Web-Based Contract Management Services. CA Contracts Set-Up Complete Stage User Guide

Transcription

1 Web-Based Contract Management Services CA Contracts Set-Up Complete Stage User Guide

2 Table of Contents Resource List... 1 Resource List... 1 Roles Involved... 1 Activities... 2 Getting started with Resource List... 2 Creating a Resource List... 4 Editing a Resource List... 7 Viewing a Resource List... 9 Labour List / Equipment List Labour List Roles Involved Activities Getting started with Labour List Creating a Labour List Editing a Labour List Activate / Deactivate the Labour List Viewing a Labour List Materials List Roles Involved Workflow Stages Activities Getting started with Materials List Requesting More Information Acknowledging a Materials List Viewing a Materials List i

3 Resource List This section describes the various activities performed pertaining to the Resource List. We are using the Resource List record to demonstrate the activities involved with Navigating to the record, Creating the record, Editing the record, and Viewing the record. These activities are based on user role permissions defined and does not follow a specific workflow process. For more information, refer Roles Involved. Resource List Roles Involved User roles are stakeholders who have the privileges to Create, Update, and Delete the Resource List. The table below lists the user roles involved in the Resource List. User Roles External SP(CA) - Record Creator External SP(CA) - Record Review and Approver 1

4 Activities Getting started with Resource List To navigate to the Resource List record: 1. In the module menu, click Contracts. The Contracts List page is displayed. 2. Double-click on the contract. The Contract Dashboard appears. 3. Enter Resource List in the search toolbar below the Menu tab. Searching the Record 2

5 4. Click Resource List in the contract navigation tree. The list of records are displayed. List of Records 3

6 Creating a Resource List Prerequisites To create a Resource List: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The roles involved in this activity are: o o External SP(CA) - Record Creator External SP(CA) - Record Review and Approver 1. In the Resource List page, click New in the General group. The Resource List page is displayed. Creating the record 4

7 2. Fill in the following information in the listed fields below: a. Company Name - Enter the Legal name of the Company. b. Title - Enter the title of the individual you are listing in the Full Name field. c. Full Name - Enter the First Name and Last Name of the individual. d. - Enter the address of the individual. e. Address - Enter the full mailing address of the individual. f. Cell Number - Enter the cell number of the individual. g. Phone Number - Enter the work phone number of the individual. The ID is a unique identifier which is auto-generated and assigned to the record. Generic Contract Header details 5

8 3. To attach or link a document relevant to the Resource List record, refer to the Global Functions User Guide, Attachments. 4. Click Save. Save action The Resource List record is created in the Resource List page. Record List 6

9 Editing a Resource List Prerequisites To edit a Resource List: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The roles involved in this activity are: o o External SP(CA) - Record Creator External SP(CA) - Record Review and Approver 1. In the Resource List page, click the checkbox corresponding to the record to be edited. 2. In the General group, click Edit. The Resource List page is displayed in edit mode. Editing the record 7

10 3. Make the changes in the editable fields as required and click Save. Save the changes The record will be displayed in the list of records. Records list 8

11 Viewing a Resource List Prerequisites To view the Resource List: The user must have a valid user ID with an associated role. User role must be assigned to the active construction contract. 1. In the Resource List page, click the checkbox corresponding to the record to be viewed. 2. In the General group, click View. Viewing the record 9

12 The Resource List page is displayed in view mode. View action Only users that are permissioned to view this record will have access depending on the status of the record. 10

13 Labour List / Equipment List This section describes the various activities performed pertaining to the Labour List and Equipment List. These records do not follow a specific workflow process. As an example, we are using the Labour List to demonstrate the activities involved with Navigating to the record, Creating the record, Editing the record, Activating the record, Deactivating the record, and Viewing the record. These activities are based on user role permissions defined and does not follow a specific workflow process. For more information, refer to Roles Involved. Labour List Roles Involved User roles are stakeholders who have the privileges to Create, Update, Activate and Deactivate the Labour List. The table below lists the user roles involved in the Labour List. User Roles External SP(CA) - Record Creator External SP(CA) - Record Review and Approver 11

14 Activities Getting started with Labour List To navigate to the Labour List record: 1. In the module menu, click Contracts. The Contracts List page is displayed. 2. Double-click on the contract. The Contract Dashboard appears. 3. Enter Labour List in the search toolbar below the Menu tab. Searching the Record 12

15 4. Click Labour List in the contract navigation tree. The list of records are displayed. List of Records 13

16 Creating a Labour List Prerequisites To create a Labour List: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The roles involved in this activity are: o External SP(CA) - Record Creator o External SP(CA) - Record Review and Approver 1. In the Labour List page, click New in the General group. The Labour List page is displayed. Creating the record In the new Labour List page, observe the generic contract header of the record which contains the fields that are auto-populated from the contract details. The Record ID is a unique identifier which is autogenerated and assigned to the record. Generic Contract Header details 14

17 2. Fill the following information in the fields below: a. Labour Type - Enter the Type of the Labour. b. Labour Description - Enter the description of the Labour. c. Rate in $ - Enter the Rate in $. d. UOM - Select the unit of measurement form the list of drop-down. Field Details - Labour List details 3. To attach or link a document relevant to the Labour List record, refer to the Global Functions User Guide, Attachments. 15

18 4. Click Save. Save action The Labour List record is created in the Draft workflow stage. Record List 16

19 Editing a Labour List Prerequisites To edit a Labour List: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The roles involved in this activity are: o o External SP(CA) - Record Creator External SP(CA) - Record Review and Approver 1. In the Labour List page, click the checkbox corresponding to the record to be edited. The record must be in Draft status. 2. In the General group, click Edit. The Labour List page is displayed in edit mode. Editing the record 17

20 3. Make the changes in the editable fields as required and click Save. The record will be displayed in the list of records. Save the changes Records list 18

21 Activate / Deactivate the Labour List Prerequisites To Activate / Deactivate the Labour List: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The roles involved in this activity are: o o External SP(CA) - Record Creator External SP(CA) - Record Review and Approver 1. In the Labour List page, click the checkbox corresponding to the record to be edited. The record must be in Draft status. 2. In the General group, click Activate to activate the Labour List. Field Details - Activate The record will be displayed in the list of records with the Active status. Active Labour List 19

22 3. To Deactivate the Labour List record, in the Labour List page, select the record in the Active status. 4. Click Deactivate to deactivate the Labour List record. Field Details - Deactivate Action The record will be displayed in the list of records with the Inactive status. Deactivate Labour List 20

23 Viewing a Labour List Prerequisites To view the Labour List: The user must have a valid user ID with an associated role. User role must be assigned to the active construction contract. 1. In the Labour List page, click the checkbox corresponding to the record to be viewed. 2. In the General group, click View. Viewing the record 21

24 The Labour List page is displayed in view mode. View action Only users that are permissioned to view this record will have access depending on the status of the record. 22

25 Materials List This section describes the various activities performed pertaining to the Materials List record. This record will follow a specific workflow process. Only one Materials List record may be created per contract. As an example, we are using the Materials List record to demonstrate the activities involved with Navigating to the record, Creating the record, Editing the record, Submitting the record, Acknowledging the record and Viewing the record. Roles Involved User roles are stakeholders who have the privileges to Create, Update, and Acknowledge the Materials List record. The table below lists the user roles involved in the Materials List workflow. For more details on the workflow actions performed by each user role, refer to the Workflow Stages table. User Roles External SP (CA) - Record Review and Approver External SP (Contractor) - Record Creator External SP (Contractor) - Record Review and Approver External (Contractor) Inspector 23

26 Workflow Stages This workflow table explains the various stages of the Materials List record. It also describes the User Roles involved at each stage of the workflow to complete the Materials List lifecycle. For example, in the Draft workflow stage, the user roles External SP (Contractor) - Record Creator, External SP (Contractor) - Record Review and Approver or External (Contractor) Inspector creates the Materials List record and submits it to External SP (CA) - Record Review and Approver. Current Workflow Stage User Role Role Permissions Workflow Action Next Workflow Stage Validations Draft External SP (Contractor) - Record Creator External SP (Contractor) - RRA Create, Read, Update, Delete Submit Submitted External SP (CA) - Record Review and Approver gets a notification. External (Contractor) Inspector External SP (Contractor) - Record Creator More Information External SP (Contractor) - RRA Read, Update Submit Submitted External (Contractor) Inspector 24

27 Current Workflow Stage User Role Role Permissions Workflow Action Next Workflow Stage Validations Submitted External SP (CA) - RRA Read, Update Acknowledge Acknowledged External SP (Contractor) - Record Creator, External SP (Contractor) - Record Review and Approver or External (Contractor) Inspector can now create new material details in the Materials List record and submit it to External SP (CA) - RRA for Acknowledgement. More Information More Information 25

28 Activities Getting started with Materials List To navigate to the Materials List record: 1. In the module menu, click Contracts. The Contracts List page is displayed. 2. Double-click on the contract. The Contract Dashboard appears. 3. Enter Materials List in the search toolbar below the Menu tab. Searching the Record 26

29 4. Click Materials List in the contract navigation tree. The record list page is displayed. Record list page Observe that there are no records in the record list page, as there can be only one Materials List record in a contract. 27

30 Requesting More Information Prerequisites To request for More Information on the Materials List record: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The role involved in this activity is External SP (CA) - Record Review and Approver. The Contractor assigned to that specific contract has submitted the Materials List record to the CA for review. 1. In the Materials List page, click the checkbox corresponding to the record to be edited. The record must be in Submitted status. 2. In the General group, click Edit. The Materials List page is displayed in edit mode. Editing the record 28

31 3. In the CA Comments box, enter any additional comments. 4. In the Workflow group, click More Information. Requesting More Information 29

32 The Notes window is displayed. Notes Window 5. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records with the updated status. Records list 30

33 Acknowledging a Materials List Prerequisites To acknowledge a Materials List record: The user must have a valid user ID with an associated role. User roles must be assigned to the active construction contract. The role involved in this activity is External SP (CA) - Record Review and Approver. The Contractor assigned to that specific contract has submitted the Materials List record to the CA for review. 1. In the Materials List page, click the checkbox corresponding to the record to be edited. The record must be in Submitted status. 2. In the General group, click Edit. The Materials List page is displayed in edit mode. Editing the record 31

34 3. In the CA Comments box, enter any additional comments. 4. In the Workflow group, click Acknowledge. Acknowledge action 32

35 The Notes window is displayed. Notes Window 5. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records with the updated status. Records list 33

36 Viewing a Materials List Prerequisites To view the Materials List record: The user must have a valid user ID with an associated role. User role must be assigned to the active construction contract. 1. In the Materials List page, click the checkbox corresponding to the record to be viewed. 2. In the General group, click View. Viewing the record The Materials List record page is displayed in view mode. 34

37 View action Only users that are permissioned to view this record will have access depending on the status of the record. 35