Navigate to the UniPhi Contracts module, filter for the project you are working within and drill into the contract which the variation relates to.
1. Scroll down to the Variations card which is below the Deliverables card under the Value section.
2. Add your Variation in the table shown.
3. The following fields are available:
Category of variation. This field is defined by your System Administrator to enable analysis of the causes of variations across the portfolio.
Group and Sort fields populate automatically, and are only needed when grouping variation line items under a heading.
ID field populates automatically to assign a Variation ID to the line item once saved. This can also be populated manually with a whole number.
Variation is to capture a description of the scope of the variation.
Qty, Unit and Rate appear if it is a Time & Material type. Enter these to calculate the value of the variation.
Amount is for the value of a variation if it is a Lump Sum type. For a Time & Materials type this populates automatically.
Status can be Possible, Pending, Approved or Rejected. The status of variations has an impact on where and how that information is displayed back in the Costs module dashboards, and in UniPhi reports. The logic being that approved variations will appear as commitments, while pending and potential variations will appear as uncommitted.
Code is a searchable drop-down list of the Cost Codes used for this contract, to allow you to track the cost of the variation in your forecast. If you have a long list of codes, start typing in the code you want, wither the number or description.
Submitted is used to track the original value of a variation. It allows a comparison of the amount of a variation that was originally submitted versus what was ultimately approved.
This is for information purposes only as the Amount field is used in UniPhi as the value of the variation.
Start Date and End Date fields are optional and can be used to generate a post-contract forecast cash flow for the contract.
Contingency Code is selected if the cost of the variation will draw down on a budgeted contingency amount.
Tax is set to the contract default but change be changed if it varies.
4. Select Save to capture the variation.
Once the variation is added it can be viewed in the contract deliverables, variations and claim window. Variations are underneath the original contract schedule of deliverables as their own register. The variation status can be amended at any time but can only be deleted if it hasn’t been claimed.
Contingency in UniPhi can be drawn down using variations. If in the Costs module Forecast to Complete it set to Auto, this will happen when a variation is flagged as drawing down contingency using the Contingency field when logging the variation. This allows for reporting of contingency to be updated live as variations are logged in UniPhi. Cost reports are already updated live by updates to variations and contract deliverables.
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