From change trigger to final account. Times and approval limits are examples to adapt to the contract and Leader's delegation of authority.

1. 1

   Change identified

   A change arises from a client or consultant instruction, revised drawing, RFI response, site condition, value engineering or programme change.

   Project Manager / Site EngineerSame day

   Key documentsSite instruction, drawing revision, RFI log

   Control ruleNo change is built or fabricated on verbal instruction alone.

   Oracle Fusion / AI agent supportAI agent compares new drawing revisions with the BOQ and flags affected items automatically.
2. 2

   Notify and log

   Give written notice to the client/consultant and log a VO number in the Variation Register.

   Quantity SurveyorWithin 7 days (contract notice periods prevail, e.g. FIDIC claim notices within 28 days)

   Key documentsNotice letter, Variation Register

   Control ruleEvery change gets a VO number before any pricing.

   Oracle Fusion / AI agent supportFusion Project Management: change request logged against the project; agent drafts the notice letter.
3. 3

   Assess scope and impact

   Measure quantities, check design, materials, lead times, factory capacity and programme impact.

   QS + Design Office + Production Planner2–5 days

   Key documentsMark-ups, take-off sheets, programme

   Control ruleAssess cost AND time; check effect on items already in production.

   Oracle Fusion / AI agent supportAgent extracts quantities from drawings/BOQ, checks open purchase orders and factory job cards in Fusion.
4. 4

   Price the variation

   Apply the rate hierarchy: (1) BOQ rate, (2) pro-rata BOQ rate, (3) new rate from Rate Build-up, (4) daywork.

   Quantity Surveyor2–3 days

   Key documentsRate Build-up, supplier quotes, daywork sheets

   Control ruleUse the lowest applicable level of the hierarchy and keep the back-up.

   Oracle Fusion / AI agent supportAgent proposes the rate basis, pulls latest supplier prices from Fusion Procurement and drafts the build-up.
5. 5

   Internal review and approval

   Commercial review of price, margin and risk before submission, per approval limits.

   QS Manager / Project Director / Commercial Director1–2 days

   Key documentsVariation quotation, internal approval form

   Control ruleApproval limits in the table below; margin must not fall below target without sign-off.

   Oracle Fusion / AI agent supportFusion approval workflow routes by value; agent flags low-margin or high-risk VOs.
6. 6

   Submit to client

   Submit the variation quotation with drawings, quantities, rate build-up and time impact.

   Quantity SurveyorWithin 14 days of notice

   Key documentsVariation quotation + supporting documents

   Control ruleOne submission per VO; track submission date.

   Oracle Fusion / AI agent supportAgent assembles the submission pack and tracks days pending.
7. 7

   Negotiate and agree

   Respond to queries, negotiate and obtain a signed Variation Order.

   QS / Commercial DirectorTarget 14–21 days

   Key documentsSigned VO, minutes

   Control ruleNo fabrication of high-value items before a signed VO, except urgent works under written site instruction.

   Oracle Fusion / AI agent supportAgent chases overdue approvals and drafts replies to consultant queries.
8. 8

   Execute

   Issue revised shop drawings, purchase orders and factory job cards; install on site.

   Project Manager / ProductionPer programme

   Key documentsShop drawings, POs, job cards

   Control ruleChanges to POs and job cards reference the VO number.

   Oracle Fusion / AI agent supportFusion Procurement and Manufacturing / Projects updated; agent checks every PO line is tied to a VO.
9. 9

   Update contract value and bill

   Update the budget and revised contract sum; include approved VOs in the monthly payment application, with pending VOs shown separately.

   QS / FinanceMonthly

   Key documentsInterim payment application, Variation Register

   Control ruleBill only approved VOs as certified; report pending VOs to management.

   Oracle Fusion / AI agent supportFusion Project Billing and Contracts updated; agent prepares the monthly valuation and cash forecast.
10. 10

    Close and final account

    Reconcile all VOs in the final account; record lessons learned.

    QS Manager / FinanceAt project completion

    Key documentsFinal account statement

    Control ruleNo open VOs at final account.

    Oracle Fusion / AI agent supportAgent reconciles VO values, invoices and receipts; summarises variation trends by client and consultant.