Variations
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      How to do an extra over or cost saving variation

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      Variations

      Once a project is live and on site, a client may ask to make an amendment to a product in the existing contract scope, such as, swapping one type of material, or labour activity for an alternative. Whether the alternative is more or less costly, will determine if it is an extra over or a cost saving variation.

      Chalkstring enables you to create a new product which contains a negative quantity for the material or activity being replaced, and a positive quantity for the alternative material or activity. This will establish if a variation is an extra over cost or a cost saving.

      When a variation product is added to a live project rate build up and quantities set in the bill of quantities, Chalkstring will automatically reduce the quantities and costs associated with the omitted material or activity and increase the quantities and costs associated with the added one.
      Variations can be added directly into live projects onsite, however the recommended process is to establish variations in the offsite tender environment. Variations may need to be substantiated with a client, therefore it’s not always best to add variations into live on project data.

      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’

      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.

      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 create a variation product

      1. In the offsite side of Chalkstring, follow the same process used when creating a standard rate build ups. See article 'How to set up a rate build up' for further details.
      2. From the rate build up page, Click ‘Add product’ to add in a variation product or service
      3. Search the product database to establish if this extra over or cost saving product already exists, if not click ‘+ New Product Template’ and complete the fields.
      4. Once complete click ‘Save Product’.
      5. The product will be added to your rate build up. 
      6. Establish the price of the product following the same process as a standard product in a rate build up.
      7. Once the price is established, follow the processes outlined in the article ‘How to add and structure a variation’, ‘How to cost and price a variation’ and ‘What to do when your client accepts your variation’.
      8. The rate build up can be exported by clicking the ‘Export’ button.
      9. Send the exported rate build up to your client for instruction.
      10. Once returned from your client and the instruction agreed, repeat this process but in the onsite (blue) section for your project.

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