Create a Variation Request for a Commitment

Background

If your project is using the three (3) tier variation setting, a variation request gives contractors the ability to package one (1) or more potential variations into a formal request that you can send out for approval. When creating a variation request, it is a common practice to group commitment potential variations that share the same scope of work into a variation request. This helps to organise your variations into logical groups, which can streamline the review and approval process. 

Things to Consider 

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.

Prerequisites

• Create a Purchase Order or Create a Subcontract
• The contract must be in the 'Approved' state.

Steps

1. Navigate to the project's Commitments tool.
2. Click Create VAR Request.

    Important

   The 'Create VAR Request' button is only available if your project's commitment is in the 'Approved' status.
   
   
3. Complete the following:
   • Number
     Accept the default number, enter a new number or create a custom numbering scheme.

      Tip

     How are numbers assigned? To learn how Procore assigns numbers and to understand your custom numbering options, see How are commitments, contracts, fundings and changes numbered in Procore?
   • Date Created
     Displays the date and time that the variation request was created. You cannot change this value.
   • Revision
     This field displays the variation request's revision number. When a variation request is first created, its revision number is zero (0). Depending on the feedback you receive from the reviewer/approver, a variation request may have multiple revisions.
   • Created By
     Displays the name of the user who created the variation request. You cannot change this name.
   • Title
     Enter a title that describes the variation request.
   • Status
     Choose as status for the variation request. To learn more, see What are the default statuses for variations in Procore?
   • Optional: Commitment Variation
     Add a variation request to a commitment variation. You can select an existing commitment variation from the drop-down menu or you can create a new commitment variation and the variation request will  be added automatically. 
   • Private
     Mark this tickbox if you want the variation request to private. A private variation request is visible only to users with 'Admin' permissions on the Commitments tool who have been added to the commitment contract's privacy list. 
   • Description
     Enter a more detailed description of the variation request.
   • 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 'Schedule 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.
   • Potential Variation
     Select which potential variation(s) to include in the variation request.
   • Attachments
     Select and attach any relevant documents. 
4. Choose from these options:
   • To create the variation request, click Create.
     OR
   • To create the variation request and then forward it to recipients, click Create & Email. This takes you to a page where you can select recipients for the email.

Next Steps

• Create a Commitment Variation

See Also

• Create a Commitment Potential Variation from a Change Event
• Create a Commitment