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Create a Commitment Variation from a Head Contract Variation

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 Important
This tutorial is intended to be used by Procore users who have NOT enabled the Change Events tool on a project.

Objective

To create a Commitment Variation (CV) from a Head Contract Variation (HCV) or a Head Contract Potential Variation (PV).

Background

If the project's Change Events tool is not enabled on your project, you can use the steps below to create a CV from a HCV or a Head Contract PV. 

  • One (1) Tier Variations:
    • When the one (1) tier setting is configured on the Head Contracts tool, the change management process starts with creating HCV.
    • When the one (1) tier setting is configured on the Commitments tool, you can start by creating a CV. 
  • Two (2) or Three (3) Tier Variations:
    • When the two (2) or three (3) tier setting is configured on the Head Contracts tool, you will start by creating a Head Contract PV. 
    • When the two (2) or three (3) tier setting is configured on the Commitments tool, create a Commitment Potential Variation (CPV).

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Head Contracts tool.
  • Additional Information:
    • Use the steps below only when the Change Events tool is NOT active on the project. When the Change Events tool is active, follow the steps in Create a Commitment Variation from a Change Event.
    • After creating a potential variation, you can issue and approve a commitment variation from the potential variation.
    • You can also compare the commitment variation to the corresponding potential variation line item and view any variance between them.
 Important
The steps below describe how to create a commitment variation from a potential variation. However, you can also use the same steps when creating a commitment variation from a head contract variation.

Prerequisites

Steps

  1. Navigate to the project's Variations tool.
  2. Locate the potential variation that you want to work with. 
  3. Click Edit.
  4. Click the Schedule of Values tab.
  5. Under 'Add Line Item,' do the following:
    • Cost Code. Select a cost code from the drop-down list. 
    • Description. Enter a brief description of the change. 
    • Type. Select the contract type. 
    • Amount. Enter the amount. 
  6. Click Add.

    CPCO1.png
     
  7. Click Create CPV. 
    This opens the Create a Commitment PV for a Head Line Item page. 
  8. Under 'Step 1: Choose a Commitment Contract', choose the appropriate contract to associate that contract with the new Commitment PV. 
    Note: If you need to create a new commitment, follow the steps in Create a Commitment.


    CPCO2.png
  9. Click Add Variation Details.
  10. Fill out the following information:

    • Number: This field automatically populates based on the number of CVs 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 CV that's created will automatically increment by one, based upon this specific value.)
    • Revision: This field displays the CV's revision number. When a CV is first created, its revision number is zero. A CV could have multiple revisions because of feedback from a reviewer/approver.
    • Title: The title field will populate with the name of the PV that the CV is tied to.
    • Status: Select the current state of the CV:
      • Approved: The CV still needs to be approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft: The CV still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review: The CV is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised: The CV has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget. 
      • Rejected: The CV has been rejected. 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.
    • Private: If checked, the CV will be visible only to 'Admin' users on the Commitments tool and 'Standard,' or 'Read only' that have specifically been given access to that Commitment.
    • Change Reason: Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Backcharge or any options customised by the Company Administrator. See Set Default Change Management Configuration.
    • Program Impact: Input the number of approved days to extend the contract, if any.
    • Description: Enter a more detailed description of the CV.
  11. Click Create & Add Line Items.
  12. Fill out the following line item information:
    • Description: Enter a description for the line item.
    • Amount: Enter in an amount for the line item.

      CPCO4.png
       
  13. Click +Add. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking 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.
  14. If you are done creating the CV, click Finished. If you want to add more line items to your CV, repeat step #11 and click Finished when you are done.