How to Create Contract Variations

Creating variations allows you to formally document contract modifications for your construction project. Use this process to track scope changes, cost adjustments, and time extensions while maintaining accurate project records.

Before you start:

• Ensure you have an active contract in your project
• Have variation details and supporting documents ready
• Verify your contract has a completion date added (required for Time Impact configuration)

Steps

Access the add variation form

1. Navigate to your project and click Cost Module in the left sidebar
2. Choose one of these options to create a variation:
   • Click the + Add button in the top right corner of the Overall Cost page
   • Select a specific budget, click the Action button, and choose + Add Contract from the dropdown
   • Go to Variations Register and click + Add Variation in the top left corner

Complete variation details

1. Enter a descriptive title for your variation
2. Select the Varying Contract from the dropdown menu
3. Choose the appropriate Variation Category that describes your type of change
4. Select the variation Status:
   

   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   Withdrawn	Manually removed from the process (e.g., withdrawn by submitter).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

Add variation description and background

1. Click the Description tab below the Variation basic details section
2. Add your variation description including background, scope, and justification
3. Write clearly as this text will appear in Variation Approval letters

Configure time impact

1. Navigate to the Time Impact section
2. Enter Days Claimed - the number of weekdays being requested for extension
3. Enter Days Approved - the number of weekdays actually approved
4. Manually adjust the Revised Completion Date if needed
5. Add relevant comments in the Comments field
6. Use Internal Only Notes for information visible only to project users

Complete additional fields

1. Click on Additional Fields to add optional reference numbers or identifiers
2. Enter any tracking numbers important to your variation management

Enter financial details

1. Review the contract line items displayed in the table
2. For affected line items, enter the amount in the Variation Amount column
3. Notice the system automatically calculates:
   • Current contract value
   • Contract post variation (showing new total)
4. If working with estimates, use the Preliminary Amount field for estimated values

Add supporting information

1. Add notes in the Notes section to describe why this change is needed
2. Upload supporting documents in the Attachment area

Finalise variation

1. Review all information and verify calculations are correct
2. Click the Add (blue button, bottom right) to save the variation
3. The variation now appears in your variation list with the selected status

Pro tips

• Use clear, descriptive titles for easy identification and tracking of variations
• Document variations thoroughly with detailed notes
• Update status as variations progress through approval
• Attach supporting documents for better record keeping
• Regularly review variation impact on project costs and timeline