Variation Process

Purpose

Record and progress a change to the contracted works from instruction through to agreed value.

Prerequisites

An existing contract.

Role required

Super Admin or Admin.

Steps

1. Create the variation — contract, title, description, type, and initial quoted amount if known.
2. Submit it.
3. Instruct it once instructed to proceed.
4. Quote it once a price has been submitted (a quoted amount is required).
5. Assess the quote.
6. Approve or Reject based on the assessment.
7. If rejected but still needed, Resubmit to run the process again.

Expected result

The variation reaches Approved (final) or Rejected. An approved variation's value can be included in a payment application and the Final Account.

Linked modules

• Variations
• Payment Applications
• Final Account
• Programme — if there is programme impact

Notifications

Each transition (submitted, instructed, quoted, assessed, approved, rejected, resubmitted) sends a notification.

Common mistakes

• Approving before the quoted amount is genuinely agreed — there is currently no formal way to revise an approved variation's agreed amount.

What to do next

Generate the Variation Order PDF, and include the approved value in the next relevant payment application.