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Variations

Variation Process
Add Variation to JSIP Activity Agreements
Add Variation to Non-JSIP Activity Agreements

Variation Process

OFF LINE Process:
  1. The actual changes are discussed between the Regional Body (or Group) and Regional NRM Programs;
  2. Then a varied schedule 2 (budget) or 3 (performance) is generated;
  3. This is then submitted for approval to either JSIP or other.

Thus, all details are known and approved before any changes are made in Enquire.

ON LINE Process:

An agreement under variation has a VARIATION status. A Variation can only be added if:

1. Variation is entered in Enquire using ADD Variation under the Tracking tab of the Activity Agreement: the variation details are then entered and saved.

2. The details of the variation are then actioned in Enquire by editing the agreed changes (Milestone, Outputs, budget, dates, etc..). This may be done through multiple change/sessions.

3. Once all changes are made, the variation details can be saved and the Activity Agreement "re-activated" (the agreement goes back to an Active and reportable status).

4. The historical details are available to view only (there is no delete or edit on past variations) along with an Excel spreadsheet of the new version of the contract, attached on re-activation.

Add Variation to JSIP Activity Agreements

ICM

1. Open the relevant Activity Agreement. The Activity Agreement you want to add a variation to, must have a status of Active.

2. Select the Tracking tab.

3. Select the Add Variation button. The button will only be available if the Activity Agreement is not in the reporting process.

4. Fill out the Variation details.

The approval type
  • JSIP
  • other
Variation type
  • Initial Contract - if the initial contract was incorrectly entered
  • Time Extension - change of timing for the Activity Agreement
  • Amend Milestone/Output
  • Add Milestone/Output
  • Increase Funding
  • Increase Funding and Time Extension
  • Financial Data Edit- change of the budget details
  • Incidental
Description Summary A description of the variation, include any relevent important information.
Trigger date When the Regional Body and Regional NRM Programs agreed to make a variation on an Activity Agreement
JSIP number The official JSIP number on the variation contract
Deed of Variation date When the new contract has been signed by both parties
Deed of Variation number A version number for the variation.

5. Once you have filled out all the Variations Details you can also attach any relevant files by selecting the Browse button and choosing a file to attach.

6. Select Save.

7. You will now have access to edit the following tabs.

PLEASE NOTE: As soon as you make changes to any of the tabs, these can not be undone. If a mistake is made, you will have to re-enter the original data manually.

Overview tab You can change the AA details such as the ID, Title, Description and Type of agreement
Investment Packages tab You can add, edit and delete Investment Packages
Workplan tab
You can add, edit and delete Programs and Sub programs
Financial tab You can add or delete funding package/program, edit budget budgeted amounts
Schedule 3 tab You can edit Milestone/Outputs, add Milestones/Outputs, delete Milestones/Outputs

Once you have made the relevant changes to Activity Agreement and you are happy with your new Variation you have to Activate the Variation. NB Once you activate a Variation it can not be changed or deleted.

8. Select the Tracking tab.

9. Select the Edit button that sits under the current variation you created.

10. Select the Activate Variation button from the bottom of the page.

11. The old version will now sit in the Contract History Table and can be viewed at anytime in Excel format.


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Add Variation to Non-JSIP Agreements

PFM
BCM
BFM

1. Open the relevant Activity Agreement.  The Activity Agreement you want to add a variation to, must have a status of Active.

2. Select the Tracking tab.

3. Select the Add Variation button. The button will only be available if the Activity Agreement is not in the reporting process.

6. Fill out the Variation details.

Variation type
  • Initial Contract - if the initial contract was incorrectly entered
  • Time Extension - change of timing for the Activity Agreement
  • Amend Milestone/Output
  • Add Milestone/Output
  • Increase Funding
  • Increase Funding and Time Extension
  • Financial Data Edit- change of the budget details
  • Incidental
Description Summary A description of the variation, include any relevent important information.
Trigger date When the Regional Body agrees to make a variation on an Activity Agreement
Deed of Variation date When the new contract has been signed by both parties
Deed of Variation number A version number for the variation.

4. Once you have filled out all the Variations Details you can also attach any relevant files by selecting the Browse button and choosing a file to attach.

5. Select Save.

6. You will now have access to edit the following tabs.

PLEASE NOTE: As soon as you make changes to any of the tabs, these can not be undone. If a mistake is made, you will have to re-enter the original data manually.

Overview tab You can change the AA details such as the ID, Title, Description and Type of agreement
Program/Sub-Program tab
You can add, edit and delete Program and Sub-Programs
Financial tab You can edit and delete budget/ payment scheduled amounts
Workplan tab You can edit Milestone/Outputs, add Milestones/Outputs, delete Milestones/Outputs

Once you have made the relevant changes to Activity Agreement and you are happy with your new Variation you have to Activate the Variation. NB Once you activate a Variation it can not be changed or deleted.

7. Select the Tracking tab.

8. Select the Edit button that sits under the current variation you created.

9. Select the Activate Variation button from the bottom of the page.

10. The old version will now sit in the Contract History Table and can be viewed at anytime in Excel format.

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