Variations
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      How to handle variations in budget only assessments

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      What are variations in budget only assessments?

      Variations in a project refer to changes in the scope of work that occur after the project has started. As budget only assessments don't contain the full scope of the original works, instead providing a speedier way to start managing the onsite elements of a project in Chalkstring, variations are managed via a separate assessment, enabling you to fully scope the requirements of a variation to include in your project.  

      Managing these variations effectively is crucial to ensure that the project remains within the allocated budget and meets the client’s requirements. Variations can arise due to unforeseen circumstances, client requests, or adjustments in the project’s scope, and they often require budget adjustments to accommodate the new conditions.

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      Types of variations

      Variations are anything that are required once a project is onsite 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.
      • New scope variations

        New scope item variations are new scopes of work that are added directly into live projects onsite once agreed with your client .

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        How to add a variations assessment 

        When you accept a budget only assessment onsite, a variation assessment will automatically be created. This will enable you to add any variations to the project.

        A variation assessment provides full access to the rate build up, bill of quantities and fixed cost areas of the assessment, enabling you to fully scope the requirements of the variation to include in your project.  

        Full details on the rate build up, bill of quantities and fixed cost pages can be found in the articles below:

        How to set up a rate build up

        How to complete the bill of quantities section of an assessment

        How to compile the fixed costs section of an assessment

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        Video

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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.
        6. Follow the process in KBAs 'How to set up a rate build up' & ‘How to cost and price a rate build up’ for details on adding products to a rate build up.
        7. Click ‘Add Product’
        8. 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.
        9.  If the required product, or a similar one exists in the database, click on it to add it into your variation rate build up.
        10. 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 ‘Adding and editing product templates’.


        Products within a rate build can be amended as required and will only update the product in this instance in this rate build up. 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 added, details amended as required to reflect this project 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'.
        5. Navigate to the 'Bill of quantities' page and enter the required quantity for your variation. See KBA 'How to complete the bill of quantities section of an assessment' for further details on how to do this.


        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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