Create a Variation Request for a Client Contract
Objective
To create a Variation Request (VR) for a client contract.
Background
A Variation Request (VR) provides you with the ability to create a package that contains one (1) or more Potential Variations (PVs) to use as a formal request to the project's MC. When creating a VR, it is a common practice to group PVs that share the same scope of work into a single VR. This helps to organise your variations into logical groups, which can streamline the review and approval process for the project MC.
Important
A VR requires that your project's Client Contracts tool is configured to use the three (3) tier variation setting. 1- and 2- tier variation configurations do NOT support the use of VRs. See What are the different variation tier settings in Project Financials?Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the project's Client Contracts tool.
Prerequisites
- The project's client contract must be in the 'Approved' state.
Steps
- Navigate to the project's Client Contracts tool.
- Locate the client contract to work with. Then click its Number link.
- Click Create VAR Request.
Note: This button is only available if your project's client contract is in the 'Approved' status.
- Complete the following:
- Number. This field is automatically prefilled based on the number of other VRs that have been created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next VR that's created will automatically increment by one, based upon this specified value.)
- Date Created. Displays the date and time that the VR was created. You cannot change this value.
- Revision. This field displays the VR's revision number. When a VR is first created, its revision number is zero (0). Depending on the feedback you receive from the reviewer/approver, a VR may have multiple revisions.
- Created By. Displays the name of the user who created the VR. You cannot change this name.
- Title. Enter a title that describes the VR.
- Status. Select the current state of the VR.
- Approved. The VR has been approved. Costs are reflected as 'Approved Changes' in the budget.
- Draft. The VR still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
- Pending - In Review. The VR is currently being reviewed by an approver. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Revised. The VR has been modified since its initial submission. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Pricing. The VR is pending and is currently out for pricing. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Not Pricing. The VR is pending and is not actively being priced. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Proceeding. The VR is still pending and the work is being completed. Costs are reflected as 'Pending Changes' in the budget.
- Pending - Not Proceeding. The VR is pending and the work is not currently taking place. Costs are reflected as 'Pending Changes' in the budget.
- Rejected. The VR was rejected. Costs are not reflected in the budget.
- No Charge. The VR will be performed at no charge. Costs are not reflected in the budget.
Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see Set up a New Budget View.
- Client Contract Variation. (For 3-tier variations only) If desired, you can add the VR to a CCV. You can either select an existing CCV from the drop-down menu or create a new CCV where the VR will automatically be added to it.
- Private. Mark this tickbox if you want the VR to be private and only visible to users with 'Admin' permissions on the Main Contract tab.
- Description. Enter a more detailed description of the VR.
- Programme Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project programme if the VR were approved.
- Potential Variation. Select which PVs to include in the VR.
- Attachments. Select and attach any relevant documents.
- Click Create.
Note
If you want to email the VR to the project MC or another user for review, click Create & Email. This action opens a new page where you can select the recipients of the email. The recipients can then email a reply to the message to approve the variation.