No construction project goes exactly according to plan.
No matter how detailed the drawings are, how carefully the work is planned, or how well the project is managed, unexpected issues will arise.
A drawing detail may need clarification. Existing site conditions may differ from what was expected. A client may request additional work. A design change may be introduced after construction has already started.
When something happens that has the potential to affect a project's cost, scope, or schedule, it may be recorded as a Change Event.
Understanding Change Events is important because they are often the first step in managing change on a construction project.
What Is a Change Event?
A Change Event is a way of documenting and tracking a potential change to a project before that change becomes an approved contractual change.
In simple terms:
A Change Event records something that may affect the project's cost, scope, or schedule.
At the time a Change Event is created, the full impact may not yet be known.
The project team may still need to determine:
- Additional costs
- Schedule impacts
- Effects on the project scope
- Whether further action is required
A Change Event allows that information to be recorded and assessed before any formal decisions are made.
Why Do Change Events Exist?
Changes occur on almost every construction project.
Without a formal process for tracking those changes, it becomes difficult to understand:
- What changed
- Why it changed
- Who identified the issue
- What impact it may have on the project
Change Events provide a structured way to document potential changes before they become contractual changes.
They help project teams evaluate situations before committing to additional cost, time, or scope.
A Simple Example
Imagine a contractor discovers an existing underground service that was not shown on the drawings.
The discovery may require:
- Additional excavation
- Design revisions
- Extra labour
- Additional materials
At this stage, nobody may know exactly how much the issue will cost or whether it will affect the programme.
A Change Event can be created to record the issue and track its potential impact while the project team investigates further.
Common Sources of Change Events
Unforeseen Site Conditions
One of the most common sources of Change Events is discovering conditions that were not identified before construction began.
Examples include:
- Buried services not shown on drawings
- Unexpected ground conditions
- Hidden structural issues
- Existing building elements that differ from available records
These discoveries often require additional work that was not included in the original contract.
Design Changes
A project's design may change after construction has started.
Examples include:
- Revised drawings
- Modified layouts
- Additional features
- Material substitutions
These changes can affect both cost and schedule.
Client Requests
Sometimes the client decides they want something different from what was originally agreed.
Examples include:
- Additional rooms or features
- Different finishes
- Upgraded equipment
- Changes to project scope
These requests often result in additional costs that must be reviewed and approved.
RFI Responses
Not every RFI results in a Change Event.
However, some RFI responses introduce new requirements, revised details, or additional work that was not included in the original scope.
For example, a contractor may submit an RFI seeking clarification on a drawing detail. If the response requires additional materials, labour, or time, the resulting impact may be recorded as a Change Event.
Related Reading: 👉 What Is an RFI? Explained in Plain English
Why Are Change Events Important?
Some people view Change Events as administrative records.
In reality, they play an important role in project controls and change management.
Change Events help:
- Identify potential cost impacts early
- Improve visibility across the project team
- Support more accurate forecasting
- Create a documented record of project changes
- Reduce the risk of disputes
- Provide a clear audit trail
Without a structured process for tracking changes, it becomes much harder to understand how project decisions affect cost and schedule.
Change Events vs Change Orders
This is one of the most common areas of confusion in construction technology.
Many people use the terms interchangeably, but they are not the same thing.
What Is a Change Event?
A Change Event records and tracks a potential change.
At this stage:
- Costs may not have been calculated
- Schedule impacts may still be unknown
- No contractual change has been approved
The Change Event simply records the issue so it can be reviewed and evaluated.
What Is a Change Order?
A Change Order is a formal amendment to the contract.
It documents an approved change and typically includes:
- The agreed cost impact
- Any schedule adjustments
- The reason for the change
- Approval from the relevant parties
Once approved, the Change Order becomes part of the contractual record.
In Simple Terms
A Change Event identifies a potential change.
A Change Order approves and formalises that change.
A Practical Example
A contractor discovers that additional concrete work is required because of an unforeseen site condition.
The issue is recorded as a Change Event while the cost and programme implications are assessed.
Once pricing has been reviewed and approval has been received, a Change Order may be issued to formally amend the contract.
Not every Change Event becomes a Change Order.
Some Change Events are investigated and eventually found to have little or no impact on the project.
Related Reading: 👉 Change Events vs Change Orders: What's the Difference?
Does Every Change Event Become a Change Order?
No.
This is one of the biggest misconceptions surrounding Change Events.
Some Change Events ultimately result in:
- Additional cost
- Additional time
- Additional work
Others may be resolved without any contractual changes at all.
The purpose of a Change Event is to document and evaluate the issue before a decision is made.
Think of a Change Event as a potential change rather than an approved change.
What Happens After a Change Event Is Created?
While workflows vary between organisations, the process generally follows a similar pattern.
Identify the Issue
A potential change is identified.
This could result from:
- Site observations
- Client requests
- Design revisions
- RFI responses
- Unforeseen conditions
Record the Change Event
The issue is documented so it can be tracked and reviewed.
Supporting information may include:
- Photos
- Drawings
- Site reports
- Specifications
- RFI responses
Assess the Impact
The project team evaluates:
- Additional costs
- Labour requirements
- Material requirements
- Schedule implications
Determine the Next Step
The Change Event may:
- Be closed with no further action
- Require further investigation
- Progress to pricing and quotation
- Lead to a Change Order
Not every Change Event results in a contractual change.
Common Beginner Mistakes
Mistake #1: Thinking Every Change Event Becomes a Change Order
Not all Change Events result in contractual changes.
Some are investigated and ultimately found to have little or no impact on the project.
Mistake #2: Confusing Change Events with Change Orders
A Change Event records a potential change.
A Change Order records an approved change.
Understanding this distinction is essential.
Mistake #3: Waiting Too Long to Record Changes
Potential changes should be documented as soon as they are identified.
The longer an issue goes unrecorded, the harder it becomes to assess accurately.
Mistake #4: Focusing Only on Cost
Change Events can affect more than money.
They may also affect:
- Programme
- Resources
- Procurement
- Sequencing
- Productivity
What Confused Me Initially
Having spent many years working in construction, project changes themselves were never confusing.
What initially took time to understand was why construction management software treated Change Events and Change Orders as separate processes.
The answer became clearer once I realised that a Change Event is concerned with identifying and assessing a potential change, while a Change Order is concerned with approving and formalising that change.
That distinction helps project teams manage uncertainty before committing to changes in cost, scope, or schedule.
How Procore Handles Change Events
In Procore, the Change Events tool provides a structured way to record and manage potential project changes.
Project teams can:
- Create Change Events
- Associate them with RFIs
- Track potential cost impacts
- Assign responsibility
- Monitor progress
- Manage the change management process
The software does not create the process.
It simply provides a structured way to document and manage information that already exists within construction projects.
Related Reading: 👉 What Is Procore? A Beginner's Guide for Construction Professionals
Final Thoughts
Change is inevitable on construction projects.
What matters is how that change is identified, documented, and managed.
A Change Event provides a structured way to record and evaluate potential changes before they become contractual commitments.
In simple terms:
A Change Event identifies a potential change.
A Change Order approves that change.
Understanding that distinction will make it much easier to understand change management processes, project financials, and construction management software workflows.
