Create and approve a variation

Entry: Open the contract or funding agreement, then Variations. Before starting: Confirm the change, authority and supporting document.

1. Add a variation under the correct parent. Record the title, external reference, business unit and Variation details.
2. Enter the Variation value (NZD) as the change in value, not the entire new total. The approved total is the original base value plus approved variation values. A reduction uses a negative change.
3. Enter the new end date if the term changes, revised term/scope, people responsible and tags. Select multiple people using the control's instructions.
4. Save the draft, open its detail page, and add the variation documents, actions or notes available there.
5. Submit for review. The authorised approver checks the value, dates, scope and evidence before approving or rejecting. Return a submitted draft for correction when appropriate.
6. Reopen the parent and confirm the revised value/end date, variation status and approval history. Review related deadlines, deliverables and payment schedules separately.

Complete when: The approved change is traceable to its evidence and the parent's calculated result is correct. Draft, submitted and rejected variations do not alter the parent's approved value. If an approved variation is wrong, obtain an authorised correction plan; do not silently overwrite the original base value to compensate.

Review the evidence and next action

Open the variation's Review tab. The brief brings together the current question, responsible people, proposed next step, missing information and accessible open follow-up actions. It is available to readers of that parent/variation; attachments and tasks also require their own permissions. It does not grant access to the administrator's document library.

1. Check Responsible, then inspect Owned follow-up for an owner, due date and useful next action. Review actions opens the existing workflow/actions tab; use Add action there to record agreed work.
2. Under Evidence reference checks, use Needs attention to focus on missing/conflicting references, ambiguous external references, future dates, unavailable text or duplicates. The selected variation and its parent remain the review context.
3. Expand Source passages and suggested fields, then Download original. Matching uses explicit labelled references, not title similarity or inferred identity. Supported labels include Reference:, Variation reference:, Contract reference: and Agreement reference:. Dates labelled Document date: or Evidence date: use YYYY-MM-DD.
4. Check the original document's identity, scope, dates, signature and authority yourself. A reference match is not document validation, approval or a compliance conclusion. Duplicate detection compares readable content in this visible batch only.
5. Correct records, attach evidence or submit/approve through their existing forms and permissions. The brief never files documents, changes a record or advances status. Refresh brief reads current accessible data; a failed refresh clears the earlier result and offers Retry.

The brief considers the newest 25 accessible attachments on the variation and parent and up to 100 accessible linked tasks, with a partial-review notice if capped. UTF-8 text, Markdown and CSV up to 200 KB are read directly. PDFs and other files require an existing current extraction; missing, stale, incomplete or image-only extraction needs manual review. Opening this tab does not index files, run OCR or call a model. Hidden records are not evidence of completeness. The check date is UTC and the brief is a current snapshot, not a reconstruction of a historical decision.

This reference-checking workflow does not invoke a model. Ordinary database, storage and compute usage still applies.