Skip to content
Contact Support
  • There are no suggestions because the search field is empty.

Creating a Variation

Streamline contract modifications by creating Variations that formally document and track changes to project scope, cost, and schedule.

Overview

Variations are essential tools in construction project management that formally document modifications to the original contract. Whether you need to add scope, reduce work, or adjust timelines, creating accurate Variations ensures all stakeholders remain aligned and financial records stay current. This article walks you through the complete process of creating Variations in Mastt, from initial setup to final approval.

Prerequisites

  • Access to a Mastt project
  • Existing contracts in the Cost Module
  • Basic understanding of contract variations

Key Concepts

  • Variation - A formal document that modifies the original construction contract terms, scope, cost, or schedule
  • Variation Amount - The monetary value of the change being requested
  • Preliminary Amount - An estimated value used when the final amount is still being determined
  • Contract Post Variation - The new contract value after applying the Variation

Step-by-Step Instructions

1. Accessing the Variation Feature

  • Log in to your Mastt account
  • Navigate to the project where you need to make a change
  • Click the Cost Module in the side bar navigation
  • Select the Variations tab
  • Click the + Add Variation button

2. Completing the Variation Form

  • Enter a descriptive Title for the Variation
  • Select the Varying Contract from the dropdown menu
  • Choose the appropriate Variation Category that best describes the type of change
  • Set the Status to reflect the current stage:
Status Meaning Financial Impact
Forecast Early estimate or projection; used for planning only. Uncommitted Cost in FFC, doesn't appear in Payments
Pending Awaiting review, input, or further documentation. Uncommitted Cost in FFC, doesn't appear in Payments
In Principle Tentatively approved but not yet finalized or signed off. Committed Cost in FFC, appears in Payments
Approved Officially approved and added to the contract. Committed Cost in FFC, appears in Payments
Rejected Reviewed and declined; not progressing further. Doesn't impact FFC, doesn't appear in Payments
Withdrawn Manually removed from the process (e.g., withdrawn by submitter). Doesn't impact FFC, doesn't appear in Payments

3. Entering Financial Information

  • Review the contract line items displayed in the table
  • For each affected line item or the Contract Variation, enter the change amount in the Variation Amount column
  • The system automatically calculates:
    • Current Contract value
    • Contract Post Variation (new total)
  • If working with preliminary estimates:
    • Enter the estimated value in the Preliminary Amount field
    • Use Preliminary EOT for estimated order values when final amounts are pending
  • Record the Variation EOT to track approved time extensions

Original completion dates must be set in the contract for EOT functionality.

4. Adding Supporting Information

  • In the Notes section, describe the change and explain why it's needed
  • In the attachments area, upload relevant files or document

5. Finalizing the Variation

  • Review all information and verify calculations are correct
  • Click Add to save the Variation
  • The Variation will appear in your variations list with the selected status

Best Practices

  • Use clear, descriptive titles that include reference numbers (e.g., "V-001: Additional Structural Steel")
  • Document the reason for each change thoroughly in the Notes section
  • Attach all relevant supporting documentation before submitting
  • Set realistic preliminary amounts when final costs are unknown
  • Update Variation status promptly as approvals progress
  • Regularly review pending Variations to prevent project delays

Troubleshooting

  • Issue: Variation amounts not calculating correctly
    • Solution: Check that all line items have valid numerical values entered
  • Issue: Unable to upload attachments
    • Solution: Ensure file sizes are within limits and file types are supported
  • Issue: Variation not appearing in reports
    • Solution: Confirm the status is set correctly and the Variation has been saved

Tips and Notes

  • Use the "Forecast" status for early planning and budgeting of potential changes
  • Variations marked as "Approved" will automatically update contract values in financial reports
  • The "Withdrawn" status preserves the Variation record while removing it from active consideration
  • Upload photos and site documentation to provide visual context for Variations