📚 The following articles highlight how to:
- Create Variation
- Edit Variation
- Delete Variation
👨🏫 Create or Add Variations
Once a Contract is executed, tracking Variations to that Contract is critical for maintaining compliance, accurate reporting and diligent financial management. As a Project progresses through design and construction phases, most Contracts will be subject to Variations. Mastt automates all key processes and procedures around Variations to Contracts, which can be created using these easy steps!
Before Adding a Variation, make sure you check out how to create a Contract. Variations can only be added to Contracts, so to follow these steps you'll need at least one Contract.
Step 1: To add a Variation in the system, this can be done in a few ways. Within the Overall Page, hover over + Add button then select +Add Variation or select a Three Dots Menu ( ) next to the Contract you are applying the Variation and click 'Add Variation'.
Step 2: The Add Variation form will open and present fields for you to enter:
Variation Title: e.g. 'Variation 01 for additional design'
VPR (Variation Price Request #): This is a free text input, in case you need to track it. It is not compulsory to input, don't worry.
VA:(Variation Authorisation #): This is a free text input, in case you need to track it. It is not compulsory to input, don't worry.
Status: The following status can be selected for Variations. Check out this article on how the different Variation status update the Overall page.
FORECAST - It's coming, but you haven't received it yet!
PENDING - You've got it, its under review.
IN-PRINCIPLE - Its approved in-principle, but you don't have the final paperwork yet.
APPROVED - It is approved, hooray.
REJECTED - It is rejected. With this status, it won't appear on 'Overall' or 'Cash Flow' at all but will stay in the Variation Register.
WITHDRAWN - It is withdrawn. With this status, it won't appear on 'Overall' or 'Cash Flow' at all but will stay in the Variation Register.
VO: (Variation Order #) This is a free text input, in case you need to track it. It is not compulsory to input, don't worry.
Clause: This is a free text input, in case you need to track it. It is not compulsory to input, don't worry.
EOT (Extension of Time): Once you've selected a contract at Step 3, you'll be able to enter a number of days that the Variation extends the Completion Date. However, you must first have entered a Completion Date when adding the Contract.
Total Amount: This is automatically calculated based on the Variation amount entered, how to do that is coming up!
Project Variation: This is an auto number for the Variation. This is the number Variation it is on the whole Project!
Step 3: If, at Step 1 you selected ‘Add Variation’ from the tool bar, you'll need to select a Contract. Under the column 'Varying Contract', select the Contract that this Variation applies. One benefit of selecting Add Variation from the Three Dots Menu ( ) next to the relevant Contract on 'Overall', is that it pre-populates that Contract for you.
Step 4: Entering Variation Amounts in Mastt has capability that you might not be used to, so listen carefully.
- If the Contract has a breakdown of Milestones/Items, we can (if you need to) spread the Variation across those Milestones/Items. An example of this, would be a design variation that might require updating 5%, 30% and 50% design milestones for the Consultant. In that case, you'd be entering data into the column 'Variation Amount' against the relevant Contract Milestones/Items, shown in yellow.
- If the Variation is not varying an existing Milestone/Item, it should be entered against 'Other commitments' shown in the blue.
If you need to, feel free to add important documents and make comments at the bottom of the form.
Step 5: Click 'Add Variation' in the bottom right of the form when you're done.
Step 6: To view the Variation you've created, check out the list of all Variation on a project in the Variation Register, by clicking on ‘Variations’ in the top menu within Cost Module.
Step 7: View the Variation on the 'Overall' screen, where you can unravel down to see the Variation you've created. For more information on the different Variation status and how they affect the overall screen, check out this article here.
Step 8: Take a deep dive on the Variation you've created by clicking the Variation's title to access Variation's Detail View.
A few rules to be aware of:
- Variations can only be added to Contracts
- if a Contract is PENDING status, a Variation you create can only be PENDING also. It can't be APPROVED until the Contract is also APPROVED
- Variations must be APPROVED before you can Add Payments.
- EOTs: To enter an Extension of Time, you must first have entered a Variation Amount at at Step 4.
👨🏫 Edit Variations
Editing Variations is super easy, but we recommend consulting with your Project's Administrator to ensure you have the access and permission to make the appropriate changes.
If you're OK to Edit a Variation, follow these easy steps!
Step 1: To edit a Variation in the system, this can be done in a few ways. One way, is to go to the Variation Register and find the Variation you'd like to Edit. Variations can also be found in the Variation Detail view by clicking the variation's title or Contract Detail view's Variation mini-tab.
Select 'Edit Variation' from the from the Three Dots Menu ( ) against the Variation you'd like to edit.
Step 2: In the Edit Variation form, you'll notice its the same as the Add Variation form, however there are built in rules to be aware of due to the inter-dependencies with Contracts, Payments and Cash Flow that occur after Variation's are created. Check out 'Business Rules' at the bottom of this article.
Step 3: Once you're happy with the updates, click 'Update Variations' in the bottom right of the form.
A few simple rules to be aware of:
- If a Variation has Payments, you won't be able to reduced the $ value to be less than the Claimed/ paid amount.
- If a Variation has a Payments against it, you won't be able to change the status back to PENDING or FORECAST.
- Variations can only be changed to APPROVED status, if the Contract is also approved. So if you're missing an APPROVED status in your drop down menu, this would be why.
👨🏫 Delete Variations
Deleting Variations in Mastt requires care as there are inter-dependencies with Contracts, Payments and Cash Flow. We recommend consulting with your Project's Administrator to ensure you have the access and permission to make the appropriate changes.
If you're OK to delete a Variation, follow these easy steps!
Step 1: To delete a Variation in the system, go to the Variation Register and find the Variation you'd like to Delete. Variations can also be found in the Variation Detail view and Contract Detail view's Variation mini-tab.
Step 3: After clicking Delete, you'll receive a popover notification based on the system's built in Business Rules, required due to the inter-dependencies with Contracts, Payments and Cash Flow.
If you receive this notification, you can't delete the Variation and will need to first remove all Payments individually before attempting to delete the Variation again.
If you receive this notification, you can click 'Delete' to remove the Variation.
WARNING: Any cash flow associated with the Variation will also be deleted. This action cannot be undone.