This document explains the new variation system in Drum, which provides a flexible way to manage changes to project budgets and structures.
Project Structure in Drum
Drum now uses a structured approach to projects, consisting of:
Deliverables: High-level components of the project.
Tasks: Specific activities within each deliverable.
Budget (at Task Level): Budget is allocated to individual tasks.
Time Allocation (at Task Level): Time is also tracked against tasks.
Accessing and Creating Variations
Variations are managed within the "Budget" section of a project.
Accessing Budget: Click on the "Budget" option at the top of the project view.
Adding a Variation: Click "Add Project Variation."
Variation Details: Provide a name for the variation, set its status (initially "Draft"), and optionally add a description explaining the reason for the variation.
Filtering and Adding: You can filter by phase, add a new phase specifically for the variation, or add an entirely new deliverable that will only be included if the variation is approved.
Varying Existing Tasks
Vary Task Option: To modify an existing task, click "Vary Task."
Adjusting the Task: You can then adjust the task details, such as the estimated time or budget.
Resource Type (for Rate Reference): The resource type is used as a reference for the billable rate. While you can override the rate and quantity to achieve a specific variation amount, it's generally recommended to set the resource type as accurately as possible (or use an average rate if multiple roles will contribute) and then adjust the quantity (hours). This keeps your time tracking data more accurate.
Adding New Tasks, Phases, and Deliverables
Adding New Tasks: You can add entirely new tasks to a variation. This is useful for capturing work that was not originally planned.
Adding New Phases: Add new project phases specifically for the variation. This helps organize variations, especially in complex projects.
Adding New Deliverables: You can add entirely new deliverables to a variation. These deliverables will only be added to the project if the variation is approved.
Viewing Variation Changes
"Variation Changes Only" Filter: Use this filter to see only the items that have been changed as part of the current variation. This provides a clear overview of the impact of the variation.
Approving and Managing Variations
Approving a Variation: Change the variation status from "Draft" to "Approved." This merges the changes into the main project structure and budget. The variation is then locked and can no longer be edited.
The Variation will only be applied to the Project once it has been "Approved."
NB: If the Variation is changed back from "Approved" to any other status, any changes will be removed.
Undoing a Variation: You can revert an approved variation by changing its status back to "Draft" or "Submitted." This will undo the changes to the project.
Benefits of the Variation System
Clear History: The system provides a complete history of all project variations, making it easy to track changes over time.
Flexibility: You can modify existing tasks, add new tasks, phases, or deliverables as needed.
Organisation: The ability to add variation-specific phases and group related changes makes managing complex variations much easier.
Accurate Tracking: By adjusting quantities (hours) rather than simply overriding rates, the system encourages more accurate time tracking data.
Transitioning Existing Projects
Drum will provide information on how existing projects will transition to this new variation and budgeting system, including how to migrate them to task-based budgeting if needed. (This information will be provided in a separate document or video.)
This document explains how to use the new variation system in Drum. If you have any questions or suggestions, please contact the Drum support team.