Variations for Grants

Note: Variations for a grant are set up in record management. Variations for contracts are similar, with slight differences.

Variations are set up to resolve funding or timing differences between project realities and original agreements and schedules.

There are three types of variations (EOT refers to Extension of Time): 

• Price: Differences in funding. Example: you need to request more grant money or return unspent funds. 
• Commencement EOT: Differences in start times. Example: You need to start a delivery later than scheduled.
• Delivery EOT: Differences in end times. Example: A delivery will be completed later than scheduled

Creating each type of variation works the same way, with slight differences depending on whether the variation is based on price or time.

To get started, click the Add icon at the top of the relevant Variations table.

Assign a type for the variation, along with the other required fields. The Owner is the team member responsible for completing the variation. Each variation type requires a comment that explains what will happen if the variation is not approved.

Note: If the variation Owner is different than the Activity Creator, the Activity Owner will be notified of their new assigned task. Both the Owner and Creator can enter or edit fields for the variation. 

For a Price Variation, the Variation Amount is positive when requesting additional funds, and negative when you spent less than planned and have funds to return.

For a Commencement or Delivery EOT Variation, note the type and reason, along with the number of days the delay is expected to take.

Once saved, the variation Owner can continue with the variation tabs: Details, Documents, Approvals, Submit, Permissions, and Governance Log. The interactions on these tabs are the same as the corresponding tabs for planned activities.

If you close the variation, it appears in the relevant Variations table. 

Double-clicking a variation opens it for viewing or editing. While a variation is highlighted in the table, you can delete it.

Note: An approved variation cannot be edited or deleted.