Create a Variation Request (VR) for a Head Contract

Objective

To create a Change Order Request (COR) for a prime contract.

Background

A Change Order Request (COR) provides you with the ability to create a package that contains one (1) or more Potential Change Orders (PCOs) to use as a formal request to the project's owner. When creating a COR, it is a common practice to group PCOs that share the same scope of work into a single COR. This helps to organize your change orders into logical groups, which can streamline the review and approval process for the project owner. 

Things to Consider 

• Required User Permissions:
  • 'Admin' level permissions on the project's Prime Contracts tool.

Prerequisites

• The project's head contract must be in the 'Approved' state.

Steps

1. Navigate to the project's Head Contracts tool.
2. Click Create VAR Request.
   Note: This button is only available if your project's head contract is in the 'Approved' status.
   
3. Complete the following:
   • Number. This field is automatically prefilled based on the number of other VRs that have been created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next VR that's created will automatically increment by one, based upon this specified value.)
   • Date Created. Displays the date and time that the VR was created. You cannot change this value.
   • Revision. This field displays the VR's revision number. When a VR is first created, its revision number is zero (0). Depending on the feedback you receive from the reviewer/approver, a VR may have multiple revisions.
   • Created By. Displays the name of the user who created the VR. You cannot change this name.
   • Title. Enter a title that describes the VR.
   • Status. Select the current state of the VR. 
     • Approved. The VR has been approved. Costs are reflected as 'Approved Changes' in the budget.
     • Draft. The VR still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
     • Pending - In Review. The VR is currently being reviewed by an approver. Costs are reflected as 'Pending Changes' in the budget.
     • Pending - Revised. The VR has been modified since its initial submission. Costs are reflected as 'Pending Changes' in the budget.
     • Pending - Pricing. The VR is pending and is currently out for pricing. Costs are reflected as 'Pending Changes' in the budget.
     • Pending - Not Pricing. The VR is pending and is not actively being priced. Costs are reflected as 'Pending Changes' in the budget.
     • Pending - Proceeding. The VR is still pending and the work is being completed. Costs are reflected as 'Pending Changes' in the budget.
     • Pending - Not Proceeding. The VR is pending and the work is not currently taking place. Costs are reflected as 'Pending Changes' in the budget.
     • Rejected. The VR was rejected. Costs are not reflected in the budget.
     • No Charge. The VR will be performed at no charge. Costs are not reflected in the budget.
       Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see Set up a New Budget View.
   • Prime Contract Change Order. (For 3-tier change orders only) If desired, you can add the COR to a PCCO. You can either select an existing PCCO from the drop-down menu or create a new PCCO where the COR will automatically be added to it. 
   • Private. Mark this checkbox if you want the COR to be private and only visible to users with 'Admin' permissions on the Prime Contract tab.
   • Description. Enter a more detailed description of the VR.
   • Program Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project program if the VR were approved. 
   • Potential Variation. Select which PCOs to include in the VR.
   • Attachments. Select and attach any relevant documents. 
4. Click Create.

Next Steps

• Create Head Contract Variation

See Also

• Create Potential Variation
• Set Up a Head Contract