Variations
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      How to add and structure a variation

      In this article

      Types of variations

      Variations are anything that are required once a project is on site that weren’t included the in tender scope. Being able to charge your client for these variations will depend on what they are and what contract you are on. 

      Regardless of your contractual position on variations, the process to establish the scope, cost and price of each variation remains the same.

      There are various formats for variations:
      • Add & omit variations
      These address changes to quantities of something already in the contract scope.
      • Negative Variations
      When on a lump sum contact, if a client chooses to omit items from the contacted scope, negative variations can be used to cover these changes.
      • New scope variations
      New scope item variations can be added directly into live projects onsite. 

      How to add a variations work package

      Offsite variations can be setup using any offsite work package and assessment, however, we recommend setting up a new work package to use when completing your builds up for variations.

      1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
      2. Search for and click the 'Project' to be updated.
      3. Within the project homepage, click the ‘Edit’ button in the top right corner.
      4. On the edit project page, click the ‘+’ button in the ‘Work packages & VAT rates’ section.
      5. To select a package to add, click the package name. For example, ‘Variation pricing’.
      6. Click ‘Save Project’

      Note: Work packages are populated from the work package section of Chalkstring. If a work package required is not listed, it can be added in the work package section. See KBA ‘How to set up a work package’ for further details on how to do this.

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      How to setup a variations package

      Establish a variations package following the same steps as a standard work package. See KBA article ‘How to create a package assessment (estimate leading to a tender)’ for further details on establishing work packages.

      Note: A variations package will never be tendered in its entirety. The package is used to scope out and establish product prices for variations. If instructed by a client to proceed with a variation, a copy of the product can be added to the live project data at the agreed price.

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      How to add a variation

      1. Expand the main Chalkstring black menu bar and click on the ‘Projects’ menu.
      2. Search for and click the 'Project' to price variations for.
      3. Click on the variations package clicking on ‘View Package’ in the ‘Work Packages’ section.
      4. Click ‘Continue assessment’.
      5. Click on the ‘Rate Build Up’ sub-menu.
      7. Follow the same process used with for any other rate build ups produced. See KBA ‘How to cost and price a rate build up’ for further details.
      8. Click ‘Add Product’
      9. Using the search field and filters, search for a product template in the database for a product or service that is either what is required or is close to what is required. The search field will search products by name and description.
      10. If the required product, or a similar one exists in the database, click on it to add it into your variation rate build up.
      11. If there is nothing in the existing database suitable for the product to be priced, click the ‘+ New Product Template’ button and follow the process in KBA ‘How to create a new product template’.


      Products within a can be amended within the package rate build up section. For example: If there is already a product with a specific wall type in the database that uses standard wallboard, but a variation version that uses moisture resistant board is required, this can be quickly amended and saved as a new product.

      Note: By default, any changes made to products in the rate build up only apply to the assessment where the change is made. If the required change results in a new product that may be useful to other users or on other projects and assessments, the amended version can be ‘synced’ with the main database, creating a copy in the product library.

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      How to structure a variation

      1. Locate the variation in the rate build up by either by scrolling the screen or using the search filter.
      2. Expand the product it by clicking on the 'eye' icon on the left of the product.
      3. Make any required changes, either to adapt the product to suit the specific requirements for this project or to use an existing product as the basis of a new product.
      4. Follow the same process as set out in KBA ‘How to set up a rate build up’.
      To view or amend existing attachments, click the ‘Template Documents & External Links’ drop-down. These can be viewed, deleted or new attachments and links added.

      Note: When pricing variations, it is useful to attach copies of emails, site photos, drawing revisions, daywork sheets etc as they may be required. They may be required for substantiating variations at a later date.

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