Contracts Features

  • Updated

Contracts-Monitor-Banner.png

Admin-and-Buyers-Banner-shorter.png

When creating a Contract in Contracts Monitor, the Contract Owner will have the option to add a range of features, on the right side of the page to their Contract.

mceclip0.png

Once each item has been added, it will appear on the left under the Contract details in it's own section. You can click on the plus icon to expand details. You can select the Add/Edit button on the right to add, edit or delete the items you've created.

This article will provide an overview along with instructions on how to use Contracts Monitor features.

Contract Updates

You can add any Contract Updates to the contract details. Under Contract Updates, click on the Add button.

mceclip8.png

On the Contracts Updates page, there will be fields to Add a Contract Update on the left and you'll see Update history on the right.

mceclip5.png

When you Add a Contract Update, you'll need to select an update type from the below two options:

  • Contract extension: This option allows you to add a formal Contract Extension which extends the expiry date of the Contract. You'll need to select a new expiry date. This will update the expiry date on the Contract.
  • Contract variation: This option allows you to add formal Contract Variation.

You will also be able to add notes to your update in the textbox provided. Click the Save button to save the details.

In the Update History section you'll see any previously submitted Contract Updates. These can either be edited (updating the update type, date and the notes) or deleted.

Tasks

The Tasks feature allows Contract Owners to add Tasks to the Contract that be assigned to other people. Under Tasks, click on the Add button.

mceclip6.png

On the Tasks page, there will be fields to Add a new contract task on the left and you'll see Current Tasks on the right.

mceclip3.png

Under the Add a Contract task heading, you will see a range of fields where you can enter information relating to the new Contract task. The fields consist of the following:

  • Select Task Type: Select either the To-do Task or Milestone options.

  • What's the task?: Add descriptive information on the task.

  • Task details: Add detailed information to do with the task.

  • Task is private to me (...others cannot see it): Checking this box means only the Contract Owner will see the task.

  • Status: Select one of the following options:
    • Not started - The task has not yet started.
    • In progress - The task is currently in progress.
    • Submit for review - The task has been submitted for review.
    • Complete - The task is complete.
    • Postpone - The task has been postponed.

  • Due date: Select a due date for the task by clicking on the field and selecting a date from the calender.

  • Remind me: Using the combination of the two fields you can specify the number of days, weeks, or months before the due date of the Contract that you would like to receive a reminder.

There are four buttons at the bottom:

  • Comment: You can use this to add a comment to the task that you are creating. Contract Managers, and anyone that they have assigned the task to, can add comments against the task. This allows for progress of the task to be tracked, and information to be communicated as required.

  • Assign: The task can be assigned to anyone by entering their email address into the Assignee free-text entry field. They do no need to have a Contracts Monitor account to be assigned the task. The assignee is then sent an email to advise them of the task assignation, where they can then update the task allotted to the Contract.

    The Contract Owner is advised of any updates conducted by the assignee through email. The Contract Owner can then log in to their account to view the updates to the task of the Contract and can complete the task if all required actions have been undertaken.

  • Attach: Clicking on the attach button will allow you to upload a file (max 150Mb) from your computer for the task you have created.

  • History: This will display a history log of changes that have been made to the task that you are working on. For instance, history will include actions such as the assignment of assignees to the task. History information will include the following details:
    • The name of the person/user that has made the change.
    • The date that the change was made.
    • The time that the change was made along with the time zone (e.g., UTC)

Click the Save button to save the task.

Email Reminders

You can add Email Reminders in relation to the Contract. Under Email Reminders, click on the Add button.

mceclip7.png

On the Email Reminders page, there will be fields to Add an Email Reminder on the left and you'll see Current Email Reminders on the right.

mceclip4.png

You can Add an Email Reminder by entering information in the available fields and using the calender to set a date to send the email reminder. Click the Save button to save the details.

Under Current Email Reminders, you will see a list of current email reminders that have been created for the Contract. These can either be edited (updating the descriptions and the date to remind) or deleted.

Links

The Links feature allows users to add links to webpages to the Contract. Under Links, click on the Add button.

mceclip10.png

On the Links page, there will be fields to Add a link on the left and you'll see Current Links on the right.

mceclip2.png

You can Add a link by entering in a name and description of the document and then the location or web address. Click the Save button to save the details.

Under Current Links, all links that have been uploaded to the Contract will be listed. These can either be edited (updating the name, description and location/web address) or deleted.

Documents

You can use this feature to upload documents to the Contract. Under Documents, click on the Add button.

mceclip11.png

On the Documents page, there will be fields to Add a new document on the left and you'll see Current Documents on the right.

mceclip1.png

You can Add a document by entering in a name and description of the document and then uploading the file from your computer (max 150Mb). Click the Save button to save the details.

Under Current Documents, all documents that have been uploaded to the Contract will be listed. These can either be edited (updating the name, description and attachment) or deleted.

You can also upload new attachments by clicking the button and you can upload up to 50 files at once. This will automatically sent the 'name' of the document to the filename.

Key Stakeholders

The Key Stakeholders feature allows users to add people to the Contract that may need to know when the Contract is changed in any significant way. Under Key Stakeholders, click on the Add button.

mceclip13.png

On the Key Stakeholders page, there will be fields to Add a key stakeholder on the left and you'll see Current stakeholders on the right.

mceclip17.png

You can Add a key stakeholder by entering in their name, phone number, email address and any comments. Click the Save button to save the details.

Under Current stakeholders there will be a list of all of the stakeholders that have been added to the Contract. These can either be edited (updating their details) or deleted.

Establishment Process

The Establishment Process feature allows you to record details of how the Contract was established. Under Establishment Process, click the Add button.

mceclip12.png

On the Contract Establishment page, you will see a range of fields where they can enter details relating to the establishment of the Contract. The fields consist of the following:

  • What process was used to establish this Contract: Select from one of the following options:
    • Public Tender: A Public Tender is a table of rates for specific activities that can be used to negotiate commercial terms when the broad activities are known but not the precise quantities.
    • Selective Tender: A Selective Tender is a competitive tender open only to suppliers on a prequalification Register.
    • Competitive Quote: Competitive Quotes include the solicitation of offers from competing suppliers by advertisement or a request to suppliers to make an offer.
    • Selective Quote: A Selective Quote is a procurement method where suppliers that have pre-established criteria are invited to submit an offer.
    • Direct or single source: Direct or single Source procurement is a process in which an agency may invite a potential Supplier or Suppliers of its choice to make submissions such as quotes or tenders.
    • Sourced via VendorPanel (RFx): A request for (RFx) goods or services that have been sourced through the VendorPanel Go To Market platform.
    • State Government: A Contract that has been established with a State Government.
    • Other: Contracts that have been established with other means that the ones listed above.

  • Outline the evaluation process: Input information regarding the evaluation process that was used in the Contract.

  • What other parties were evaluated: Input information on what other parties were evaluated during the evaluation phase for the Contract

  • Other comments, references or exemptions: Input other comments, references, or exemptions relating to the Contract.

Click the Save button to save the details.

Commercials

The Commercials feature allows you to outline the commercial details, such as payment details, associated with the Contract to be recorded. Under Commericals, click on the Add button.

mceclip9.png

On the Contract Commercials page, users will see a range of fields where they can enter information relating to the commercial details that they are addingto the Contract. The fields consist of the following:

  • ESTIMATED total spend under this Contract: Enter as a dollar amount, up to two decimal places.

  • ACTUAL total spend under this Contract: Enter as a dollar amount, up to two decimal places.

  • Contract Pricing type: Select from the following options:
    • Schedule of rates
    • Fixed price
    • Standing offer
    • Lump sum

  • Payment schedule summary: Input information regarding payment schedule summary for the Contract.

  • Payment schedule terms: Input information regarding payment schedule terms for the Contract (e.g., 30 days, Invoiced quarterly).

  • Summary of Terms under which pricing can be varied: Input information regarding a summary of terms under which the pricing of the Contract.

  • Billing Address of Parties to the Contract: Input information regarding the billing address of parties involved in the Contract.

Click the Save button to save the details.

Contract Notes

You can add a note to the Contract. Under Contract Notes, click on the Add button.

mceclip15.png

On the Notes page, there will be fields to Add a note on the left and you'll see Current Notes on the right.

mceclip18.png

You can Add a note by entering in details in the textbox. Click the Save button to save the details.

Under Current Notes there will be a list of all of the noes that have been added to the Contract. These can either be edited (updating their details) or deleted.

Performance Reviews (including KPIs)

You can add Performance Reviews to your Contract. Under Performance Reviews, click the Add button.

mceclip14.png

On the Performance Reviews page, there will be fields to Add a contract performance review on the left and you'll see Current Performance Reviews on the right.

On the Performance Review page, users will see a range of fields where they can enter information relating to the performance review that they are adding to the Contract. The fields consist of the following:

  • Name: Input a name of the Contract Performance Review.

  • Summary: Input a summary of the performance review that will be conducted for this Contract.

  • KPI (Key Performance Indicator) Drop Down List: Clicking on the KPI field will expand the KPI section, displaying a range of data entry options. These include the following:
    • KPI Type: Choose from the available options (Time, Cost, Quality, Performance, Safety, Effieicient, Relationship, Risk or Environment)
    • Name: Enter a name for the KPI
    • Description: Enter a description for the KPI.
    • Measurement: Select a unit of measurement that the KPI can be measured in from the available options (Numbers, Percentage %, Minutes, Hours, Days, Dollars $, Rating (1-5) or Rating (1-10))
    • Target: Enter a target value relating to the unit of measurement chosen above (E.g., 3 for 3 Dollars $).

    Click the Add KPI button to add the newly created KPI to the Contract.


    The newly created KPI will then appear under the Added Items heading below. You can choose to delete the KPI if you wish.
  • Open Questions: Clicking on the Open Questions field will expand the Open Questions section, displaying a free-entry text box.

    Enter information regarding a question you would like to ask concerning performance of the Contract.

    Click the blue Add question button to add the newly created Open Question to the Contract.

    The newly created Open Question will then appear under the Added items heading. You can choose to delete the question if you wish.

     

  • Assign Responder: You are able to enter an assignee for the task. The Performance Review can be assigned to anyone by entering their email address. The assignee is then sent an email to advise them of the Performance Review assignation, where they can then update the Performance Review allotted to the Contract.

  • Recurrence Date: Click on the field and select a date using the calender.

  • Recurrence: You can select the recuurence period from the available options (Once Only, Weekly, Monthly, Quarterly, 6 Monthly or Yearly)
  • No. of Reviews: Specify the number of performance reviews you would like conducted for the Contract

  • Create & Remind: Using the combination of these two fields, you can specify the number of days or weeks that they would like the performance review to take place.

Once you've completed adding your performance review(s), you can click on the Save as draft button to save the performance review as a draft and come back to it later. Alternatively, if you are finished, you can select to Publish the performance review for the Contract.

Under Current Peformance Review there will be a list of all of the performance reviews that have been added to the Contract. These can either be edited (updating their details) or deleted.

Restricted Access

You can restrict access to the Contract to selected users. Under Restricted Access, click the Add button.

mceclip16.png

In the Restricted Access page, a checklist of all users that can be given access to the specified Contract will be displayed.

If all the users are unchecked, this means all users can access the contract. If you select specific users that can access the contract, the unchecked users will not be able to access the contract.

You can select specific users by checking the box and then clicking on Save.

After clicking the save button, a list of users that have access to the Contract will display to the right of the page.

To revoke access, Contract Owners/managers can click on the Delete button to the right of the user.