Contract role hierarchy and assignment

Contract roles are assigned on creation of a contract or award, and are updated in the Best Practice Library/Contract Configuration page. The company users or business process roles added at higher levels of the AVEVA Contract Risk Management hierarchy are shown as read-only at lower-level Best Practice Libraries.

If a business process role or company user that is already assigned to a contract role is added to the same contract role at a higher-level Best Practice Library, it is 'cleaned' from the lower levels. 'Cleaning' is permanent. If the business process role or company user is subsequently removed from the higher-level contract role, it is not reassigned at the lower level.

The following table shows the Best Practice Libraries in which contract roles can be configured, and who can be assigned to the role.

Note Contract roles cannot be configured in the Organization Best Practice Library.

The following users can assign users and business process roles to contract roles:

• Business unit Best Practice Library: users with one of the following sets of permissions:

  • the Manage Business Unit Best Practice Library permission for the business unit

  • the Access Across Business Units AND the Manage Business Unit Best Practice Library permission

• Project/dept Best Practice Library: the Project Administrator

• Contract Configuration: users with the following contract roles:

  • Contract Owner

  • Contract Administrator

  • Contract Process Owner

  • Company Representative

• Award in a tender Award schedule item (Contract Configuration):

  • the tender administrators

  • tender team members assigned to the Award schedule item

Assign company users to contract roles

In a business unit or project/dept Best Practice Library, company users can be assigned to the following contract roles:

• Contract Process Owner

• Contract Auditor

In a contract, company users can be assigned to the following contract roles:

• Contract Owner

• Contract Budget Holder

• Contract Requestor

• Contract Administrator

• Contract Process Owner

• Contract Auditor

• Company Representative

  Warning Assigning a new user to the Contract Owner or Company Representative role will unassign the previous user. This has the effect of removing any associated permissions from the user.

To assign a company user to a contract role:

1. Navigate to the Best Practice Library for the business unit or project/dept, or the Contract Configuration page.

2. Select the Contract Roles tab.

   The Contract Roles page is displayed.

3. If you are in the Contract Configuration, ensure that View Contract Roles is selected.

4. Click the icon next to the contract role you want to assign a user to, and select Select Company User from the menu.

   The Assign Company Users page is displayed.

5. Enter values as required for the relevant search criteria.

   Option	Description
   Business Unit	Select a specific business unit or All from the drop-down list.
   Project/Dept	Select a specific project/dept or All from the drop-down list.
   Search On	Select whether to search on Last Name, First Name or Position.
   Criteria	This option refers to the text you enter in the Search For field. Select whether you want the search to return results which Begins With, Contains or Ends With the text you enter in the Search For field.
   Search For	Enter the text you want to search on.

6. Click Search. All non-disabled company users who match the search criteria are displayed.

7. Select the company users you want to assign to the contract role.

   Note If assigning a new user to the Contract Owner or Company Representative roles, only one user can be selected.

8. Click OK.

   Note If assigning a new user to the Contract Owner or Company Representative roles, you are asked to confirm that you want to reassign the role. Click OK to continue.

   The new members of the contract role are displayed on the Contract Roles page.

Assign business process roles to contract roles

In a business unit or project/dept Best Practice Library, business process roles can be assigned to the following contract roles:

• Contract Process Owner

• Contract Auditor

In a contract or award, business process roles can be assigned to the following contract roles:

• Contract Budget Holder

• Contract Requestor

• Contract Administrator

• Contract Process Owner

• Contract Auditor

The business process roles which are available to be assigned to contract roles depend on the level in AVEVA Contract Risk Management where you are assigning them:

• In a business unit: business process roles created in the Organization and business unit Best Practice Libraries.

• In a project/dept: business process roles created in the Organization, business unit and project/dept Best Practice Libraries.

• In a Contract Configuration: business process roles created in the Organization, business unit and project/dept Best Practice Libraries and the Contract Configuration.

To assign a business process role to a contract role:

9. Navigate to the Best Practice Library for the business unit or project/dept, or the Contract Configuration page.

10. Select the Contract Roles tab.

    The Contract Roles page is displayed.

11. If you are in the Contract Configuration, ensure that View Contract Roles is selected.

12. Click the icon next to the contract role you want to assign a user to, and select Select Business Process Role from the menu.

    The Assign Business Process Roles page is displayed.

13. Select the business process roles you want to assign to the contract role.

14. Click OK. The new members of the contract role are displayed on the Contract Roles page.

Assign contractor contacts to contract roles

Contractor contact can be assigned to the following contract roles in the Contract Configuration only:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management

• Contractor Functional Support

  Warning Assigning a new contact to the Contractor Representative role will unassign the previous contact. This has the effect of removing any associated permissions from the contact.

To assign a contractor contact to a contract role:

15. Navigate to the Best Practice Library for the business unit or project/dept, or the Contract Configuration page.

16. Select the Contract Roles tab.

    The Contract Roles page is displayed.

17. If you are in the Contract Configuration, ensure that View Contract Roles is selected.

18. Click the icon next to the contract role you want to assign a contractor contact to.

    The Assign Contractor Contact page is displayed.

19. Select the contractor contact you want to assign to the contract role.

    Note If assigning a new user to the Contractor Representative role, only one contact can be selected.

20. Click OK.

    Note If assigning a new contact to the Contractor Representative role, you are asked to confirm that you want to reassign the role. Click OK to continue.

    The new members of the contract role are displayed on the Contract Roles page. If the contractor contact is disabled, they are shown in strikethrough text.