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Procore (en-GB)

Create a Commitment Potential Variation from a Change Event

Objective

To create a potential variation for a commitment from a change event

Background

Your project's variation tier configuration settings determines if you need to create a potential variation for a commitment:  

 Note
If your project is using the optional Request for Quote (RFQ) feature in the Change Events tool, you can create the potential variation either before or after the RFQ has a response. However, if you wait until the RFQ has been reviewed and placed into the Pending Final Approval status, Procore will automatically populate the potential variation's Bill of Quantities (BOQ) with the RFQ amount. To learn more, see What are the different RFQ statuses and how do they affect cost and variation amounts?

Things to Consider

Prerequisites

  1. Complete the steps in Create a Change Event.
  2. Optional: Complete the steps in Create RFQs from a Change Event.

Steps

  1. Navigate to the project's Change Events tool.
  2. Click the Detail tab.
  3. Place a tick next to the change event line items to add to the potential variation.  
     Notes
    • To show only line items for a specific vendor, click Add Filter and then choose Vendor from the drop-down list. 
    • You can select multiple line items from multiple change events. 
  4. Click Bulk Actions and choose one of these options:
    • Create a Commitment PV > Contracts with Matching Cost Codes
      If there are contracts with cost codes that match the change event line items you select, they will appear here for your selection.
      OR
    • Create a Commitment PV > Contracts
      All other approved contracts will appear here for your selection. 
      Note: If an option is greyed out and dimmed, hover your mouse cursor over the tooltip to learn why.
      create-commitment-change-order.png
  5. Under General Information in the New Potential Variation page, enter the following information:
    • Number
      Procore automatically assigns the next available number to the potential variation. By default numbers are assigned as 001, 002, 002 and so on.
       Tip
      • You can manually override this by typing over the number if desired. For example,  you might want your numbering scheme to use three (3) leading zeros instead of two (2): 0001
      • If you override the default number, Procore automatically increments the numbering using your new entry and format. 
    • Date Created
      This field logs the date and time the potential variation was created. 
    • Revision
      When you first create a potential variation, the revision number is zero.
      Note: Later in the project, a potential variation might have several revisions because of feedback from a reviewer/approver. 
    • Created By
      This field automatically displays the name of the user creating the potential variation
    • Contract Company
      This field automatically populates with the name of the subcontractor or vendor listed on the subcontract.
      Note: This field is only visible if the potential variation is for a subcontract.
    • Contract
      This field automatically populates with the name of the contract for which the potential variation is being created.
      Note: This field is only visible if the potential variation is for a subcontract.
    • Title
      Enter a title name for the potential variation that describes what the variation is for.
       Note
      Before exporting the potential variation to an integrated ERP system, keep in mind that there may be character limitations. See What is the maximum character length for a commitment's 'Title'?
    • Commitment Variation
    • Status
      Select the current state of the potential variation. Procore's default status is Pending-In Review. To learn more, see What are the default statuses for variations in Procore?
    • Site Order
    • Variation Request
      • NoneThis is the default setting. You can link the potential variation to a variation request at a later time. 
      • Add to ExistingChoose this option. Then select an existing variation request from the drop-down list. 
      • Create NewChoose this option to create a new variation request. 
        Note: You also have the option to create a new commitment variation by placing a tick in the Also Create New Commitment Variation box.  
    • Change Reason
      The change reason field will populate with the change reason you selected in the change event; however, you can edit as necessary. Select one of these reasons for the potential variation: Client Request, Design Development, Allowance, Existing Condition or Backcharge. To learn how to configure change reasons, see Set the Default Change Management Configurations.
    • Private
      Check this box so only you and users with 'Admin' level access on variation can view this variation.
    • Description
      Enter a detailed description of the commitment potential variation.
      Note: If you will be exporting the commitment potential variation to an integrated ERP system, there may be character limitations imposed by the third-party system.
    • Request Received From
      Select a user from the project's directory who you are submitting the commitment potential variation on the behalf of. 
    • Location
      Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or see How do I add a multi-tiered location to an item?. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
    • Programme Impact
      If known, enter an approximate number of additional days that the proposed change would add to the project's current programme.
       In Beta
      Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a variation in the 'Approved' status and it includes a value in 'Programme Impact' field of the variation, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this programme, see Commitments: (Beta) Subcontractor Estimated Completion Date.
    • Field Change
      Mark this tickbox if the commitment potential variation requires a field change
    • Reference
      Reference any other tools, materials or documents that are related to the commitment potential variation.
    • Paid in Full
      Mark this tickbox if the cost is already covered in the budget.
    • Change Event Line Items
      If the project is syncing its data with an integrated ERP system, select a line item from the Associated Line Item drop-down menu. If you select New Line Item, a zero (0) pound line item will be added to the commitment's BOQ.
    • If the project is not syncing data with an integrated ERP system, continue to the next step. 
  6. Click Create. 
    Procore creates the potential variation's BOQ using the change event line items. 

 

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 variation product page icon-external-link.png.