Variations (Variation Orders)

Scope changes are inevitable. The Variations module is the formal channel — from notice of variation through pricing, time impact, client agreement, and BOQ absorption — that keeps every change traceable and recoverable.

Overview

A variation can originate from the consultant, client, or contractor. It walks through a defined lifecycle: notice → pricing → submission → negotiation → agreement → absorption into the BOQ.

Screenshot: VO register with status badges and total impact summary

Key concepts

Variation. A single change — VO-2026-007. Has origin, description, attached drawings/specs, cost impact (additive or omissive), time impact, and status.

Status chain. Notice → Priced → Submitted → Under negotiation → Agreed → Rejected → Absorbed.

Cost impact. Net change to contract value. Can be positive (extra work) or negative (omission).

Time impact. Days added to the contract period. May trigger LD relief.

Absorption. When agreed, the variation creates new BOQ lines (or modifies existing) and bumps the BOQ to a new revision.

Quantum & EOT. For high-value variations, two separate negotiations — pricing (quantum) and time (extension of time / EOT).

Step-by-step: log a variation notice

1. Project → Variations → New variation.
2. Pick origin (client / consultant / contractor) and reference.
3. Attach drawings, specs, RFI references.
4. Describe the scope change.
5. Submit — moves to Notice status. Internal estimating starts.

Step-by-step: price a variation

1. Open the variation, click Add pricing.
2. Add line-by-line breakdown — materials, labour, plant, sub-contractor, indirect, profit & overhead.
3. Add time impact in days.
4. Save — status moves to Priced.
5. Submit to the consultant / client via the approvals chain.

Step-by-step: absorb an agreed variation

1. When the variation is Agreed, click Absorb to BOQ.
2. The system creates a new BOQ revision with the variation's lines added/modified.
3. Future IPCs reference the new BOQ revision.
4. The variation status moves to Absorbed.

Common tasks

• VO register PDF: Variations → Export → Register.
• Filter by origin: for separating client-initiated from contractor-initiated.
• Total impact dashboard: Variations → Dashboard shows net cost and time impact on the contract.
• Link to source RFI: for traceability.

Troubleshooting

• "Pricing total doesn't match my Excel." — Check P&O markup configuration — applies to direct costs only or to indirect as well.
• "Time impact didn't update project end date." — Time impact updates the contract period only when the variation is Agreed and time impact is approved.
• "Absorption created duplicate lines." — VO referenced new code identical to existing BOQ line. Cancel absorption, edit the VO, retry.
• "Client rejected the VO — what now?" — Status moves to Rejected with reason. You can resubmit a revised version or escalate per contract.

Permissions reference

Permission	Who needs it
VO_VIEW	PMs, QSes
VO_CREATE	QSes
VO_PRICE	Senior QSes
VO_SUBMIT	Commercial Director
VO_ABSORB	Senior QSes

See also: BOQ, IPC, Approvals.