When creating and managing contract records, there are several fields where users can input information. Some are free-text fields, while others require the user to select an option from a drop-down menu. The list of values available in some of these fields are pre-determined and managed by System Administrators. These fields are referred to as Managed Lists.

The fields you can manage will depend on whether you have a Lite or Advanced Contracts Management licence. The extensive list includes the following:

• Contract Types
• Contract Agreement Type
• Contract Categories
• Variation Reasons
• Regions
• Cost Centres
• Expenditure Types
• Strategic Rating
• Renewal Complexity
• Compliance Types
• Compliance Issuers
• Risk Types and Categories
• Units
• Lessons Learnt Categories

Viewing and Updating your Managed Lists

Managed Lists are accessible via a module's settings. Administrators can make updates to the Contracts Management lists by following the below steps.

1. Navigate to the Contracts Management module, either via the app launcher icon in the menubar or through the navigation tile on your Homepage.

2. Click on the Manage Module tab in the top right to open the module settings.

3. Select the Lists tab. Here, click on the list you want to update. This will expand a table of all values currently in the list.

4. From here, you can make any required changes to existing values or add new values. This can either be done individually or in bulk (for some of the lists) by using the Import Templates function. If making updates individually:

   • To change an existing value, click on the line item to open its details. 
   • To create a new value, click on the plus (+) symbol to the right of the table, then enter all required details.
5. Click on either Save or Save and Close in the top corner to save your changes.
6. You can find information about each Managed List below.

Contract Types

The Contract Type is specified during the Contract Setup. The contract type selected can determine:

1. The setup steps;
2. What information is visible on the contract 'Details'; and
3. What registers and functions are available when managing the contract.

You can find more information on creating and managing Contract Types here.

Contract Agreement Types

The Contract Agreement Type is specified during the Contract Setup. This field allows users to specify the type of paperwork associated with the contract (e.g. an internal vs. external agreement).

Administrators can choose to hide/remove this field from the contract setup altogether. This can be managed under the Contracts Management module settings. If made visible, the input is optional for users.

Contract Categories

Contract Categories are specified during the Contract Setup. This field allows users to categorize their contracts by selecting a category and subcategory. They will first select a 'category' and then will be able to select a 'subcategory' from what's been linked to the category they selected first.

This field will always be visible on the contract setup. However, the input is optional for users.

When creating/managing a category in this list, you will be able to define the following:

1. Category name
2. An optional description of the category
3. The subcategories linked to the category
   • You can create additional subcategories using the table controls which appear to the right of the subcategories table

Renewal Complexity

The Renewal Complexity is specified during the Contract Setup. This field allows users to capture the level of complexity associated with renewing the contract upon expiry.

Administrators can choose to hide/remove this field from the contract setup altogether. This can be managed under the Contracts Management module settings. If made visible, the input is optional for users.

Strategic Rating

The Strategic Rating is specified during the Contract Setup or on the Vendor Record. This field allows users to capture the strategic importance of a contract and/or supplier.

Administrators can choose to hide/remove this field from the contract setup and vendor record altogether. This can be managed under the Contracts Management module settings. If made visible, the input is optional for users.

When creating/managing your strategic ratings in this list, you will be able to define the following:

1. Name of the rating (e.g. 'Low')
2. Under 'Scope', define which areas this rating will apply to from your options of 'Contract', 'Vendor' or 'All' (for both).

Expenditure Types

The Expenditure Type is specified during the Contract Setup. This field allows users to capture an expenditure type (e.g. capital) when inputting the initial contract value.

This field will always be visible on the contract setup. However, the input is optional for users.

Cost Centres

The Cost Centre is specified during the Contract Setup. This field allows users to capture the cost centre associated with the contract.

This field will always be visible on the contract setup. However, the input is optional for users.

When creating/managing a cost centre in this list, you will be able to define the following:

1. Cost Centre Number
2. Name or description of this cost centre

Variation Reasons

The Variation Reason is specified when raising a Variation to a contract's price, duration and/or T&Cs. This field allows users to specify what caused the variation.

This field will always be visible on the variation form and the input is mandatory for users.

Units

Units are specified when setting up a Schedule of Rates or logging a Payment Certificate on a contract. This field allows users to specify the measurable unit (e.g. hours, weeks, items, metres, etc) associated with the schedule or certificate.

This field will always be visible on the Schedule of Rates and Payment Certificate forms. However, the input is optional for users.

Risk Types and Categories

Risk Types and Categories are specified when logging Risks in the system. This field allows users to categorize any risks associated with the contract.

This field will always be visible on the risk form. However, the input is optional for users.

When creating/managing your risk types and categories in this list, you will be able to define the following:

1. Risk Type name.
2. Primary Objective of the risk type.
3. The Categories that relate to this Risk Type.
   • Against a category, you can describe the four severity levels (Minor, Moderate, Major, Extreme).
   • You can additional categories using the table controls on the left that appear when you hover over the table.

Compliance Types

The Compliance Type is specified when adding a new Compliance document to a vendor’s record.

This field will always be visible on the compliance form. However, the input is optional for users.

Compliance Issuers

Compliance Issuers are specified when adding a new Compliance document to a vendor’s record. This field allows users to capture the issuer of the compliance document.

This field will always be visible on the compliance form. However, the input is optional for users.

Import Templates Function

Import templates are available if you need to make updates to a list in bulk. The template you download will include all of your current values in this managed list. It will include columns for the values that you can set.

Please note the following:

• The names of the columns directly relate to how the data is stored in-system. Please do not change the name of the columns so the system can correctly identify what's required to be updated when importing.
• The RecordID field is the unique identifier in-system for the record of the item.
• You can either create new items, update existing ones or do both of these at the same time in one import.

To use this function, follow the below steps:

1. While on the Lists tab of the module settings, scroll down the page to reach the Import Templates section.

2. Select the relevant list from the drop-down menu.

3. Click to Download an import template, then open the template in Excel. The template will contain any existing list items. The first column contains the record IDs (unique identifiers) and any subsequent columns are dedicated to capturing the list values.

4. Update the template as needed:

   • To make changes to existing items, retain the record IDs and update the values in any subsequent columns. If you don't make any changes to other existing items then nothing will change for them when you import the template.

   • To add new items, in a new row, leave the record ID column blank (the system will find the next available record ID upon import) and enter the values in their dedicated columns. This also ensures you don't inadvertently overwrite an existing record.

   • Do not make any changes to the column names, as they reference specific fields in the system.

5. Save the changes made to your template in Excel.

6. Return to VendorPanel and select to Import the template (ensure you still have the correct managed list selected from the dropdown). You will receive an on-screen notification confirming once your import has been successful.