Project Setup
Report Info
Register Summary
Variation Order Register
| # | VO No. | Description | Status | VO Value | Date Raised | Approval Date | Time Impact (d) | Cumulative Contract Value |
|---|
VO Value by Status — Bar Chart
Cumulative Contract Value — Trend
About this change order and variation register
This tool keeps a single, current record of every change order or variation raised against a contract: what it is, what it is worth, where it stands in the approval workflow, and how it affects the contract value and the programme. It is built for contract administrators, project controls engineers, quantity surveyors and project managers who need to answer, at any moment, "what is our contract actually worth today?"
What you enter
Project setup and the original contract value at the top, then one row per variation in the register. Each row takes a VO number, description, status (Proposed, Submitted, Approved or Rejected), VO value, date raised, approval date and any time impact in days. Only approved variations affect the running contract value.
What it works out
- Cumulative contract value, updated as each variation is approved
- Total approved, pending and rejected value, calculated automatically
- Total time impact from approved variations, in days
- Revised contract value and percentage change against the original sum
- A bar chart of VO value grouped by status
- A trend chart of cumulative contract value over time
Reading the register
The status column is what separates committed contract value from value that is still uncertain. A Proposed or Submitted variation is a forecast, not yet a contractual obligation; only an Approved variation moves money into the revised contract value shown in the summary stamp and the trend chart. Rejected variations stay in the register for audit purposes but never affect the totals.
Time impact and EOT
Recording a time impact against each approved variation gives a running total of days added to the programme, which supports an extension of time (EOT) claim or assessment. For tracking that impact against the wider programme, use a Gantt chart alongside the register.
Getting data in and out
Variations can be imported from an Excel or CSV file rather than typed, exported back to CSV, and the whole register printed or saved as a PDF for issue to the client or head office.
Frequently asked questions
What is a change order in construction?
A change order, also called a variation order, is a formal instruction that alters the original scope, value or duration of a contract. It can add work, omit work, or change specifications, and once approved it becomes part of the contract and adjusts the contract value and, where relevant, the completion date.
What is the difference between a change order and a variation order?
The terms are largely interchangeable and describe the same mechanism: an authorised change to contract scope, value or time. "Change order" is more common in North American contracts, while "variation order" is the usual term under FIDIC and many Commonwealth-style forms of contract.
How is cumulative contract value calculated?
Cumulative contract value starts from the original contract sum and adds the value of each variation as soon as it reaches Approved status. Proposed and Submitted variations do not affect it until approved, and Rejected variations are excluded entirely, so the running total always reflects the current contractual position.
What is an extension of time (EOT) and how does it relate to variations?
An extension of time (EOT) is an adjustment to the contract completion date, often granted alongside a variation that adds work or is caused by an event outside the contractor's control. The time impact recorded against each approved variation feeds into the total days added to the programme.
How do you track variation order approval status?
Each variation is logged with a status of Proposed, Submitted, Approved or Rejected, updated as it moves through the approval workflow. Tracking status this way makes it possible to separate the value already committed to the contract from value that is still pending or has been declined.
Can I import my variation register from Excel?
Yes. Use the import button to load variations from an .xlsx, .xls or .csv file, and the register, KPIs and charts update automatically. You can also export the current register back to CSV, or print the whole report as a PDF for issue.
Who uses a change order / variation register?
Contract administrators, project controls engineers, quantity surveyors, project managers and client representatives all use a variation register to keep a single, current record of contract changes, their approval status, their value and their effect on time and cost.
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