Contract breakdown items

Many contracts specify the breakdown of the contract commitment within the contract document. If this is not reflected in AVEVA Contract Risk Management, it can be difficult for the company users to identify when specific parts of the contract breakdown are being over-consumed.

The line items defined for standard and call-off contracts can be associated with breakdown items, so that expenditure can be referenced against the breakdown defined in the contract when the line items are used in expenditure communications. Breakdown cannot be defined for framework agreements. The commitment values for the breakdown item - for example, Initial Commitment and Approved Commitment - are the totals of the corresponding commitment values of the associated line items.

If a commitment change is required for a breakdown item, a change communication can be created with financial values applied to contract line items. These values are then applied to the commitment values of the breakdown items that the line items are associated with.

The expenditure and change values applied to breakdown items can be potential, pending and approved according to the communications' reporting categories (see Communication reporting categories).

All breakdown commitment values are in the contract currency, even though the associated line items may be in multiple currencies.

Note A breakdown item's title and reference must both be unique for the contract.

See View the contract breakdown for details of how to view a contract's breakdown items.

Create a breakdown item

Breakdown items can added manually to the contract or by importing them from a Microsoft Excel spreadsheet; see Import contract setup data.

Users with the following contract roles can add breakdown items to a contract:

• Contract Owner

• Contract Administrator

• Company Representative

To create a breakdown item for a contract:

1. On the Contract Breakdown tab, click Actions and select Create Breakdown Item.

   The Create Breakdown Item dialog box is displayed.

2. Enter the Title of the breakdown item. Must be unique in the contract.

3. Enter the Code of the breakdown item, used for column headings, drop-down lists and reporting. It must be unique in the contract.

4. Select the Display Position of the breakdown item. This determines where in the breakdown item list it appears on the Contract Breakdown tab, Financial Health Breakdown page, and communication Progress, Expenditure and Change tabs.

   You can select First in List, or you can type the title of the breakdown item that it will appear after and select After <Breakdown Item Title>. The value defaults to:

   • After the last breakdown item currently in the list when you first open the dialog box to create a new breakdown item.

   • After the last item you created if you have clicked Save and Continue.

5. Click Save and Continue to add the breakdown item and clear the fields so you can add another one.

   Alternatively, click Save and Close to add the breakdown item and close the window.

   The Contract Breakdown tab is refreshed.

   Note The initial commitment of the breakdown item cannot be manually entered because it is calculated from the commitment values of the line items associated with the breakdown items.

Edit a breakdown item

Users with the following contract roles can edit contract breakdown items:

• Contract Owner

• Contract Administrator

• Company Representative

To edit a contract breakdown item:

6. On the Contract Breakdown tab, click the drop-down arrow for the breakdown item, and select Edit Breakdown Item from the menu.

   The Breakdown Item Details dialog box is displayed.

7. Edit the information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   • Name

   • Reference: Used for column headings, drop-down lists and reporting. Must be unique in the contract

   • Display Position: Where in the breakdown item list the breakdown item appears on the Contract Breakdown tab, Financial Health Breakdown page, and communication Progress, Expenditure and Change tabs.

     You can select First in List, or you can type the title of the breakdown item that it will appear after and select After <Breakdown Item Title>.

     You can also reorder multiple breakdown items. See Reorder breakdown items below.

8. Click Save.

   The updates are saved and the Edit Breakdown Item dialog box is closed.

Delete a breakdown item

You cannot delete a breakdown item associated with a line item that is in use in a commitment or expenditure communication.

Users with the following contract roles can delete contract breakdown items:

• Contract Owner

• Contract Administrator

• Company Representative

To delete a contract breakdown item:

9. On the Contract Breakdown tab, click the drop-down arrow for the breakdown item, and select Delete Breakdown Item from the menu.

   A confirmation message is displayed.

10. Click Confirm.

    The breakdown item is deleted and the Contract Breakdown page is refreshed.

Reorder breakdown items

You can manually set the order in which breakdown items appear on the the Contract Breakdown tab, Financial Health Breakdown page, and communication Progress, Expenditure and Change tabs. The Display Position can be set when creating and editing a single breakdown item, or you can manage the order for multiple breakdown items at once.

To reorder multiple breakdown items from a single dialog box:

11. On the Contract Breakdown tab, click Actions and select Reorder Breakdown Items.

    The Reorder Breakdown Items dialog box is displayed.

12. To move a breakdown item, you can:

    • Drag and drop the item in the list. The drop-down list automatically updates to indicate its current position.

    • Select a new position from the drop-down list.

13. Once you have finished reordering the breakdown items, click Save.

    The Contract Breakdown page is updated to show the breakdown items in the new order.

Breakdown item commercial audit log

To view a contract breakdown item's commercial audit log, which contains a history of changes, click the drop-down arrow for the breakdown item on the Contract Breakdown tab, and select View History from the menu.

The Breakdown Item History window is displayed, in which you can see all the logged changes to the breakdown item.

These include:

• When the breakdown item was added, and the values of its fields.

• Changes that were made to the values of the breakdown item fields when it was edited.