To advise the project team about the variation or to seek approval of it, a Variation document is generated to advise the relevant stakeholders.
1. In the Contract module, select the Value section and click on the Start new document workflow button located on the Variation Card.
2. Select the relevant template from Document Templates shown. In this case Variation Order, but the process is similar for a Variation Request.
3. UniPhi Document creation screen will open in a new browser tab. Note that all the fields have been selected, such as “Use Template” and “Create in Project” because this information is already known. You can also review who the approvers might be and their delegations. Select Create to start the document.
4. The first step is to select the variation that is to be approved. Note that the contract and supplier are already selected, as this data is already known. Ensure that only the variation(s) to be approved in this Variation Order are selected. You can also check or uncheck any other available fields to control what appears in the final document. Select a date. Select Save changes and edit the next step to go to the next step when you are done.
5. Follow the rest of the document steps. These will typically include a step to provide commentary, an auto populated header and a step to link to the issue you had logged for this variation (see screenshot below).
6. At the finish step, the document name will auto populate. You can edit the document name if needed, set the status of the document and distribute via email or PDF.
When a Variation Order is set to Awaiting Sign-Off, the UniPhi approval process is triggered. The document will appear in the sign off workflows of the relevant approvers. Once all the approvers have signed off the document, the variation register in the contract will be updated and the status of the variation will change to “Approved”. This will also flow through automatically to the dashboards in the Costs and/or Revenue modules and to all reports.
For more information about documents in UniPhi, refer to the UniPhi 15 Document Management Manual
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