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Procore Support (en-au)

Create a Head Potential Variation (Head PV)

Objective

To create a Potential Variation (PV) for a head contract and add line items to the PV's Schedule of Values (SOV).

Background

When a change to the scope of work or the original head contract amount occurs during a construction project, the change management process begins. Procore's change management provides project users with the ability to create a Potential Variation (PV) when your company's Procore Administrator has configured the Head Contracts tool to use the 2-Tier or 3-Tier Variation configuration setting. See What are the different variation tiers?

Things to Consider

  • Required User Permissions:
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum®:
      • To sync data:
        • The Date field on a HCV is required.
        • The Billing Item Code on a HCV must be 10 characters or less.
    • Integration by Ryvit: Viewpoint® Vista™
      • HCV exports are supported.
    • QuickBooks®
      • HCV exports are NOT supported.
    • Sage 100 Contractor®
      • HCV exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The HCV title must be 30 characters or less. 
      • Number (#). The HCV number be five (5) characters or less. 
      • Status. The head contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the variation's Schedule of Values (SOV), you may designate one (1) associated line item for each variation line item or the same associated line item for all variation line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export head contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • Limitations:
      • To create a variation for a head contract, the head contract must be in the 'Approved' status.

Prerequisites

Steps

Create a Potential Variation

  1. Navigate to the project's Head Contracts tool.
  2. Click the Variations tab.
  3. Click Create Potential VAR.
    create-potential-change-order-from-head-contract.png
  4. Complete the following fields:
    • Number
      This field automatically populates based on the number of potential variations you have already 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 PV that's created will automatically increment by one, based upon this specified value.)
    • Date Created
      This field shows the date and time the potential variation was created. (Note: This field cannot be changed.)
    • Revision
      This field displays the PV's revision number. When a PV is first created, its revision is zero. A PV could have multiple revisions because of feedback from a reviewer/approver.
    • Created By
      This field displays the user who created the potential variation. (Note: This value cannot be changed.)
    • Contract Company
      This field displays the company that is listed in the head contract.
    • Contract
      Link to the associated head contract. 
    • Title
      Enter the title of the potential variation that provides a brief description of the potential change.
    • Head Contract Variation
      This will list all existing Head Contract Variation that you could link the potential variation to.
    • Status
      Select the current state of the potential variation:
      • Approved. The PV has been approved. Costs are reflected as 'Approved Changes' in the budget.
      • Draft. The PV still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. The PCO is currently being reviewed by an approver. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Revised. The PCO has been modified since its initial submission. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Pricing. The PCO is pending and is currently out for pricing. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Not Pricing. The PCO is pending and is not actively being priced. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Proceeding. The PCO is still pending and the work is being completed. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Not Proceeding. The PCO is pending and the work is not currently taking place. Costs are reflected in the 'Pending Changes' column on the budget.
      • Rejected. The PCO was rejected. Costs are not reflected in the budget.
      • No Charge. The PCO will be performed at no charge. Costs are not reflected in the budget.
      • Void. The client/owner decides not to proceed. 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.
    • Change Reason
      Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Back charge or any options customised by the Company Administrator. See Set Default Change Management Configurations.
    • Variation Request
      This setting is only required when the Head Contracts tool is using the 3-Tier variation configuration setting: 
      • None. A PV can be linked to a Variation Request at a later time.
      • Add to Existing. Link the potential variation to an existing variation request.
      • Create New. Create a new Variation Request. You also have the option to create a new Head Contract Variation at the same time.
    • Private
      Mark this checkbox if you only want the potential variation to be visible to users with 'Admin' permissions on the Head Contract tool. 
    • Accounting Method
      This field inherits the accounting method that was specified in the prime contract. See How do I set the accounting method for a contract?
    • Description
      Enter a more detailed description of the reason for the potential variation.
    • Request Received From
      Select a user from the project's directory who you are submitting the potential change order on behalf. 
    • Program Impact
      If known, you can provide an estimate of the number of additional days that would potentially be added to the current project if the PV were approved.
    • Location
      Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or 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 to where on the site the contractor will be working at the second tier.
    • Reference
      Reference any other tools, materials, drawings or documents that are related to the potential variation.
    • Site Change
      Tick this box if the potential variation requires a site change.
    • Paid in Full
      Check this box to indicate you have received payment for this change. 
    • Attachments
      Select and add any relevant documents.
  5. Click Create.

Add a Schedule of Values (SOV) to a Potential Variation

When there are costs associated with a PV,  you must add line items to the SOV.

  1. In the variation, click the Schedule of Values tab
     Notes
  2. Select the correct cost code from the cost code drop-down menu.
  3. Enter a description for the line item.
  4. Select the appropriate Cost Type. If you're using the Budget tool, the Type will pre-fill to the first type associated with that cost code on the Budget. You should only select a "non-budgeted" line item type if you would like to add a new line on the Budget.
  5. Click the + button. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking you to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
    Notes
    • The Associated Line Item drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE® and the Head Contract tool is enabled on the project. 
    • When adding line items to the variation's Schedule of Values (SOV), you must select an Associated Line Item for each new line item. You may designate one associated line item or use the same associated line item for multiple line items.  
  6. Repeat the process for each line item you are adding.
  7. Click Save.
  8. If the line item impacts one of your Commitments, click Create CPV (for projects with 2 or 3 tier Commitment variation configuration) or Create CV (for projects with 1 tier Commitment variation configuration) to create an associated change on the Commitment side. See Next Steps for more information.

    Note: See Add Financial Markup to Variations to learn how to associate financial markup with line items.

 

If you would like to learn more about Procore’s prime contract software and how it can help your business, please visit our construction contract management software product page here.