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Create a Potential Variation for a Client Contract from a Change Event

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Objective

To create a potential variation for a client contract from a change event.

Background

If your company has enabled the Change Events tool and configured your project to use a two (2) tier variation structure, the change event process requires you to create a potential variation. Then, you will create the Client Contract Variation from the Client Contracts tool. For details about the tiers, see What are the different variation tier settings in Project Financials? Note: Procore recommends that you create a Potential Variation only for change event items that are Out of Scope and must be submitted to the client/owner for approval.

When you create a Potential Variation, the Bill of Quantities (BOQ) will populate with the Revenue ROM values. If you have the Revenue ROM functionality hidden, the value will depend on the scope of the change event. For In Scope or TBD scope change events, the PV will populate with £0. For Out of Scope change events, the PV will populate from the RFQ if the status of that RFQ is Pending Final Approval. If there is no RFQ with that status, it will populate from the Cost ROM. For more information about RFQ statuses, see What are the different RFQ statuses and how do they affect cost and variation amounts?.

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Change Events tool.
      AND
    • 'Standard' level permissions on the project's Client Contracts tool and the 'Allow Standard Level Users to Create PVs' configuration setting must be enabled on the Client Contracts tool. See Configure Settings: Client Contracts.
  • Additional Information:

Prerequisites

Steps

  1. Navigate to the project's Change Events tool.
  2. In the table, mark the tickboxes for one (1) or more change event line item(s) to include in the new potential variation. 
     Note
    Procore creates the potential variation's Bill of Quantities (BOQ) using the selected change event line item(s). 
  3. Click the Bulk Actions menu and choose the Create Client PV option. Then choose the appropriate contract option from the sub menu. 
  4. In the 'New Potential Variation' page, complete the following data entry:

    • #
      Accept the default number, enter a new number or create a custom numbering scheme for this variation and future ones. 

       Notes
      • Procore automatically assigns the item a new number in sequential order. For example; 001, 002, 003 and so on.
      • To use a custom numbering scheme, enter any set of alphanumeric characters. Procore automatically assigns new numbers in sequential order using your custom scheme. 

    • Date Created. Shows the date the variation was created. 

    • Revision
      If you revise a variation later, you can enter the revision number here.

    • Contract Company
      Shows the name of the contract company selected in the contract. 

    • Contract
      Automatically includes a link to the contract associated with this variation. 

    • Title
      Enter a descriptive name here. 

    • Status
      Select the current status of the variation. Procore automatically places the variation in the 'Draft' status. To learn more, see What are the default statuses for variations in Procore?

    • Client Contract Variation 
      Choose one (1) of these option buttons: 

      • None. You can update this selection at a later time. 
      • Add to Existing. Choose this option to link the new potential variation to an existing variation.
      • Create New. Choose this option to link the new potential variation to a new variation.

    • Change Reason. This field automatically populates the change reason from the selected change event However, you can update the reason for the potential variation as needed by selecting one from the list. Selections include Client Request, Design Development, Allowance, Existing Condition, Backcharge or any customised options added to Procore by your company's Procore Administrator.

    • Private
      Mark this tickbox if you want the item to be private. This means it is only visible to users with 'Admin' level permissions on the contract (or funding). 

    • Description
      Enter a more detailed description of the variation. 

    • Executed
      Mark this tickbox after the variation is fully executed.

    • Signed Variation Received Date
      This field is blank on a new variation. After the signed variation is received, select the date from the calendar control. 

    • Request Received From
      Select the appropriate project user from the drop-down list. 

    • Location. Select a multi-tiered location from this list. If your Project Administrator has enabled the multi-tiered location functionality on the project, you may also be able to create a new location to add the master list of project locations. To learn more, see How do I add a multi-tiered location to an item?

    • Programme Impact
      If this variation is expected to impact the construction project's programme, enter the estimated number of additional days this would add to the programme. 

    • Field Change
      Mark this check the tickbox if the potential variation is the result of a field change. 

    • Reference
      Add any details about the potential variation in this field. 

    • Paid in Full
      Mark this tickbox if you have received payment for this change. 

    • Attachments
      Add any relevant document or image as a file attachment. You can attach multiple files using these methods:

      • Click Attach File(s) and select the files to add from your computer or another Procore tool.
        OR
      • Use a drag-and-drop operation on your computer to add the file attachments to Procore. 
       Note
      If the Request for Quote (RFQ) feature is turned ON, you can configure the Change Events tool to include any attachments added to a reviewer's RFQ response. For instructions, see Configure Settings: Change Events.
  5. Click Create. 
     Notes
    • The Associated Line Item drop-down list only appears if your company's Procore account is integrated with an integrated ERP system and the Main Contracts tool is active on the project.
    • When adding line items to the variation's bill of quantities, you must select an Associated Line Item for each new line item. You can designate one (1) associated line item or use the same associated line item for multiple line items.