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(Beta) Create Head Contract Variations

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Objective

To create a Head Contract Variation from a change event.

Background

If the Change Events tool is enabled on your project, your project's variation tier configuration setting. The tier setting determines the number of steps that take place before creating a head contract variation. To learn more, see What are the different variation tier settings in Project Financials?)

Variation Tier Setting For three (3) tier, start here... For two (2) tier, start here... For one (1) tier, start here...
One (1) Tier N/A N/A See below
Two (2) Tier N/A Create a Potential Variation for a Head Contract from a Change Event See below
Three (3) Tier Create a Potential Variation for a Head Contract from a Change Event Create a Variation Request See below
 Tips

Are you inviting contractors to submit tenders on your project's change events using the RFQs feature? Learn more about the RFQs feature by visiting one of these links:

Are you using Procore's 'Revenue ROM' function?

If your project team has opted to use the Revenue ROM function, the SOV on your head contract variations is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:

  • When change events are 'In Scope' or 'TBD', the SOV on the head contract variation is automatically updated with a $0 value. 
  • When change events are 'Out of Scope', the SOV on the head contract variation is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.' 
  • When change events are not in one of the above statuses, the SOV is automatically updated using the Cost ROM. 

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the project's Change Events tool.
      AND
    • 'Standard' or 'Admin' level permissions on the project's Head Contracts tool.
       Notes
      For users with 'Standard' level permissions on the project's Head Contracts tool to perform this task, the following must also be true:
  • Required Configuration Setting:
  • Additional Information:
    • After you create a change event, you can also create an RFQ to send to the affected subcontractor(s). See Create RFQs.'
  • If your company has enabled the ERP Integrations tool, keep these items in mind:
    • QuickBooks® Desktop: 
      • Head contract variation exports are NOT supported.
    • Sage 100 Contractor®:
      • Head contract variation exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The head contract variation title must be 30 characters or less. 
      • Number (#). The head contract variation 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.
    • Integration by Procore:
      • Head contract variation exports are NOT supported.
    • Viewpoint® Vista™:
      • Head contract variation exports are supported.
    • CMiC:
      • Date. Required field.
      • 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 CMiC and the export head contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
      • Markups. Horizontal Markups are allowed. Vertical Markups are not allowed at this time. 

Prerequisites

Steps

  1. Navigate to the project's Head Contracts tool.
  2. Locate the head contract to modify. Then click its Number link. 
  3. Click the Create button and choose one of these options:
    • If your project uses the one (1) tier variation tier setting, choose the Create Head Contract VAR option.
      OF
    • If your project uses the two (2) or three (3) tier variation tier setting, choose the Create Head PV option. You must create a potential variation before you can create a head contract variation (i.e., for 2-tier variations) or variation request (i.e., for 3-tier variations). 
      Example
      The illustration below shows you the location of the 'Create' button. The options in the drop-down list will vary, depending on your project's variation tier setting.
      create-prime-contract-co.png
  4. In the 'General Information' section, complete the following

    • #
      Accept the default number, enter a new number or create a custom numbering scheme for this variation and future ones. 

       Notes
      • Procore automatically assigns the item a new number in sequential order. For example; 001, 002, 003 and so on.
      • To use a custom numbering scheme, enter any set of alphanumeric characters. Procore automatically assigns new numbers in sequential order using your custom scheme. 

    • Created By
      Procore automatically populates this field with the name of the user who created the variation. 

    • Revision
      If you revise a variation later, you can enter the revision number here.

    • Created By
      Procore automatically populates this field with the name of the user who created the variation. 

    • Title
      Enter a descriptive name here. 

    • Status
      Select the current status of the variation. Procore automatically places the variation in the 'Draft' status. To learn more, see What are the default statuses for variations in Procore?

    • Private
      Mark this checkbox if you want the item to be private. This means it is only visible to users with 'Admin' level permissions on the contract (or funding). 

    • Due Date
      Select a due date to indicate the date by which the 'Designated Reviewer' must approve or reject the variation. 

    • Progress Claimd Date
      Select the date when the variation was progress claimd. 

    • Designated Reviewer

      Select the Procore user at your organisation who is responsible for approving or rejecting the variation. To appear as a selection in this list, the designated reviewer's Procore user account must be added to the Project Directory and have 'Standard' level permissions or higher to the contract or funding tool. See Add a User Account to the Project Directory. 

       Tip

      Are you the 'Designated Reviewer' on a variation? To learn how to submit an approve or reject response, see Approve or Reject a Variation.

    • Paid Date
      Select the date that payment was received for the variation.

    • Reviewer
      This field is blank on a new variation. After the 'Designated Reviewer' approves or rejects the variation, that person's name appears here. 

    • Review Date
      This field is blank on a new variation. After the 'Designated Reviewer' approves or rejects the variation, the date the person submits their response appears here. 

    • Description
      Enter a more detailed description of the variation. 

    • Description
      Enter a more detailed description of the variation. 

    • Executed
      Mark this checkbox after the variation is fully executed.

    • Signed Variation Received Date
      This field is blank on a new variation. After the signed variation is received, select the date from the calendar control. 

    • Depending on the variation tier settings of the Head Contract's tool, one (1) of these list boxes will appear:  
      OR

      Variation Requests
      If the tool is configured for three (3)-tier variations, select any variation requests related to this variation from this drop-down list.  See Configure the Number of Variation Tiers on a Project Financials Tool.

    • Program Impact
      If this variation is expected to impact the construction project's program, enter the estimated number of additional days this would add to the program. 

    • Revised Substantial Completion Date
      If the variation modifies the substantial completion date for the contract, select that date from the calendar control. 

    • Attachments
      Add any relevant document or image as a file attachment. You can attach multiple files using these methods:

      • Click Attach File(s) and select the files to add from your computer or another Procore tool.
        OR
      • Use a drag-and-drop operation on your computer to add the file attachments to Procore. 
  5. Choose one (1) of these options:
    • To create the variation, click Create.
      OR
    • To create the variation and send email notifications, click Create & Email. 
      OR
    • If you are using the Procore + DocuSign® integration to collect signatures, click Complete with DocuSign. To learn more, see DocuSign®.