Contract Management

Awarding Letter

Awarding letter is created and addressed to the contractor notifying them to provide needed documentation and LG. Once LG information is entered, LG record is created with amount, which is then filled with the dates information, once received from the contractor.

Contract Entities

Contract Entities are Main Contract, Variation Order (amount, duration, both), Renewal, Termination, SLA, LG and Fines.

Once a contract is created, an associated folder is created to include all contract related documents and attachments.

Authoring Tool

Every entity can be built using the Authoring Tool, which is a rich word processing tool that is embedded into the solution. This supports versioning; Any document that is modified by the same user on the same day takes a version number, unless it is changed by another user; only then if the first user makes a change, it will be saved with a new version. All changes can be tracked with marker of who changed what and an option to approve changes can be made by the owning user.

Main Contract

Contract Management, allows the creation of contract with contract details, authoring of terms and clauses that can be written using the Authoring Tool, selected from the clause library or imported from a word document. Contract details include signing date, initiation date, total amount, payment terms, contract duration and auto-renewal terms. Additional custom fields and clauses can be also added.

Contract Status

  • Draft
  • Approval (tasks allocation)
  • Negotiation (Send notification to Contractor)
  • Pending Signature
  • Signed

Each status is indicated by color in the contracts list and a task is created for relevant person for each status.

Collaboration

With collaboration and depending on which entity is selected, other employees from the procurement department can be added in order to provide their contribution in contract writing. Collaboration permissions are read, write and limited. Limited is for smart fields (described further in this document).

Discussions

Collaborators can communicate together within the system under discussion tab. These are text messages that also allow attachments.

Approval Workflow

Standard approval workflows can be created in the admin panel, and custom approval workflow can be built on the fly during the creation of the document (contract and other entities).

Auto Renewal and Termination notice (current or next release)

With contracts that have auto-renewal clause, notification is created to the PDO and owning department manager to indicate that the contract is about to expire in order to take necessary action; either continue with auto-renewal or create termination notice.

The termination notice is created manually or through a template or importing a word document. Once the termination notice is created and marked as sent, then the contract doesn’t renew automatically. 

Once auto-renewal happens, the duration of the master requisition record is amended and the new duration is added, as per the auto-renewal clause.

Variation Order (Amount, Duration)

Variation orders are either to increase / decrease the scope of work (BOQ), which affect the total amount of the master requisition record; or extend / decrease the contract duration. This can be changed as added fields in the Variation Order record and a document can be built to reflect the change.

Variation Orders are initiated from the project owning department and then as per approval workflow go through the process until it is approved by the procurement department and communicated with the contractor.

Fines

Fines are created in order to apply deduction on the contractor for no or late delivery. The amount is set and decision is made to deduct either from the contractor invoice or from LG.

Fines are initiated from the project owning department and then as per approval workflow go through the process until it is approved by the procurement department and communicated with the contractor.

LG record (LG Release and Liquidation)

LG record is created with copy of LG attached in addition to LG details, such as starting and ending date of validity.

LG Release is initiated from the project owning department and then as per approval workflow goes through the process until it is approved by the procurement department and communicated with the contractor.

LG Liquidation is when a fine is associated with LG, which means that PDO will have to create LG Liquidation request from template, manually or by importing word document.

Approval and Signing

When a user is assigned to an approval workflow or is in a position to sign the document, the user receives email and relevant tasks in their O3 Inbox. Tasks are set up in the workflow section of the contract.

Payment Management

Payments are added from Payment Management view under Master Requisition Record, as contracts, with colored indicators of their status (Planned, due, Overdue, Approved, processed) for each payment with its relevant details and attachments.

Payment record is linked to the contract, variation order or the renewal records and indicates the amount and the start and end date expected to receiving the relevant invoice from the contractor.

A Message is shown if payments totals doesn’t match the associated entity’s total amount. So backend verification is needed to make sure payments total match entity total.

Payment submittal Forms

Payment submittal Form are templates created for Requesting Department Supervisor to send to procurement department indicating favoring the payment of the supplier invoice. This will require the following attachments or details:

  • Company invoice
  • Proof of delivery
  • End user department approval (either attachment or automated through the system)

Budget Transfer Form 

Budget Transfer Form are templates created for Requesting Department Supervisor to send to procurement department indicating all the amounts that require to be shifted to the new fiscal year.

Payments list will show invoices that fall in next fiscal year indicating action required to send budget transfer form that require attaching company invoices.

Fines (autocalculated, Custom)

In future we can have option to auto calculate fines as per contract terms. As of now, the system allows adding Fine information to Payment record or LG record.

In the case that Fine will be applied to Contractor invoice, then this will be indicated in the new amount to process.

In the case that Fine will be applied to Contractor LG, then this will be indicated in the LG record, for which PDO will have to take necessary action for LG liquidation rather than release.

Web Application should indicate as per invoice payment due date, if the payment should be transferred to the new budget, in case the full budget was available in during signature.

Pending invoices that require action

Supplier Registration

Companies that Clients contract with are required to register, adding details about the company and attaching relevant documents. Each document attached can be configured from settings and Add button allows companies to add additional documents. Each attachment will have an optional field, if applicable, for expiration date (documents that are expired or need update prior to their expiry date will have separate view or notification sent for attention).;

Companies will have login credentials that are registered in the system and not the client’s LDAP.

Settings and Configuration

Templates Library

Templates can be created for contracts, renewal / termination letters, payment processing, fines, LG release and more. Templates can have owners and can be shares with users or groups of users. Templates can be created from scratch or by importing a word document.

Clause Library

Clause Library include clauses that can be grouped in categories. These are basic text bodies that users create and then select individually or by group to be added to contracts.

Email notifications

The system has a notification icon, taking into consideration that every notification is also sent by email. These notifications are, but not limited to:

  • Invitation to join an entity
  • New Version Created
  • Approval Completed
  • Messages Posted
  • Signature Added
  • New tasks created

Users, Groups and Roles

The system includes all relevant users imported from or integrated with LDAP. Users will be assigned to their relevant departments and roles. Groups include users in the same department or the same roles.

Roles decide what users see and do in the system. Below are main roles:

  • Procurement Department Officer (PDO), is given to employees in procurement department that can create contracts, Variation Orders, LG, and other contract related entities.
  • Supplier Registration Approver, is given to employees in procurement department that can review, reject and approve supplier registrations
  • Requesting Department Supervisor (RDS), is given to employees in End User Department that can create payment records, fines, LG Release records.
  • Procurement Department Approver (PDA), is given to employees in procurement department that can be shown when approver is selected in the approval workflow.
  • Requesting Department Approver (RDA), is given to employees in requesting departments that can be shown when approver is selected in the approval workflow.

Folders / Tags

Folders or Tags are created to organize the contracts and other entities including their attachments.

Tracks (Approval Workflows)

Approval Workflows or Tracks are created to indicate the steps, people / role involved, duration and tasks for standard cases.

Once these trackstraks are created, they can be selected in the approval workflow section in each entity.

Design

Familiar look and feel

It is a fundamental value for us to make the solution so intuitive that requires no or minimal training. Thus implementing an already familiar look and feel is key. The suggestion is to use GMAIL like interface when listing the contracts, variation orders, LGs, Payments and others. So we will rely on how GMAIL is designed.

In regards to individual entities, the screen will be split between the document in rich text formatting container and the other part of the screen will include the other options, such as details, discussion, workflow, version, etc. This can be done in horizontal or vertical tabs.