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Change controlPublic guide

Maintain the variation register

Raise, price, issue and track change with cause, scope, evidence, parties and status aligned.

Task
Complete maintain the variation register with a reviewable commercial record.
Audience
Quantity surveyors, contractors and project managers
Owner
QuantifyQS Product
Version
2026.08
Reviewed
Next review

Outcome

Raise, price, issue and track change with cause, scope, evidence, parties and status aligned.

QuantifyQS keeps the working record understandable to a quantity surveyor and reconstructable by an authorised reviewer. The screen helps organise the work; the accountable professional still owns judgement and approval.

Before you start

  • Instruction, event or change reference.
  • Scope, cause and affected bill items.
  • Cost, time and evidence available.

Working method

  1. Confirm contextOpen the correct organisation and project, confirm your visible role, then check that source information and status are current.
  2. Make the controlled changeComplete the maintain the variation register task in the relevant workspace. Use references, notes and structured fields instead of relying on memory or an offline copy.
  3. Review before issueCheck quantities, rates, dates, parties and evidence, then use the named review or approval state appropriate to the workflow.
  4. Retain the resultKeep the issued output and its project event together. Where a PDF or spreadsheet is exported, verify the generated file before sending it outside the workspace.

Evidence and checks

  • Every change has a unique reference.
  • Draft and issued states are distinguishable.
  • Value and status reconcile to project reporting.

Roles and boundaries

  • Workspace role determines what a person may view or change; plan determines what the organisation has contracted to use.
  • Customer-specific Firm and Enterprise panels do not widen a user role or cross the active tenant boundary.
  • AI suggestions, imported data and generated documents require human review before professional reliance or issue.