Create a Commitment Potential Variation from a Change Event

Objective

To create a potential variation for a commitment from a change event. 

Background

Your project's variation tier configuration settings determines if you need to create a potential variation for a commitment:  

• 1-Tier Variations. You don't need to create a potential variation and can skip the Steps below. Instead, you simply create a commitment variation. For instructions, see Create a Commitment Variation or Create a Commitment Variation as a Collaborator. 
• 2-Tier Variations. First, Create a Change Event. Then, use the Steps below to create a potential variation for your commitment from the change event. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.
    OR
  • 'Standard' level permissions on the project's Commitments tool and added to the 'Private' drop-down list and the 'Allow Standard Level Users to Create PVs' configuration must be selected.
• Requirements:
  • The Change Events tool must be enabled on the project. See Can I enable the Change Events tool on my existing project? and Add and Remove Project Tools.
  • The Commitments tool must be configured for two-tier variations. See What are the different variation tier settings in Project Financials? and Configure the Number of Head Contract Variation Tiers.
• Additional Information:
  • After you create a change event, you have the option to create a RFQ. See Create RFQs.
  • On commitments, potential variations can be transitioned into variations. 

Prerequisites

1. Complete the steps in Create a Change Event.
2. Optional: Complete the steps in Create RFQs from a Change Event.

Steps

1. Navigate to the project's Change Events tool.
2. Click the Detail tab.
3. Place a checkmark next to the change event line items to add to the potential variation.  

    Notes

   • To show only line items for a specific vendor, click Add Filter and then choose Vendor from the drop-down list. 
   • You can select multiple line items from multiple change events. 
4. Click Bulk Actions and choose one of these options:
   • Create a Commitment PV > Contracts with Matching Cost Codes
     If there are contracts with cost codes that match the change event line items you select, they will appear here for your selection.
     OR
   • Create a Commitment PV > Contracts
     All other approved contracts will appear here for your selection. 
     Note: If an option is greyed out and dimmed, hover your mouse cursor over the tooltip to learn why.
     
5. Under General Information in the New Potential Variation page, enter the following information:
   • Number
     Procore automatically assigns the next available number to the potential variation. By default numbers are assigned as 001, 002, 002 and so on.

      Tip

     • You can manually override this by typing over the number if desired. For example,  you might want your numbering scheme to use three (3) leading zeros instead of two (2): 0001
     • If you override the default number, Procore automatically increments the numbering using your new entry and format. 
   • Date Created
     This field logs the date and time the potential variation was created. 
   • Revision
     When you first create a potential variation, the revision number is zero.
     Note: Later in the project, a potential variation might have several revisions because of feedback from a reviewer/approver. 
   • Created By
     This field automatically displays the name of the user creating the potential variation. 
   • Contract Company
     This field automatically populates with the name of the subcontractor or vendor listed on the subcontract.
     Note: This field is only visible if the potential variation is for a subcontract.
   • Contract
     This field automatically populates with the name of the contract for which the potential variation is being created.
     Note: This field is only visible if the potential variation is for a subcontract.
   • Title
     Enter a title name for the potential variation that describes what the variation is for.

      Note

     Before exporting the potential variation to an integrated ERP system, keep in mind that there may be character limitations. See What is the maximum character length for a commitment's 'Title'?
   • Commitment Variation
   • Status
     Select the current state of the potential variation. Procore's default status is Pending-In Review. To learn more, see What are the default statuses for variations in Procore?
   • Site Instruction
   • Variation Request
     • None. This is the default setting. You can link the potential variation to a variation request at a later time. 
     • Add to Existing. Choose this option. Then select an existing variation request from the drop-down list. 
     • Create New. Choose this option to create a new variation request. 
       Note: You also have the option to create a new commitment variation by placing a checkmark in the Also Create New Commitment Variation box.  
   • Change Reason
     The change reason field will populate with the change reason you selected in the change event; however, you can edit as necessary. Select one of these reasons for the potential variation: Client Request, Design Development, Allowance, Existing Condition or Backcharge. To learn how to configure change reasons, see Set the Default Change Management Configurations.
   • Private
     Check this box so only you and users with 'Admin' level access on variation can view this variation.
   • Description
     Enter a detailed description of the commitment potential variation.
     Note: If you will be exporting the commitment potential variation to an integrated ERP system, there may be character limitations imposed by the third-party system.
   • Request Received From
     Select a user from the project's directory who you are submitting the commitment potential variation on the behalf of. 
   • Location
     Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or see How do I add a multi-tiered location to an item?. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
   • Program Impact
     If known, enter an approximate number of additional days that the proposed change would add to the project's current program.

      In Beta

     Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a variation in the 'Approved' status and it includes a value in 'Schedule Impact' field of the variation, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this program, see Commitments: (Beta) Subcontractor Estimated Completion Date.
   • Field Change
     Mark this checkbox if the commitment potential variation requires a field change
   • Reference
     Reference any other tools, materials or documents that are related to the commitment potential variation.
   • Paid in Full
     Mark this checkbox if the cost is already covered in the budget.
   • Change Event Line Items
     If the project is syncing its data with an integrated ERP system, select a line item from the Associated Line Item drop-down menu. If you select New Line Item, a zero (0) dollar line item will be added to the commitment's SOV.
   • If the project is not syncing data with an integrated ERP system, continue to the next step. 
6. Click Create. 
   Procore creates the potential variation's SOV using the change event line items. 

See Also 

• Add and Remove Tools on a Project
• What are the different variation tier settings in Project Financials?
• Set Default Variation Configurations
• Add a Multi-tiered Location to an Item