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Procore (en-GB)

Create a Variation Request (VR) for a Main Contract

Objective

To create a Variation Request (VR) for a main contract.

Background

A Variation Request (VR) provides main contractors with the ability to create a package that contains one (1) or more Potential Variations (PCOs) into a formal request that you can then send to the project's owner. When creating a VR, it is a common practice to group PCOs 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 owner. 

 Important
A VR requires that your project's Main Contracts tool is configured to use the three (3) tier variation setting. 1- and 2- tier variation configurations do NOT support the use of CORs. See What are the different variation tiers?

Things to Consider 

  • Required User Permission:
    • 'Admin' on the project's Main Contracts tool.
  • Prerequisites:
    • The project's main contract must be in the 'Approved' state.

Steps

  1. Navigate to the project's Main Contracts tool.
  2. Click Create VAR Request.
    Note: This button is only available if your project's main contract is in the 'Approved' status.
    create-main-contract-change-order-request.png
  3. 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.
    • Main Contract Variation. (For 3-tier variations only) If desired, you can add the VR to a MCV. You can either select an existing MCV from the drop-down menu or create a new MCV where the VR will automatically be added to it. 
    • Private. Mark this checkbox if you want to 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 PCOs to include in the VR.
    • Attachments. Select and attach any relevant documents. 
  4. Click Create.
 Note
If you want to email the VR to the project owner or another user for review, click Create & Email. This action opens a new page where you can select the recipients for the email. The recipients can then email a reply to the message to approve the variation.  

 

See Also