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Create a Change Event with Revenue ROM


To create a change event for a project that is using Revenue ROM. 


To prepare for the cost of a change, before it becomes an actual cost, you can create a change event. 

For example, if a project manager is anticipating the need to change the paint colours of a project, he or she can start preparing for that cost by creating a change event, which describes the estimated financial cost of the change as well as which cost codes will be affected. After creating a change event, they can then create an RFQ (Request for Quote), which is sent to the appropriate subcontractors for pricing. When RFQs are created and responded to by the assigned subcontractors, variations can then be created based upon the submitted quote.

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Change Events tool.
  • Supported Platforms:
    • Procore for Web
    • Procore for Android
    • Procore for iOS
  • Alternate ways to create change events:



Create a Change Event with Revenue ROM

  1. Navigate to the project's Change Events tool.
  2. Click Create.
  3. Under General Information, enter the following:
    • Origin. Select the observation or RFI that resulted in this change event. 
    • Change Event #. The system assigns change event numbers in sequential order. If you want to customize the numbering scheme, you can update it to an alphanumeric number (for example, A200 or CE1000) and the system will automatically use that scheme and assign subsequent numbers in sequential order. 
    • Title. Enter a descriptive title for the change event.
    • Status. Select the status of the change event from this list:
      Note: To configure these statuses, see Set the Default Change Management Configurations.
      • Draft
        Select Draft to create a change event and keep it in the draft state. 
      • Open
        This is the default status. Select Open to indicate the change event is active while users are managing items associated with the event.  For example, budget modifications, CPCOs, Head PCOs and RFQs. 
      • Closed
        Select Closed after all required variations and RFQs have been created and the change event is considered complete.
      • Pending
        Select Pending if the change event requires approval before it can be closed out.
      • Void
        Select Void to indicate no change resulted from the event.
        • It is recommended that you choose this status instead of deleting the change event. This ensures the system keeps a record in the Change Events register page for future reference.
        • To view voided events, select Void or All (Include Void) from the Add Filters menu on the Change Events register page.
    • Scope. Select one of the available options from the list:
      • In Scope. Select this option if the cost of the change event is covered in the original contract. The Revenue ROM will default to No Revenue Expected for all line items.
      • Out of Scope. Select this option if the cost of the change event is NOT covered in the contract. In most situations, a variation will be submitted to the owner/client as an additional cost. The Revenue ROM will default to Automatically Use Latest Cost for all line items. 
      • TBD. Select this option if the cost of the change event has yet to be determined. 
        • The scope setting affects the default Revenue ROM for new line items added to this Change Event. Revenue ROM for each line item can be viewed and edited on the save/view mode of the change event or on the Detail tab of the Change Event tool. 
        • If the scope is updated after the Change Event is created, a checkbox will appear, giving you the option to “Update the Revenue ROMs” for all existing line items to match the defaults for that scope. This box is checked by default, uncheck it if you wish to preserve your existing Revenue ROM values.
        • If the change event has a mix of different scopes, select the scope that applies to the majority of line items. For example, if the Change Event has 10 line items and 8 line items are Out of Scope and 2 line items are In Scope, set the Change Event scope as Out Of Scope so all 10 line items default to Automatically use Latest Cost, then save and inline edit the Revenue ROM on the 2 in scope line items to No revenue expected; see Step 5, below.
    • Update Revenue ROMs. This field appears next to the Scope field if you make a change in the Scope field. Mark this tickbox if you want the revenue ROM of all line items to be updated according to the new scope that you selected. This change will happen when you click the Save button on this change event.
      When changing the scope to In-Scope or TBD, the revenue ROM for all line items will be set to $0. When changing the scope to Out of Scope, the revenue ROM for all line items will be set to automatically use the Latest Cost.
    • Type. Select TBD, Allowance, Contingency, Client Change or Transfer to indicate the type of cost you are preparing for.  To learn how to configure change types,  see Set the Default Change Management Configurations.
    • Change Reason. Select a reason for the change from the drop-down list. To learn how to configure change reasons,  see Set the Default Change Management Configurations.
    • Description. Describe the event that may result in a change in costs. 
    • Attachments. Attach any relevant files. 
    • Head Contract (For Markup Estimates). Select a head contract to indicate which head contract’s markup settings should be used to calculate the markup on revenue ROMs. This field will default to the lowest-numbered head contract.
    • (Optional) Click +Add Lines for All Commitments if you want to add lines for each scope of work across all subcontracts and purchase orders that are not void or terminated.  
  4. Click Create
    • If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking to confirm to add these line items to the budget.
    • If OK is selected, these line items will be added directly to the Budget with a "?" next to each line item. See Add a Partial Budget Line Item.
  5. To edit the Revenue ROM amount, in save/view mode of the Change Event or on the Change Event tool’s Detail tab, inline-edit each Revenue ROM as necessary:
    • Automatically Use Latest Cost. If this is selected, the Revenue ROM amount will match the Latest Cost amount. (Latest Cost is the existing column in the Change Event Cost section, which auto-updates to the right-most value between Cost ROM, RFQ, Commitment, or Non-Commitment.) Markup that is set up as part of the Prime Contract will calculate this amount.
    • No Revenue Expected. If this is selected, the Revenue ROM amount will update to $0. This option is intended for In Scope Change Events that will not utilise a Head variation.
    • Manual Entry. If this is selected, you can enter any amount. Markup that is set up as part of the Prime Contract will calculate this amount.
  6. Click Create.

Add Line Items to a Change Event

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.

    • Follow the steps in Create a Change Event.
  3. Choose from these options:
    • To add a new line item, click Add Line
    • 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
  4. Complete the line item data entry as follows:
    • Budget Code
      Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code?
    • 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 Commitment.
    • Qty
      Enter a numeric value in this box to indicate the number of units that correspond to the unit of measurement that you specify.
    • Unit of Measure (UOM)
      Select a unit of measure from the drop-down list. To learn about the default selections in this list, see Which units of measurement (UOM) 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.
      • 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
  5. Click Update


If you would like to learn more about Procore’s change events management software and how it can help your business, please visit our construction change order product page here.
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