of the table and individual change event line items have been placed within the groups of their respective scopes.

ce-column-grouping.png

To group columns, click the Group By selector at the top of the change events table and select the columns you want to group together.

ce-group-selector.png 

If more than one grouping is selected, they can be rearranged within the 'Group By' Selector by clicking and dragging them into the preferred order. A group can be deleted by clicking the 'x' on the right side of the group.

ce-rearrange-groups.png

Rearrange Columns

Click and drag column titles to move their position in the table to the left or right.

 clipboard_e070653dcb359cd6af38e612832416a2c.png

Click the vertical ellipsis icon-ellipsis-vertical.pngwhen hovering over a column header/title to open additional column settings:

  • Group By
  • Pin Column
    • Pin Left
    • Pin Right
  • Autosize This Column
  • Autosize All Columns
  • Reset Columns

View Line Items

The Line Items card on an individual change event lets you perform different viewing and editing functions. To learn about your options, see (Beta) View the Change Events Line Items View.

Change Event Data Columns

Change Event General Information
Change Event Detail
  • Item Type
    Shows the type associated with the line item: Line Item or Markup.
  • Budget Code
    Shows the budget code associated with the line item. See What is a budget code in Procore's WBS?
  • Description
    Shows the description entered for the individual change event line item.
  • Vendor
    The name of the company whose contract(s) is/are potentially affected by the change event line item.
  • Contract
    The number and title of the contract being affected by the change event line item.
  • Unit of Measure
    The unit of measure selected for the change event line item. See Which units of measure are included on Procore's master list?
Production
  • Unit of Measure
    The unit of measure selected for the measurable amount of work installed on the project that is associated with the change event line item.
  • Quantity
    The number of the chosen units of measure associated with the measurable amount of work installed on the project that is associated with the change event line item.
     
Revenue
  • Quantity
    The number of the chosen units of measure associated with the revenue of the change event line item.
  • Unit Cost
    The value assigned to each unit associated with the revenue of change event line item.
  • Revenue ROM
    The rough order of magnitude (ROM) is the preliminary revenue value assigned to the change event line item.
  • Main/Prime PCO 
    The value of the main variation BOQ line item connected to the change event line item.
  • Main PV Title
    The title of the variation or potential variation connected to the change event line item.
  • Latest Price
    The most up to date value associated with the revenue of the change event line item.
Cost
  • Quantity
    The number of the chosen units of measure associated with the cost of the line item.
  • Unit Cost
    The value assigned to each unit associated with the cost change event line item.
  • Cost ROM
    The rough order of magnitude (ROM) is the preliminary cost value assigned to the change event line item.
  • Request for Quote
    The value of a returned RFQ associated with the change event line item. 
  • RFQ Title
    The title of an RFQ associated with the change event line item.
  • Commitment/Commitment VAR/PV
    The value of the commitment or commitment variation BOQ line item connected to the change event line item.
  • Commitment Title
    The title of the of the contract or variation connected to the change event line item.
  • Latest Cost
    The most up to date value associated with the cost of the change event line item.
  • Over/Under
    The difference between the 'Latest Price' and the 'Latest Cost'.
Budget
  • Quantity
    The number of the chosen units of measure associated with the budget of the change event line item.
  • Unit Cost
    The value assigned to each unit associated with the budget of the change event line item.
  • Budget ROM
    The rough order of magnitude (ROM) is the preliminary value assigned to a budget change connected to the change event line item.
  • Budget Change
    The value of the budget change connected to the change event line item.
  • Latest Budget Impact
    The most up to date value for the budget impact of the change event line item. The value will match the Budget ROM column or the Budget Change column if there is a value.