Yes. If you are a Procore Administrator or if you have 'Admin' permissions on the project's Admin tool, you can enable the Change Events tool on new projects. However, before enabling the tool, make sure that your end users have NOT created any variations.
If your project users have created one (1) or more variations, you MUST submit a request to your Procore point of contact who will run a migration script before enabling the Change Events tool. See Variation Migration Process below.
To maintain the integrity of your project's financial data, Procore strongly recommends that you do NOT disable the Change Events tool after it has been enabled on a project. While a Procore Administrator does have the ablity to submit a request to firstname.lastname@example.org to disable the tool on the backend of the Procore web application, doing so is discouraged and can result in the following:
- Loss of change event reporting capabilities. This includes all of the project's change events information, such as Change Events, Rough Order of Magnitude (ROM), and Request for Quote (RFQ) data.
- Loss of your project's change events data. This includes all of the project's change events information. However, it does NOT include Potential Variations (PCOs), Head Contract Variations (PCCOs), and Commitment Variations(CCOs).
Variation Migration Process
If you are requesting to enable the Change Events tool on a project after one (1) or more variations have been created, your Procore point of contact will need to run a migration script on your project. The purpose of this script is to create a new change event for every Head Potential Variation (Head PV) that exists. For each Head PV line item, a corresponding change event line item will be created in the new change event.
ImportantThe migration script is best suited for clients using a 2-tier variation structure for PCCOs (see What are the different variation tiers?). Clients using 3-tier variations typically choose to leave the Change Events tool disabled, as a 3-tier structure for variations requires users to manage 4-tiers for all changes (for example, 3- tier variations on head contracts (HCV, VR & PV + Change Events).
- If a CV is linked to only one potential variation, it will be included in the new change event.
- If the cost code and cost type of one CV line item match the cost code and cost type of one PV line item, the PVAR and CVAR will be linked on the same change event line item.
- If the cost code and cost type of one CVAR line item does not match the cost code and cost type of a PVAR line item, a new change event line item will be created for that CVAR line item.
- If a CV is linked to multiple PCOs – or no PCOs – it will get its own change event. A change event line item will be created for each CV line item within that change event.
Enable the Change Events Tool
If, after reading the details above, you would like to activate the tool on your existing project(s), we strongly recommend making the following changes first:
- Update your default permission templates.
- In order to send RFQs to a subcontractor, you will need to give them 'Standard' permissions on the Commitments tool.
- If you want your Site Manager to be able to create Change Events, you will want to give them 'Standard' permissions on the Change Events tool.
- Project managers and potentially project engineers should be given 'Admin' permission on the Change Events tool.
- Enable the tool on your standard project template so it is on by default for all new projects. See Add and Remove Project Tools.
TipThinking about disabling the Change Events tool? Be sure to review this FAQ first: Can I disable the Change Events tool?