Arrow Contract Management System

Transcription

1 Arrow Contract Management System Intro to ProCon (Contractor) Page 1 of 72

2 CONTENTS 1. PROCON ACCESS & NAVIGATION Logging on to ProCon Incorrect Username or Password Account Disabled If you have forgotten your password Logging In with a different user name ProCon Remember Me feature NAVIGATION WITHIN PROCON ProCon Menu s Accessing ProCon On-line Help VIEWING A CONTRACT View Contract CONTRACT ADMINISTRATION View Contract Profile Contract Risk Covers Contract Working Week Contract File Search Contract Team Management Contract Reminders Contract Activity Tasks Contract Activities CONTRACT ACTIVITIES Accessing the Select Activity Type to Create Page ( to create an activity) Creating Activities Contract Activity States Page 2 of 72

3 6. ACTIVITY TYPES Application For Payment (AFP) Claim Contractor (CLM) Contractor Variation Request (CVR) Correspondence to Arrow (CTA) Counter Proposal (XPR) Insurance Claim (CLI) Minutes of Meeting (MoM) Reports (RPT) Variation Proposal (VP) Page 3 of 72

4 1. ProCon Access & Navigation 1.1. Logging on to ProCon This section will explain how to access and find your way around ProCon. It will cover some key areas that users will need to understand to allow them to work comfortably within the system. To log onto to the Contractor Portal, you must have received your username and password from Arrow Energy. 1. Start your Microsoft Internet Explorer browser. 2. Enter into the Address area. 3. Your browser window should now display as illustrated below:- Note Page 4 of 72

5 This screen is the Arrow Energy public contractor portal to the ProCon system. 4. Enter your ProCon Username and Password before clicking the Login button. Note Your ProCon Password is case sensitive. The first time you logon you will be required to change your password. Passwords must contain between eight and fifty characters. These characters must include at least one uppercase character, one lowercase character and one digit. Warning Your ProCon account will be disabled after 3 unsuccessful logon attempts. If this happens please send an to cmssupport@arrowenergy.com.au requesting your account to be re-enabled and a new password issued. 5. You should now see a page similar to the one illustrated below. Congratulations you are now successfully logged into ProCon and are ready to proceed Incorrect Username or Password If you enter an incorrect password you will receive the following error: Sorry but the user name and password provided are invalid. Please try again Account Disabled If your account has been disabled you will receive the following error: Sorry, you have been denied access. Please contact your ProCon administrator. Your account can be disabled by the following: A user attempting to logon with an incorrect password more than 3 times. This is a security feature to prevent a dictionary attack to gain access to your account. If your account has been manually disabled by a colleague who is the Primary Contact or by a ProCon Administrator. Page 5 of 72

6 1.4. If you have forgotten your password To log on if you have forgotten your username or password: 1. Click the Password Reminder link. Page 6 of 72

7 2. Enter your address in the field. 3. Click Submit. A confirmation message we be displayed as illustrated below: Your password will be sent to you via . Note If you forget your Username please send an to cmssupport@arrowenergy.com.au 1.5. Logging In with a different user name To log on with a different user name: 1. Click the Log Off link on the Header Bar. A warning message is displayed 2. Click OK The Logon page is displayed Page 7 of 72

8 1.6. ProCon Remember Me feature If you check Remember My Password box before you click the login button, a cookie is created in your Temporary Internet Files containing an encrypted version of your ProCon username and password. When you access the ProCon website subsequently you will be logged directly into ProCon without being prompted for your username and password. To reverse this change you must delete the cookie that was added to your Temporary Internet Files. The cookie will be named ProCon. Page 8 of 72

9 2. Navigation Within ProCon 2.1. ProCon Menu s This section will explain how you move from one module of ProCon to another in order to access key functional areas and while within a particular module how to initiate actions and maintain your navigation trail. This section will conclude with exercises allowing users to navigate through ProCon and view the various detail screens. Your ProCon interface has a number of important areas as illustrated below:- The Menu Tabs provide you with the ability to move quickly to the area of ProCon in which you wish to work. The Main Work Area makes up the largest part of your ProCon interface and contains the key dynamic information relating to the subject area you are working on. This is the area where you will interact most with ProCon. Menu Tabs Main Work Area ProCon header tabs and shortcut links will be displayed at all times as illustrated below:- A B C D E F The main operations accessible from this area are outlined below:- A B C D E F Tab area to allow user to navigate to their preferred section. ProCon online Help. Site Internationalisation Displays Language Format. Log off from ProCon. Link to allow user to quickly navigate to their preferred home page. Name and company of the currently logged on user. ProCon uses Menu Tabs to enable you to easily move from one module of ProCon to another. This is achieved by simply clicking on the menu tab corresponding to the module/area of ProCon you wish to access. Page 9 of 72

10 Clicking on a tab will highlight the chosen tab and change the view in your Main Work Area to the home page of the ProCon module as illustrated in the screen below:- To complement the use of menu tabs, a useful navigation system entitled Breadcrumbs is used throughout ProCon. Breadcrumbs maintain an automatic navigation trail record as you move deeper into a ProCon module. This enables you to easily ascertain how you arrived at the point you are at within ProCon, and more importantly, how to work your way back to where you started as illustrated in the screen below:- Note All previous web pages are shown as clickable links appearing after the words You are here: ProCon provides the user the ability to set a desired home page by clicking on the Make my home page icon on the desired screen. When the user logs on, ProCon will automatically direct them to their specified home page. Also, Users can navigate directly to their desired home page by clicking on the My Home link on the menu header as illustrated below:- 1. Go to My Home page 2. Set as My Home page Page 10 of 72

11 2.2. Accessing ProCon On-line Help Perhaps the option you will find most useful while using ProCon will be the Help option. This will always be available on your ProCon screen to provide you with step-by-step help relating to any area of ProCon. To access the ProCon On-Line Help: 1. Click the Help link. 2. You will be presented with a new browser window containing the on-line help contents as illustrated below:- 3. Click the Contents link in the top left hand corner of the Help window in order to view all Help areas. 4. This will present you with a view containing the subject down the left-hand side, menu options along the top and a main area to display the Help on the right. 5. To locate help on a particular keyword, use the online Help search facilities to locate the Help topics relating to the particular word. 6. Click the Search option in the top left hand side of the Help window. Page 11 of 72

12 7. This will change your left hand menu to provide a text box in which to type your keyword before initiating the search as illustrated below:- Page 12 of 72

13 Arrow Contract Management System Contract Module (Contractor) Page 13 of 72

14 3. Viewing a Contract Your contract/s will be created in ProCon by Arrow Energy. ProCon enables collaboration between the Arrow Energy and you to manage contracts. This section will explain how to view a ProCon contract View Contract This section will explain how to view a contract within ProCon. Log onto to the Arrow Contract Management Portal. 6. Start your Microsoft Internet Explorer browser. 7. Enter into the Address area. 8. Your browser window should now display as illustrated below:- 9. Enter your ProCon Username and Password before clicking the Login button. Page 14 of 72

15 10. After you have logged onto ProCon click on the Contracts tab from the header menu as illustrated below:- 11. From the Contracts Manager page click on the reference number of the contract you wish to view 12. Once you have selected the required contract you will now be able to view the Contract Home page as illustrated below:- Note You can make this contract your preferred home page by clicking on the Make my Home page icon (located on the top right). By doing so will mean that every time you log on to ProCon you will be directly navigated to this contract home page. 13. The main operations accessible from this area are outlined below:- Contract Summary Contract Summary Available Options Contract Details Contract File Search Activities Contract Team Risk Covers Working Week Contract summary details which are displayed on Contract home page includes Title, Reference Number, Original & Planned end dates, and Total Payments to Date. View the complete details of this contract. Search for, download & view documents associated with contract activities. Create, edit & view activities that have been sent between Arrow Energy and you for the selected contract i.e. Correspondence to Arrow, Variation Proposals, and Variation Orders etc. View and manage the team of users that have access to details of this contract. View risk covers for this contract. View the days of the week that have been registered as working days for this contract. Page 15 of 72

16 Contract Reminders Contract Activity Tasks View the Reminders that have been assigned for this contract. View the activity tasks that have been assigned for this contract. Note The Initial Commitment and Actual Commitment of contracts are not going to be set for Arrow Energy contracts and should be ignored. The Payments to Date will display the conceptually approved payments for the contract. Page 16 of 72

17 4. Contract Administration This section will explain how to view and manage contract details within ProCon and provide details on each of the key pieces of information which must be managed in order to successfully maintain a contract View Contract Profile This section will explain how to view contract profile/details within ProCon. 1. In order to view the details of the contract, from the contract home page select the Contract Details link as illustrated below:- 2. The contract profile details will be displayed as illustrated below:- Page 17 of 72

18 4.2. Contract Risk Covers This section will explain how to view the Risk Covers that have been setup for the contract within ProCon. 1. In order to view the Risk Covers for the contract, from the contract home page select the Risk Covers link as illustrated below:- 2. The Risk Covers for the contract will be displayed as illustrated below:- Note You can view the risk cover document by clicking the respective paperclip icon (on the left). Additional risk covers can be sent to Arrow Energy via a Correspondence to Arrow (CTA) activity type. Page 18 of 72

19 4.3. Contract Working Week The 'Working Week' is used to determine what are the actual working days of any given contract. The reason for defining the working week is because schedule impacts/values are recorded as working days rather than actual days elapsed. Therefore using the knowledge of what a contract's working week is, ProCon can calculate the 'Planned End Date' when provided with schedule impacts/values that have been sanctioned within the system. Example Working week for contract: 5 days (Mon-Fri) Original End Date: 03 January 2013 Activity Schedule Impacts/Values (Agreed): 10 Days Current Planned End Date: 17 January In order to view the working week details of the contract, from the contract home page select the Working Week link as illustrated below:- 2. The Working Week for the contract will be displayed as illustrated below:- Note The Working Week is set by Arrow Energy to match the on-site working week. To change the working week, please contact Arrow Energy by a Correspondence to Arrow (CTA) activity type. Page 19 of 72

20 4.4. Contract File Search ProCon provides the ability to search for documents that are associated with contract activities. This section will explain how to view and search documents associated with the contact. 1. In order to search for contract activity documents, from the contract home page select the Contract File Search link as illustrated below:- 2. The Contract File Search screen will be displayed as illustrated below:- 3. The Search Filter enables users to search for specific documents by building up search criteria. The search filter options are described in the table below:- Search Filter Search In Date File Added From File Added By Search On Criteria Search For Allows user to select specific activity types that a document is associated with (E.g. All Activity Types, Application for Payment, Correspondence, Variation Proposals etc ) Specify a date when a file was added. Specify a user who added a file to ProCon. Search on the File Reference Number or File Name Specify if the search should Contain, Begin with, or Equal to the value specified in Search For. This is the search string. 4. The results of a Contract File Search are displayed in a table and the user can perform different operations as illustrated below:- Page 20 of 72

21 A B C D Search Results Table A B C D Click the Export Details to view the results in MS Excel format. The column headers of the table enable the user to order the search results. By clicking on the Reference Number, Name, or Size header will sort the results table accordingly. Clicking on the document name link will open the document for previewing. Click the View Activity link to view the activity the document is associated with. Click the Properties link to view the details of the document. Click the Rename link to amend the name of the document. Click the Download link to download the document and save on your local disk. Click the Delete link to delete the file from ProCon. Note The View Activity is only available for files associated with activities. The Rename and Delete links are only available for files you added directly to the contract library. 5. A Link to the contract library is available, adjacent to the Search filter, as illustrated above. Clicking the Library link will enable you to add documents to the Contract Library using the add file link as illustrated below:- Page 21 of 72

22 4.5. Contract Team Management ProCon provides the ability to view the internal team that has been setup to work on the Contract. This section will explain how to view the contract team. 1. In order to view the details of the contract team, from the contract home page select the Contract Team link as illustrated below: 2. The Contract Team screen will be displayed as illustrated below:- Note The functionality to change team members will not be available. Please use a Correspondence to Arrow activity to request a team member change. Page 22 of 72

23 4.6. Contract Reminders ProCon provides the ability for Arrow Energy to setup contract Reminders you need to carry out (e.g. Submit weekly progress reports). This section will explain how to view your contract Reminders and update the progress of such Reminders. 1. To view Contract Reminders for the contract, from the contract home page select the Contract Reminders link as illustrated below:- 2. The Contract Reminders screen will be displayed as illustrated below:- A B Reminder Types A B This type of Reminder is a One-Off contract Reminder. The contractor can identify: - When the Reminder is due, The current state (i.e. complete/pending/dormant/overdue) Generate a reminder in MS Outlook View the Reminder and mark it as complete. This type of Reminder is a Recursive Contract Reminder. The contractor can identify: - All the dates of the recursive Reminder When each Reminder is due, The current state or each occurrence (i.e. complete/pending/dormant/overdue) Generate a reminder in MS Outlook View the Reminder and mark it as complete. Page 23 of 72

24 Complete a Contract Reminder (One-off) To mark a One-off Reminder as complete:- 1. Click on the View link on the Contract Reminders screen as illustrated below:- 2. From the Contract Reminder screen, click on the close reminder link as illustrated below:- 3. If required enter in the actions taken as a result of the reminder and then click on the Submit and Close button. 4. The status of the Contract Reminder will be updated to Complete as illustrated below:- Page 24 of 72

25 Note If you need to reopen a reminder you can click on the reopen link as shown above. Note ProCon will you every time a contract reminder is assigned to you. Clicking the link in the and logging onto ProCon will take you directly to the contract reminder. Clicking the ProCon.ics will allow you to add the reminder as an appointment if you are using Outlook or Lotus Notes Complete a Contract Reminder (Recursive) To mark a Recursive Reminder as complete:- 1. Click on a View link on the Contract Reminders screen as illustrated below:- Page 25 of 72

26 2. From the Reminder Series details screen, click on the Close Reminder link for the required Reminder as illustrated below:- 3. If required enter in the actions taken as a result of the reminder and then click on the Submit and Close button. Page 26 of 72

27 4. The status of the Contract Reminder will be updated to Complete as illustrated below:- Note If you need to reopen a reminder you can click on the reopen link as shown above. Page 27 of 72

28 4.7. Contract Activity Tasks ProCon provides the ability to setup and manage contract activity tasks. These tasks help to alert users of tasks that need to be carried in relation to contract activities. This section will explain how to view contract activity tasks. In order to view the contract activity tasks, from the contract home page: 1. To view Contract Activity Tasks for the contract, from the contract home page select the Contract Activity Tasks link as illustrated below:- 2. The Contract Activity Tasks screen will be displayed as illustrated below:- Note Contract activity tasks listed with the You are the designated owner for this task icon current logged on user is responsible for. are tasks the Tip By clicking on the table column headings (i.e. Reference, Category, Subject, Due Date, and State) will automatically sort the list of Contract Activity Tasks. Page 28 of 72

29 3. Filtering can be applied on the list of contract activity tasks by either clicking on the modify filter link or changing the options in the filter dropdown lists as illustrated below:- A B Contract Activity Task Filtering A Clicking on the modify filtering link will allow users to apply a filter on the listed contract activity types. The filter details can be entered in the Activity Task filter as shown below: - B The listed contract activity tasks will automatically refresh when you change the filter settings by selecting different options in the filter dropdown lists. Note If you apply a filter and want to remove the filter click on the modify filtering link again and then click on the Clear button and then Apply button. Page 29 of 72

30 4.8. Contract Activities Contract activities have been setup to manage all the different types of contract communications between Arrow Energy and you. This section will explain how to access and view all the existing activities from the contract activities home page. 1. To view Contract Activities for the contract, from the contract home page select the Activities link as illustrated below:- 2. The Contract Activities screen showing all activities will be displayed as illustrated below:- 3. Within the Contract Activities area you have the option to view the Activity Register, Activity Filter and Your Tasks screens by clicking on the appropriate tab as illustrated below:- Page 30 of 72

31 The table below briefly describes these areas:- Contract Activity Options Activity Register Activity Filter Activity Register tab will display a list of all the categorised activities setup for the contract. Clicking on an activity Title link will list all the activities associated with this particular category. Activity Filter tab will display a list of all activities for the contract. It also enables users to filter activities by building up criteria for filtering. Your Tasks Your Task tab will list all the contract activity tasks that you are required to fulfil Activity Register The Activity Register is a categorised list of activities setup for the contract. 1. From the Activities screen click on the Activity Register tab to view the Activity Register screen as illustrated below:- 2. To view a list of activities for a specific activity category, click on the appropriate category as illustrated below:- Page 31 of 72

32 3. The View Activities screen will be displayed, listing all activities specific to the selected category, as illustrated below: Activity Filter The Activity Filter will allow users to filter all activities in the contract activity register be applying specific criteria to filter on. Note Activity filters are saved as cookies on the user s computer; therefore, it is important to note that when an activity filter is applied to a contract, this filter will always be applied for that contract on the same computer, until the user clears the activity filter. Example: If an activity filter is applied that specifies Draft activities, then every time that user logs on to ProCon on the same computer, and views the activity filter for a contract, the filter will automatically be applied. 1. From the Activities screen click on the Activity Filter tab to view the Activity Filter screen as illustrated below:- Page 32 of 72

33 2. To filter the list click on the Modify Register Filtering link to apply a filter. The Filter Dialog will appear as illustrated:- Contract Activity Options Originated From Search Contains Activity Type State Task State Task Owner Specify a date when the activity was originated from Search on activity Title, Reference Number or Description and place search text in the contains box. Based on the search option (Title, Reference Number or Description) the criteria that you wish your search to contain. Specify the activity types you wish to filter on (e.g. All Activity types, Application for Payment etc ) Specify the activity state you wish to filter on (i.e. All states, Draft, Approved, Awaiting Agreement, Agreed, Not Agreed, or Rejected) Specify whether you wish to show activities with outstanding or overdue tasks. Filter activities that have tasks assigned to this owner and the state of the task as specified in Task State option (i.e. All, Outstanding or Overdue tasks). 3. When a filter is applied, an asterisk (*) will appear in the column header that your filter is based on and the column heading will be shown in a different colour. Also ProCon will state the filter is on as illustrated below:- Page 33 of 72

34 4. To clear filtering on the Activity Filter screen, click on the Modify Register Filtering link, click the Clear button and click Apply button on the Filter dialog. Tip To view a list of all activities that you saved as Draft you could apply the following filter: - 1. Click Modify Register Filtering 2. Set State to Draft 3. Click Apply button 4. From results of activities click on the Originator column header 5. Scroll through list to view the draft activities that you were originator. Note From the Activity Filter page you can: filter the display of activity tasks by activity type by selecting an option from the List All Types drop-down menu filter the display of activity tasks by activity state by selecting an option from the All States (Draft, Approved, etc...) drop-down menu click the link for the activity under the Title column to navigate to the activity's profile page The image below illustrates some of the Activity Filter features: The icon illustrates that the activity is linked to another activity. The icon illustrates that the activity has an attached document. The number in the column illustrates the total number of outstanding tasks for this activity Your Tasks This section will explain how to view Activity tasks that you are responsible for. 1. From the Activities screen click on the Your Tasks tab to view the list of activity tasks you are responsible for, as illustrated below: Page 34 of 72

35 2. To view the details of any activity task, click on the link for the specific task, as illustrated below:- 3. The Task details will be displayed as illustrated below:- Note To view the activity details click on the Activity Title link in the Task Information area. To mark an activity task as complete click on either the Complete My Task button in the Task Information area or the complete task link in the Task Status area. If you have assigned yourself to a task you created you will have the additional options beside Task Information: Page 35 of 72

36 Change details which will allow you to edit the description, type of signoff and due date of the activity task. Change Owners which will allow you to add and remove people assigned to the activity task. Delete which will trigger the popup shown below and allows you to delete the activity task with or without notifying the people currently assigned to the task. Tip To generate a reminder in MS Outlook for this task click on the generate reminder link in the Task Information area. Page 36 of 72

37 Page 37 of 72

38 Arrow Contract Management System Contract Activity Types (Contractor) Page 38 of 72

39 5. Contract Activities ProCon uses Activities to manage all contractual communications between Arrow Energy and you. All communications, changes, payment approvals, claims and the closeout of the contract itself will be managed using activities. This section will explain the main features of activities and explain how to create the activities that you as the contractor need to create in ProCon Accessing the Select Activity Type to Create Page ( to create an activity) This section will explain how to access the select activity to Create page where the type of activity you wish to create can be chosen. There are 3 places to initiate the creation of Activities: From the Activity Registry 1. Log onto ProCon and click on the Contracts tab from the header menu as illustrated below:- 2. From the Contracts Manager page click on the reference number of the contract you wish to view 3. From the Contract home page home page select the Activities link as illustrated below:- 4. From the Activity Register click on the Create New Activity link within the Contract Activities area as illustrated below:- Page 39 of 72

40 5.1.2.From the Activity Filter 1. Log onto ProCon and click on the Contracts tab from the header menu as illustrated below:- 2. From the Contracts Manager page click on the reference number of the contract you wish to view 3. From the Contract home page home page select the Activites link as illustrated below:- 4. From the Activity Register click on the Activity Filter tab as illustrated below:- Page 40 of 72

41 1. Click in the Activity Filter Tab, then click Create New Activity as illustrated below: By Replying to an existing activity 1. From the Activty Filter Or Activity Register View Activities Screen (See Sections and of Contract Module document for details). Click the title of the Activity you wish to reply to as illustrated below:- Note You can also access activities by clicking on the link for view activities under the Overview tab Contract tasks section or by clicking the activity title within an activity task. Page 41 of 72

42 2. In the Activity Profile screen click the reply link as illustrated below:-. Note Replying to an activity automatically creates a link between the two activities. Page 42 of 72

43 5.2. Creating Activities From the Select Activity Type to Create page :- 1. Select the activity type you wish to create from the dropdown list of Activity Type*. 2. Click on the Continue button as illustrated below:- From the Create Activity screen: 3. Enter the relevants details Note Fields that are marked with an asterisk (*) denote a mandatory field and requires data to be input. Step 1. Complete Core Details The fields shown in the below table are the default fields shown in every activity. Field Property Reference Number Title Current Recipient Description Value Automatically generated Reference Number. Title of Activity. Person who is to receive this activity. Descriptive text relating to the activity. Page 43 of 72

44 Step 2. Assign Preset Reminders/Tasks This Step allows you to choose to require Arrow Energy to respond to your activity by a date of your choosing. When you select to have arrow respond to your activity the Arrow Energy representative will receive an letting them know a response is required. Note If no response task is associated with the activity Step 2 will be Add financial/schedule values If no response task or Financial or Schedule values are associated with the activity Step 2 will be Attach External Documents (optional). Step 3. Add financial/schedule values If the Activity can have financial or schedule values associated with it they can be entered by clicking the Add value link in step 3. Clicking Add Value link will open a popup dialog box where the Financial and/or Schedule values can be entered. Note If no Financial or Schedule values are associated with the activity Step 3 will be Attach External Documents (optional). If no response task is associated with the activity Step 3 will be Attach External Documents (optional). If no response task or Financial or Schedule values are associated with the activity Step 3 will be Link To Other Activities (optional). Page 44 of 72

45 Step 4. Attach External Documents (optional) A document can be attached to the activity using this step. Clicking Browse will open a windows dialog that will allow you to browse your files and folders to select the required file. Yo can click the View Library link to see files already in the contract library, but you cannot add files using this link. Note Only one file can be added using this method. To add additional files you must save the activity as draft and choose add file under the documents section of the draft activity. If no Financial or Schedule values are associated with the activity Step 4 will be Link To Other Activities (optional) Step 5. Link To Other Activities (optional) If you wish to link the activity you are creating to a previously created activity click the Link to other activities link. Clicking the Link to other activities link will open a popup dialog box that allows you to search for the activity you wish to link to. Enter the search criteria as required and then click the Go button. Select the activities you wish to link to and then click the Update button to add the activities as linked to the current activity. Page 45 of 72

46 4. If the activity is complete and ready to send to Arrow Energy click on the Save as Approved button to send it to the selected Arrow Energy recipient. If the activity is not complete and requires further work click on Save As Draft. 5. If you saved an activity in Draft state you can still edit all the activity details including links and add additonal documents and tasks to the Activity as illustrated below:- Page 46 of 72

47 Use the edit links to change details in the available sections. The activity itself can still be deleted using the delete link shown below:- Page 47 of 72

48 5.3. Contract Activity States Throughout the life cycle of an activity the state of the activity changes according to the type of activity and the decisions taken. For Activities you create requiring agreement from Arrow Energy Contractor Arrow Energy Create Revision Draft Rejected Approved Awaiting Agreement Not Agreed Agreed Activities Contractor Variation Request (CVR) Variation Proposal (VP) Application for Payment (AFP) Insurance Claim (CLI) Claim Contractor (CLM) For Activities you create not requiring agreement from Arrow Energy Contractor Arrow Energy Create Revision Draft Rejected Approved Approved Activities Correspondence To Arrow (CTA) Page 48 of 72

49 Draft Only draft activities can be fully edited. Activities cannot be changed back to draft state once approved. Approved Once an activity s status is updated to Approved, it is published to Arrow Energy. None of the activity's core details can be modified when in this state. Comments, documents/templates, activity tasks can be added and the activity description can be modified. Setting the activity's state to Approved cannot be undone. Awaiting Agreement When an activity s state is changed to Awaiting Agreement, it is published to Arrow Energy to await approval. None of the activity's core details can be modified when in this state but additional activity tasks can be added. Financial or Schedule Values do not take effect until agreement is granted. Agreed An activity's state is changed to Agreed when it has been approved by Arrow Energy. None of the activity's core details can be modified when in this state. Comments, documents/templates, activity tasks can be added and the activity description can be modified. When an activity is Agreed, any Financial or Schedule Values are applied. Agreeing to an activity cannot be undone. Not Agreed An activity's state is changed to Not Agreed when it has been set to this state by Arrow Energy s representative. None of the activity's core details can be modified when in this state. Comments, documents/templates, activity tasks can be added and the activity description can be modified. Financial and schedule values are not applied. Setting an activity's state to Not Agreed cannot be undone. Rejected Only the originating party can change the state of an activity to Rejected. Rejecting an activity cannot be undone. When an activity is rejected a revision is generally created. Any activity you create and send to Arrow Energy can be rejected and a revision created. Page 49 of 72

50 6. Activity Types ProCon has been configured and setup for a Contract with specific activity types. This section will explain and illustrate the interaction between Arrow Energy and you in managing the activity types you can create with ProCon Application For Payment (AFP) This section will explain the interaction between you as the Contractor and Arrow Energy in managing the activity type Application for Payment (AFP). AFP Contractor Arrow Energy Create AFP Activity Attach Supporting Documentation Add preset Task Requires response. Save activity as Approved View Activity Create Activity Revision Agree or Disagree activity Inform Contractor of decision. No Is state Approved Yes Submit Invoice to Arrow Energy (outside ProCon) The AFP activity is initiated by you as the contractor; an AFP is created for submission of pro-forma invoices for time and materials. You should submit pro-forma invoices and supporting documentation to Arrow Energy using the AFP activity only. Arrow Energy will Page 50 of 72

51 verify the accuracy of the invoice amounts and the completeness of the supporting documentation, identify and rectify errors and omissions before approving the AFP and issuing you a Payment Certificate (see Payment Certificate section). If Arrow Energy cannot verify any part of the AFP they will send the AFP back to you as not agreed. After reviewing the comments you can create a revision of the AFP and change it as required before resubmitting it to Arrow Energy. If you have any questions on why the AFP was rejected please use the Correspondence to Arrow (CTA) activity ensuring it is linked to the AFP. Note The approvals obtained in this activity are not financial approvals, but functional approvals, i.e. approving the contractual basis for the application for payment, not approving the payment itself. You will still need to submit the AFP along with its invoice to Finance/Accounts Payable after approval in a separate transaction outside of ProCon. Create an Application for Payment activity by choosing (AFP) Application for Payment and follow the instructions above in the Create Activity section (see example screen shots and data values below) Field Property Reference Number Title Recipient Description Value N/A - Automatically generated. Sample: Well No1 Arrow Energy Representative Sample: Application for Payment for Training. Page 51 of 72

52 Documents Preset Task Financial Values Invoice.docx Add Preset task Requires response from selected recipient and set the due date when the response is required by. Currency Amount and Description. Note If your AFP is covered by the Building & Construction Industry Payments Act 2004 please ensure that you use the Preset Task to inform Arrow Energy of the date by which you require a response. All days between Christmas (25th December) and up to and including 1st January are classed as "non-business days" by BCIPA. Note The Arrow Energy representative will only see the activity when it has been Approved. Page 52 of 72

53 6.2. Claim Contractor (CLM) This section will explain the interaction between Arrow Energy and you in managing the activity type Claim Contractor (CLM). A CLM activity is initiated by you as the contractor. Once received Arrow Energy will assess the claim and decide whether to agree to the claim or make a counter proposal using the XPR activity or reject the claim. CLM Contractor Arrow Energy Create CLM Activity Attach supporting documents, link to relevant activities Add preset Task Requires response. Save activity as Approved Branch to XPR View Activity Create Activity Revision Agree or Disagree activity Create revision or leave as not agreed? Inform Contractor of decision. Not Agreed Agreed If a counter proposal is made using the XPR activity you can choose to accept or reject the counter proposal or reply with another counter proposal. If Arrow Energy do not agree to the claim giving reasons that can be rectified a revision of the original CLM activity can be made and reissued to Arrow Energy. Page 53 of 72

54 If the original claim is rejected by Arrow Energy or their counter proposal is rejected by you, and a resolution cannot be achieved then the CLM activity will have a final status of Not Agreed. It is assumed that outstanding claims will be resolved during the Closeout process or by litigation. Create a Claim Contractor activity by choosing (CLM) Claim Contractor and follow the instructions above in the Create Activity section (see example data values below) Field Property Reference Number Title Recipient Description Preset Task Financial Values Documents Link to Other Activities Value N/A - Automatically generated. Sample: Contractor Claim Arrow Energy Representative Sample: Contractor Claim for Add Preset task Requires response from selected recipient and set the due date when the response is required by. Include Financial Value, if applicable Contractor Claim Form.docx Link to previous activities relevant to the claim Note The Arrow Energy representative will only see the activity when it has been Approved. Page 54 of 72

55 6.3. Contractor Variation Request (CVR) This section will explain the interaction between Arrow Energy and you in managing the activity type Contractor Variation Request (CVR). A CVR is raised by you in response to a change for example a change in the schedule of rates. CVR Contractor Arrow Energy Create Contractor Variation Proposal and Save as Draft Create Contractor Variation Proposal documents & attach to Activity Add Preset Task requires response Add Financial/Schedule values if required. Link to other relevant activities Save as Approved View Activity Create activity revision No Agree or Disagree activity Send decision Is state Agreed Yes Variation Order CVRs must first be evaluated by Arrow Energy to ensure that they are valid with respect to the terms and conditions of the contract; invalid CVRs are rejected and you will be advised of the basis for rejection. If the submitted CVR is accepted and the change is urgent a variation instruction activity (VI) may be issued by Arrow Energy prior to the signing of the executed variation. A variation order activity (VO) will be issued by Arrow Energy for accepted CVR s to complete variation documentation and gather signatures. If CVRS are rejected, you may be requested to resubmit the CVR with revised rates. This cycle continues until both parties agree on the revised rates. Page 55 of 72

56 Note Agreed CVRs can be linked to a Variation Instruction to be issued by Arrow Energy. Do not enter schedule or financial values unless you require changes to agreed contract end date or the contract fee limit if applicable. Create a Contractor Variation Request activity by choosing (CVR) Contractor Variation Request and follow the instructions above in the Create Activity section (see example data values below) Field Property Reference Number Title Recipient Other Properties Description Preset Task Value N/A - Automatically generated. Sample: Change in Schedule of Rates Arrow Energy Representative Local Currency Local Currency Amount Sample: Change in Schedule of Rates. Add Preset task Requires response from selected recipient and Page 56 of 72

57 Financial Values Schedule Values Documents Link to Other Activities set the due date when the response is required by. Include Financial Value and Description if applicable Include Schedule Description and Value Days if applicable Company Variation Request.docx Link to previous activities relevant to the variation request. Note The Arrow Energy representative will only see the activity when it has been Approved. Page 57 of 72

58 6.4. Correspondence to Arrow (CTA) This section will explain the interaction between Arrow Energy and you in managing the activity type Correspondence to Arrow (CTA). CTA Contractor Arrow Energy Create Correspondence to Arrow Activity Attach supporting documents, link to relevant activities Add activity tasks if required Save activity as Approved View Activity This activity is used to manage the transmission of formal contract-related correspondence from you to Arrow Energy; it is designed to cover correspondence that is not specifically related other activity types. This activity will be sent to the Arrow Energy representative. They will view the activity details and if a response required task was added to the activity they will be informed that a response is required by a certain date. Arrow Energy will respond in the appropriate manner if required. Create a Correspondence to Arrow activity by choosing (CTA) Correspondence to Arrow and follow the instructions above in the Create Activity section (see example data values below) Page 58 of 72

59 Field Property Reference Number Title Recipient Description Preset Task Documents Link to Other Activities Value N/A - Automatically generated. Sample: Formal Correnspondence to Arrow from Contractor Arrow Energy Representative Sample: Formal Correnspondence to Arrow from Contractor. Add Preset task Requires response from selected recipient and set the due date when the response is required by. Letter.docx Link to previous activities relevant to correspondence. Note The Arrow Energy representative will only see the activity when it has been Approved. Page 59 of 72

60 6.5. Counter Proposal (XPR) This section will explain the between you as the Contractor and Arrow Energy in managing the activity type Counter Proposal (XPR). XPR Contractor Arrow Energy Create XPR Activity Branch from Original Activity Attach supporting documents, ensure linked to relevant activity Save activity as Approved View Activity Create Activity Revision Agree or Disagree to Counter Proposal Inform Contractor of decision. Yes Modify XPR? No Not Agreed Agreed The XPR is a generic activity that manages the submission, review, and agreement of counter-proposals produced by either Arrow Energy or you; counter-proposals would most commonly be used in Company Claim, Contractor Claim, and Contractor Variation Requests. The XPR represents a sub-activity and is necessary to provide the functionality to track the approval and agreement of counter-proposals by ProCon users within a higher-level activity such as those mentioned above. Page 60 of 72

61 Note A XPR is not a Contract Variation Request or Variation Proposal A XPR has no financial or schedule values section. Values should be included in the text description or attached documents. A XPR should always be linked to another activity. The easiest way to do this is to use the reply link in the parent activity. Create a Counter Proposal activity clicking reply in an existing activity as shown below:- Then choose (XPR) Counter Proposal and follow the instructions above in the Create Activity section (see the following example data values) Page 61 of 72

62 Field Property Reference Number Title Recipient Description Documents Value N/A - Automatically generated. RE:Sample: Company Claim Arrow Energy Representative Sample: Counter Proposal. Counter Proposal.docx Note The Arrow Energy representative will only see the activity when it has been Approved. Page 62 of 72

63 6.6. Insurance Claim (CLI) This section will explain the interaction between Arrow Energy and you in managing the activity type Insurance Claim (CLI). CLI Contractor Arrow Energy Create CLI Activity Attach supporting documents, link to relevant activities Save Activity As Approved View Activity Agree Activity Inform Contractor of decision. Agreed The CLI activity is initiated by you as the contractor; you need to upload the required documentation for submitting the CLI to the Company. During any resulting settlement process, formal correspondence between Arrow Energy and you should take place using the Correspondence from Arrow (CFA) and Correspondence to Arrow (CTA) activities and be linked back to the CLI. Once agreement to settle the claim is reached, the CE will notify you that the CLI can be agreed; during the settlement process, the status of the CLI remains Awaiting Agreement. Page 63 of 72

64 Create an Insurance Claim activity by choosing (CLI) Insurance Claim and follow the instructions above in the Create Activity section (see example data values below) Field Property Reference Number Title Recipient Description Documents Link to Other Activities Value N/A - Automatically generated. Sample: Insurance Claim Arrow Energy Representative Sample: Insurance Claim. 3 rd Party Accident Report From.docx Link to relevant activities. Note The Arrow Energy representative will only see the activity when it has been Approved. Page 64 of 72

65 6.7. Minutes of Meeting (MoM) This section will explain the interaction between Arrow Energy and you in managing the activity type Minutes of Meeting (MoM). MoM Contractor Arrow Energy Create MoM Activity Attach Minutes of Meeting document, link to relevant acivities Save activity as Approved View Activity Create Activity Revision Agree or Disagree activity Inform Contractor of decision. Yes Modify Minutes of Meeting No Not Agreed Agreed This activity is used to control the distribution of minutes of ad hoc meetings to internal and external contract team members and can be created by both Arrow Energy and you. Note that ProCon will not be used to manage the distribution of Daily, Weekly, and Monthly Progress Meetings; the MoM activity should be used for controlling distribution of minutes of meetings that are contractually significant. Page 65 of 72

66 Create a Minutes of Meeting activity by choosing (MoM) Minutes of Meeting and follow the instructions above in the Create Activity section (see example data values below) Field Property Value Reference Number N/A - Automatically generated. Title Sample: Monthly Meeting (November 2012) Recipient Description Documents Link to Other Activities Arrow Energy Representative Sample: Monthly Meeting (November 2012).. Kick Off MOM.docx Link to relevant activities. Note The Arrow Energy representative will only see the activity when it has been Approved. Page 66 of 72

67 6.8. Reports (RPT) This section will explain the interaction between Arrow Energy and you in managing the activity type Reports (RPT). RPT Contractor Arrow Energy Create RPT activity Attach report documents, link to relevant activities Save activity as Approved View Activity Note This section will be similar for all report activities i.e. Daily Reports, Weekly Reports and Monthly Reports This activity is used to control the distribution of reports and can be created by both Arrow Energy and you. Note that ProCon will not be used to manage Daily, Weekly, and Monthly progress reports; the RPT activity should be used for controlling distribution of reports that are considered to be contractually significant. Create a Reports activity by choosing (RPT) Reports and follow the instructions above in the Create Activity section (see example data values below) Page 67 of 72

68 Field Property Reference Number Value N/A - Automatically generated. Title Sample: Month Report Progress Report (November 2012) Recipient Other Properties Description Documents Link to Other Activities Arrow Energy Representative Report Type Sample: Month Report Progress Report (November 2012).. Report.docx Link to relevant activities. Note The Arrow Energy representative will only see the activity when it has been Approved. Page 68 of 72

69 6.9. Variation Proposal (VP) This section will explain the interaction between Arrow Energy and you in managing the activity type Variation Proposal (VP). Variation Proposal Contractor Company Create ProCon Activity Variation Proposal ; Save as Draft Create Variation Proposal Document & attach to Activity Add Preset Task requires Response Add Financial/Schedule values. Link to other relevant activities (e.g. Variation request) Save as Approved View Activity Create activity revision No Agree or Disagree activity Send decision Is state Agreed Yes Variation Order The VP activity is initiated by you as the contractor upon receiving a Variation Request (VR) from Arrow Energy (which may contain a document template to fill out for the VP). When Arrow Energy send you a VR activity it will require your agreement. However you cannot agree to the request until Arrow Energy have agreed to your VP. Therefore you need to reply to the VR from Arrow Energy with your VP and once your VP has been agreed by Arrow Energy you can agree to the originating VR. Note The VP will only be created in ProCon in response to an Arrow Energy VR; the Contractor Variation Request is a separate, distinct process and will already include schedule rate changes. Page 69 of 72

70 Note When Arrow Energy agrees to your VP, you must (in ProCon) agree to the originating VR from Arrow Energy. Note that it is assumed that Arrow Energy and you will eventually agree terms for the requested works, so that a VR would not remain in the Awaiting Agreement state indefinitely. Create a Variation Proposal activity clicking reply to a variation request activity received from Arrow Energy as shown below:- Note If the Variation Proposal template is included in the Variation Request it will be available for download in the Documents section as shown above. Create a Variation Proposal activity by choosing (VP) Variation Proposal and follow the instructions above in the Create Activity section (see example data values below) Page 70 of 72

71 Field Property Reference Number Title Recipient Other Properties Description Preset Task Financial Values Schedule Values Documents Value N/A - Automatically generated. RE:Sample: Variation Request Arrow Energy Representative Local Currency Local Currency Amount Sample: Variation Proposal.. Add Preset task Requires response from selected recipient and set the due date when the response is required by. Currency Amount and Description if applicable Schedule Description and Value Days if applicable VF Form IB.docx Note The Company will only see the activity when it has been Approved. Page 71 of 72