CHANGE EVENTS

CHANGE EVENTS

This guide will provide instructions on how to view, filter and create change events and ultimately Prime Contract Change Orders as well as Commitment Change Orders. Change Events are liken to PCOs, PCOAs or other nomenclature for potential changes. ALL change orders begin as Change Events, whether internal or external, and ALL related change orders are to be created from the same Change Event.

MICROSOFT EXCEL® IS NOT AN ACCEPTABLE ALTERNATIVE FOR MANAGING PROJECT FINANCIALS.



There are no customization settings available at the time of this printing.

Navigate to the project’s Change Events tool.
Click the + Create Change Event button located in the right sidebar.
Enter information in the applicable fields.

FIELD
DESCRIPTION
Origin
Select the source from which this change event originated. At the time of this writing only RFI’s and Observations can be selected, if these do not apply then leave blank.
Change Event #
This field will automatically populate with the next number in your change event sequence. If a custom number has been added, the next change event created will automatically be given the next sequential number.
Title
IN ALL CAPS, provide a brief descriptive title for the change event (e.g. BULLETIN 1, CARPET ALLOWANCE). Do not use Change Order Numbers as titles. Note that the title in the example above matches the LARGE print at the top of the screen.
Status
By default, the status is Open. Update as applicable and defined below:

  • Open: This is the default status when you first create a change event. This indicates that the change event is active, and users can manage items within the event (RFQs, Budget Modifications, Commitment PCOs, and Prime PCOs).
  • Closed: Set the change event to this status once all necessary change orders and RFQs have been created and the event is considered complete and there is no further action to be taken.
  • Void: Set the change event to this status if no change came from the event. Setting the change event as void is an alternative to deleting the change event as a record will be kept on the log page for future reference.
    Note: If you mark a change event as Void, that change event will be hidden on the Change Events Log page. To view voided events, select 'Void' or 'All (Include Void)' from the Status list under Filters on the Change Events log page.
  • Pending: Set the change event to Pending if the change event requires approval before it can be closed out.
Scope
This refers to Prime Contract scope of work. Select In Scope if the contents of the Change Event are included in the Prime Contract. Select Out of Scope if the contents are not included in the Prime Contract, signifying that the change order will be submitted to the client as an additional cost.
Type
Select the appropriate type from the dropdown.
Change Reason
Select the appropriate change reason from the dropdown.
Description
Describe the event that may result in a change in costs. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists.
THIS IS NOT THE SCHEDULE OF VALUES, HOWEVER, WILL CARRY OVER TO ANY CHANGE ORDER CREATED FROM THIS EVENT.
Attachments
Attach any related materials such as drawings, sketches, RFP’s, PBC’s, etc. You may attach files that have been uploaded to your project or drag and drop files from your local computer.

Click + Add Line Item. Then enter the information in the applicable fields.

FIELD
DESCRIPTION
Cost Code
Select the cost code from the drop-down menu. Only those cost codes that are part of the budget will be available for selection. If a cost code is needed, refer to the KBDG PROCORE MANUAL FOR BUDGETING.
Description
ENTER A DESCRIPTION IN ALL CAPS. It must be less than or equal to 60 characters in length.
Vendor
If applicable, select the vendor to which a change order will eventually be issued.
Contract
If applicable, select the contract to which a change order will eventually be issued. If a vendor is selected first, this field will automatically populate with the correct contract number.
ROM
Enter a ROM (Rough Order of Magnitude). A ROM is the numeric estimation of what the cost could be and has no financial impact on any of the other tools in Procore.

Optionally, click +Add Lines for All Commitments to add lines for each commitment that have been issued (excluding those that are void or terminated). This is useful when a client issues a Bulletin change that impacts most, if not all, vendors on site.

To remove a line click the red circle located to the right of it.

Click Create to complete this step.


Change Events are the starting point for any and every change order. They act as a hub for creating all manner of commitments and are the key to successfully managing project changes.

It is recommended to work from the Detail view within Change Events as it allows for selecting line items across multiple events easily as well as providing transparency into the financial impact of each event.

While in the Detail view, Change Events can be filtered utilizing the Add Filter drop-down as shown. This feature will help keep the list of available events manageable as the project continues.

Once a Change Event is created an array of tasks can be performed to carry it through completion. Select one, or more, line items from a single Change Event or multiple Change Events to proceed. It is recommended to work from the Change Events Detail view as the entire list of line items are available for use.


Select one or more lines by checking the box located to its left.


Based on the quantity and status of the items selected the Bulk Actions dropdown, located near the top of the screen, will serve as a guide toward the next available options.


In this example the concrete subcontract is selected, and the allowable options are shown in the Bulk Actions dropdown.
Those actions which are not allowed are masked in a gray background with grey text.

FIELD
DESCRIPTION
Add to Unapproved Commitment
Adds the line item to the schedule of values of any commitment that has not been approved/executed.
Add to Unapproved Commitment CO
N/A for KBDG.
Add to Unapproved Prime PCO
Adds the line item to any Prime PCO that has not been approved/executed.
Create Commitment CO
Creates a Commitment CO based on the values of the line item(s).
Create Prime PCO
Creates a Prime Potential Change Order and ultimately Prime Contract CO.
Create Purchase Order Contract
Creates a new Purchase Order based on the details of the line item(s).
Create Subcontract
Creates a new Subcontract based the details of the line item(s).
Send RFQs
Creates a new RFQ for response by invited subcontractors.

Changes may occur while actively buying out a scope of work. If this occurs change events can be applied to commitments that are unapproved (i.e. not executed or status is pending).

Select one or more lines by checking the box located to its left, keeping in mind that line items be selected across multiple Change Events.

From the Bulk Actions drop-down menu, select Add to Unapproved Commitment then select the applicable commitment.

Note: Additional Schedule of Value line items will be created from the change event line items. The description is hyperlinked to the originating Change Event.

Because of the data connection between Procore and Vista this IS NOT an available option in the drop-down menu. Instead link a Schedule of Values Item to a Change Event (Next Gen) Line Item using these steps:

Navigate to the project's Commitments tool then view the commitment that is to be updated. Once loaded click the Schedule of Values subtab then click Edit.

Note: The SOV cannot be edited if there are any approved Commitment Change Orders or existing requisitions.



Under Add Line Item, locate the desired line item then select the appropriate change event line item from the dropdown. Then enter the following information as described in Commitments Manual - Cost Code, Description, Type, and Amount.

Click Save.

The corresponding change event's schedule of values will update to include the line item.

Prime PCOs are for change event items that are not yet in contract and to be submitted to the client/owner as part of a change order. If a Prime PCO exists and it is desired to include additional items, follow these steps, otherwise skip to CREATE PRIME PCO.

Navigate to the project's Change Events tool then select the change event line item(s) to add to an unapproved prime potential change order. The Detail subtab allows for selection of multiple line items across multiple Change Events.

From the Bulk Actions drop-down menu, select Add to Unapproved Prime PCO.


Select the unapproved Prime PCO in the list to add to. The subsequent screen shows all Change Events associated with the Prime PCO, including those from the previous step.


Note: Additional Schedule of Values line items will be created from the change event line items.

Navigate to the project's Change Events tool. Select one or more change event line items to include in the CCO.

From the Bulk Actions drop-down menu, click Create a Commitment CO then follow the arrows to the right to select the desired commitment. Procore automatically separates the available commitments by those with matching cost codes in their SOV and all those that do not.


Upon selecting the commitment, the program will redirect to a new screen. Enter the information in the applicable fields.

FIELD
DESCRIPTION
Sign with DocuSign
Check this box to enable the DocuSign integration to execute the change order electronically.
Number
This field is automatically populated. By default, the number will automatically increment by one. Custom numbers can be used, if needed.

Note: Custom numbers will increment by one, for each subsequent change order.
Revision
This field displays the CCO's revision number. When a CCO is first created, its revision number is zero. A CCO could have multiple revisions because of feedback from a reviewer/approver.
Title
This field will automatically populate based on the name of the change event. If the title is not specific enough, revise it being sure to type in ALL CAPS (e.g. SAMPLE PO MODIFICATION – CHANGE EVENT).

Do not use Change Order Numbers as titles.
Status
Select the status of the CCO, update as applicable:

  • Approved: The CCO has been approved. Costs are reflected as "Committed Costs" in the budget.
  • Draft: The CCO is in a draft state (i.e., it needs further modifications) before it can be submitted for review and approval. Costs are not reflected in the budget.
  • No charge: There is no resulting charge from the CCO.
  • Pending-In Review: The CCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
  • Pending-Not Pricing: The CCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
  • Pending-Not Proceeding: The CCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
  • Pending-Pricing: The CCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
  • Pending-Proceeding: The CCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
  • Pending-Revised: The CCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
  • Rejected: The CCO has been rejected. Costs are not reflected in the budget.
Private
Check this box so only users with 'Admin' level access on change orders can view this change order. KBDG Managers and Executives will always have access to this tool.
Change Reason
This field will populate automatically based on the change reason entered in the change event; however, this can be edited as necessary to accurately reflect the reason for the change order.
Accounting Method
This field inherits the accounting method that was specified in the Prime Contract (e.g. Amount Based).
Due Date
Enter the date the change order is due.
Invoiced Date
Enter the date the change order was invoiced.
Paid Date
Enter the date the change order was paid.
Designated Reviewer
Select a user to review the change order.
Request Received From
Select the Subcontractor that is requesting and/or is receiving the change order.


FIELD
DESCRIPTION
Description
Provide more details regarding this change order. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists.

THIS IS NOT THE SCHEDULE OF VALUES.
Schedule Impact
If known, provide an estimate of the number of additional days that would potentially be added to the current project schedule if the CCO were approved.
Location
Enter the location where the change order work is most applicable. This can be general such as “Jobsite” or as specific as “Room 101”.
Reference
Enter any additional reference information that is applicable to the change order.
Executed
Place a checkmark in this box to indicate whether the subcontract has been executed.
Field Change
Check this box if the change order is a field change.
Paid In Full
Check this box to indicate that KBDG has received payment for this change order.
Change Event Line Items
As most projects are integrated with ERP, select a line item from the associated line item drop-down menu. If New Line Item is selected, a $0 line item will be added to the commitment's SOV.

If the project is not integrated with ERP, click Create.
Attachments
Attach any related materials such as proposals, receipts, sketches, etc. You may attach files that have been uploaded to your project or drag and drop files from your local computer. Be aware that all attachments will be included in the DocuSign envelope upon creation.

Click Create (for new Change Orders), Save (for editing an existing Change Order) or Complete with DocuSign (to obtain digital signatures for execution. Only DocuSign license holders can use this function).


Create a Prime PCO from a change event. This is the first step towards creating a Prime Contract Change Order.


Navigate to the project's Change Events tool then select one or more change event line items you want to include in the Prime PCO. You can select line items across multiple change events.

From the Bulk Actions drop-down menu, click Create a Prime PCO. Note: The Schedule of Values (SOVs) will be created from the change event line items.

Enter the information in the applicable fields.

FIELD
DESCRIPTION
Sign with DocuSign
Check this box to enable the DocuSign integration to execute the change order electronically.
Number
This field is automatically populated. By default, the number will automatically increment by one. Custom numbers can be used, if needed.

Note: Custom numbers will increment by one, for each subsequent change order.
Title
This field will automatically populate based on the name of the change event. If the title is not specific enough, revise it being sure to type in ALL CAPS (e.g. ADDITIONAL PIPE BOLLARDS).

Do not use Change Order Numbers as titles.
Status
Select the status of the CCO, update as applicable:

  • Approved: The PCO has been approved. Costs are reflected as "Approved COs" in the budget.
  • Draft: The PCO is in a draft state (i.e., it needs further modification) before it can be submitted for review and approval. Costs are not reflected in the budget.
  • Pending-In Review: The PCO is currently being reviewed by an approver. Costs are reflected as "Pending Budget Changes" in the budget.
  • Pending-Not Pricing: The PCO is pending and is not actively being priced. Costs are reflected as "Pending Budget Changes" in the budget.
  • Pending-Not Proceeding: The PCO is pending and the work is not currently taking place. Costs are Budget reflected as "Pending Changes" in the budget.
  • Pending-Pricing: The PCO is pending and currently out for pricing. Costs are reflected as "Pending Budget Changes" in the budget.
  • Pending-Proceeding: The PCO is still pending and the work is being completed. Costs are reflected as "Pending Budget Changes" in the budget.
  • Pending-Revised: The PCO has been modified since its initial submission. Costs are reflected as "Pending Budget Changes" in the budget.
  • Rejected: The PCO has been rejected. Costs are not reflected in the budget.
  • No Charge: The PCO has no resulting charge.
Prime Contract Change Order
  • None: A PCO can be linked at a later time.
  • Add to Existing: Link the PCO to an existing Prime Contract Change Order.
  • Create New: Create a new prime contract change order.
Change Reason
This field will populate automatically based on the change reason entered in the change event; however, this can be edited as necessary to accurately reflect the reason for the PCO.
Private
Specify who can view the PCO. By default, the PCO is "private" and is only visible to users with 'Admin' level permissions (i.e. KBDG employees). Non-Admin level users (i.e. clients) can view the PCO as well as the Prime Contract & Prime Contract Change Orders.
Accounting Method
This field inherits the accounting method that was specified in the Prime Contract (e.g. Amount Based).
Description
Briefly provide a description of the PCO including details pertinent to its execution. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists. Entries made here will be carried over to Vista > PM Subcontracts > Notes

THIS IS NEITHER THE SCHEDULE OF VALUES NOR THE SCOPE OF WORK.


FIELD
DESCRIPTION
Executed
Place a checkmark in this box to indicate whether the PCO has been executed.
Signed Change Order Received Date
Enter the date when the PCO was received with signature.
Request Received From
Select a user from the project's directory for whom the PCO is being submitted on their behalf.
Location
Enter the location where the change order work is most applicable. This can be general such as “Jobsite” or as specific as “Room 101”.
Schedule Impact
If known, provide an estimate of the number of additional days that would potentially be added to the current project schedule if the PCO and Prime Contract Change Order were approved.
Field Change
Check this box if the change order is a field change.
Reference
Enter any additional reference information that is applicable to the PCO.
Paid In Full
Check this box to indicate that KBDG has received payment for this change order.
Attachments
Attach any related materials such as proposals, receipts, other documentation, as necessary. You may attach files that have been uploaded to your project or drag and drop files from your local computer. Be aware that all attachments will be included in the DocuSign envelope upon creation.

Change Events can be used to create new Purchase Orders as a result of a change condition.

Navigate to the project's Change Events tool. Select the change event line item(s) needed to complete the Purchase Order.

From the Bulk Actions drop-down menu, select Create a Purchase Order contract.

The Schedule Of Values for the Purchase Order will be created from the Change Event line items.

Follow KBDG policy and instructions for creating Commitments here: PROCORE COMMITMENTS

Change Events can be used to create new Subcontract Commitment as a result of a change condition.

Navigate to the project's Change Events tool. Select the change event line item(s) needed to complete the Purchase Order.

From the Bulk Actions drop-down menu, select Create Subcontract.

The Schedule Of Values for the Purchase Order will be created from the Change Event line items.

Follow KBDG policy and instructions for creating Commitments here: PROCORE COMMITMENTS

The Change Events tool can help manage the process of pricing change orders. Use it to send Requests For Quotes to vendors and monitor their status within each Change Event.

Select one or more items by checking the box to the left of each item, alternatively select the checkbox to the left of the heading to select all items in the Change Event.


From the Bulk Actions drop-down menu, click Send RFQs.


In the next screen enter the information into the applicable fields.

FIELD
DESCRIPTION
Title
Provide a descriptive title for the RFQ. The RFQ's title is displayed as the title in the list view.

ENTER THE TITLE IN ALL CAPS (e.g. PIPE BOLLARDS).
Due Date
Select a due date for the RFQ. The default due date is 7 calendar days after creation of the RFQ.
Request Details
Provide details and/or instructions to subcontractors regarding this request for quote. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists.

THIS IS THE SCOPE OF WORK BEING QUOTED.
Distribution
Select KBDG users, or distribution groups, to be notified when RFQ responses are submitted.

Note: You can also set up a default distribution for RFQs within the Commitment Configure Settings.
Attachments
Attach any related materials such as drawings, sketches, RFP’s, etc. You may attach files that have been uploaded to your project or drag and drop files from your local computer. Attachments added in the Change Events are automatically included.


Select additional companies from the drop-down menu, the appropriate contract number, and recipients for that contract as applicable. If a vendor was already associated with the change event line item, that vendor will auto-populate in the drop-down.

A user must have access to that particular commitment in order to receive an RFQ. This is done by selecting their name from the "Private" dropdown in each commitment.

To remove a line click the red circle located to the right of it.

Click Create and Send RFQs.


Individual emails requesting a quote for pricing are sent to each subcontractor and the Change Event log is updated to indicate that RFQ’s have been sent.


From time to time it will be necessary to edit a Change Event. These may range from updating the descriptions and pertinent details to adding to the schedule of values. Whatever the reason, editing can be done simply by clicking the Edit button within each respective subtab. There are times when edits cannot be made due to other factors (i.e. Prime Changes, Commitment Changes, ERP Status, etc.) Procore will make notes and other tooltips available to indicate which, if any, edits cannot be made.

In Detail view (this is the default) click Edit on any of the Change Event line items. In Summary view click Edit to the left of the Change Event number and Title.

Either option will open the Change Event in a new screen ready to accept updated information including updated numbers or deletions of line items.

To delete a line click the red circle located to the right of the dollar amount.

It is important to know that a Schedule of Values item cannot be deleted after issuing an RFQ, Commitment, Commitment CO, Prime PCO or Budget Modification as noted in the dark tooltip shown in the image to the right.

CHANGE A COMMITTED VALUE

It is possible that the dollar amount entered in the Change Event ROM will differ from the amount that is to be issued to the subcontractor. To change the value AFTER a Commitment or Commitment CO has been created navigate to the Change Even then click Edit.

In the Change Events Detail view, any dollars committed to a vendor via a Change Event will appear in the table of values under the column heading Commitment. Place the mouse over the value in the Commitment column, located towards the right side of the screen, a tooltip will appear that indicates whether the amount shown is associated with a Commitment or Change Order, as indicated by the numbering convention applied to it (e.g. SC-18999-001 versus CO #001).

Click on the value that needs to be modified. The system will open a new page where this value is currently entered, whether it be a Commitment or Change Order. Click Edit in the respective tool and make the necessary changes, similarly as described in this and the COMMITMENTS MANUAL.


PC = Project Coordinator
PM = Project Manager
PX/BUL = Project Executive / Bus. Unit Leader
TASK
PC
PM
PX
Create Change Event
1
Evaluate Scope of Work & Issue RFQ
1
2
Create CO's (Prime & Commitment)
1
2
Send via DocuSign
1
Update Status
2
1