Create a call off contract

Call offs are contracts for orders of work or services made using the terms of a framework agreement. See Framework agreement creation and maintenance for more information.

Call offs can be created in four areas of AVEVA Contract Risk Management:

• The framework agreement home page.

• The framework agreement register page.

• The project/dept summary page.

• When awarding a contract from a tender Award schedule item (see Award a contract from a tender).

Create a call off on the framework agreement home page

1. Navigate to the home page of the framework agreement from which you want to create a call off.

2. Click and select Create Call Off from the menu.

   The Create Call Off page is displayed.

Create a call off on the framework agreement register page

3. Navigate to the register page (Organization or Project/dept Framework Agreement) which includes the framework agreement from which you want to create a call off.

4. Click the drop-down arrow for the required framework agreement, and select Create Call Off from the menu.

   The Create Call Off page is displayed.

Create a call off on the project/dept summary page

5. Navigate to the required project/dept summary page ensuring the page is in Contracts view.

6. Click Create Contract, and select Call Off from the menu.

   The Create Call Off page is displayed.

7. Click the Framework Agreement box and type part or all of the desired framework agreement's name, reference, contractor or category.

   Note Organization framework agreements which have restrictions for the current project/dept cannot be selected.

   A list of all available framework agreements which match the typed text are displayed, to a maximum of 50. The information displayed in the list for the framework agreements includes the specific field where the match was found, e.g. the category.

   Tip Type organisation to see available organization framework agreements only. Type project to see the framework agreements in the current project/department.

Complete the creation of the call off

8. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Details

Field	Description
Framework Agreement	Information only unless the call off has been created from the project/dept summary page. The reference of the parent framework agreement from which you are creating a call off.
Reference	If a manual reference is required, enter the reference ID of the call off.
Project/Dept	If you are creating the call off from the home page or register of an Organization framework agreement, select the project/dept in which the call off will be located. Project/depts which have been restricted for the selected Organization framework agreement are shown in grey and cannot be selected.
Contract Name	The name of the call off.
Country of Operation	The country of operation of the call off. By default, this is the country set for the project/dept.
Contract Time Zone	The time zone in which the call off operates.
Category	The category of the contract, selected from a list defined by the project/dept administrator (see Tender/contract category values for information on managing these categories).
Cost Centre	The cost center code of the call off.
External Reference	An external reference to the call off, e.g. from an ERP system.
Description	A description of the call off. Note This description will be visible to the contractor if the Contractor Portal is used.

Financials

Dates

Contractor Information

Contract Roles

You can assign company users and business process roles to company contract roles. See Contract roles for information about each role.

The following company contract roles are pre-populated:

The users and business process roles assigned to contract roles are identified as follows.

Note When creating a contract, you can select business process roles from the Organization, business unit and project/dept Best Practice Libraries.

To select users and business process roles:

1. Click in the field. (For mandatory roles, click to change the current user.)

2. Enter one of the following:

   • User's first name

   • User's last name

   • User's position in the company

   • User's reference

   • Business process role name

   Entering a minimum of the first three characters will display all users and business process roles that match the typed text.

   Note Business process roles which contain only disabled users are not displayed.

3. Select the user or business process role. For optional contract roles, you can repeat step b.

   Mandatory Contract Roles

   The following contract roles must have a user assigned to them:

• Contract Owner - company user; defaults to the user who is creating the contract

• Company Representative - company user; defaults to the user who is creating the contract

  Optional Contract Roles

  The following contract roles are optional:

• Contract Administrator - one or more company users and business process roles

• Contract Budget Holder - one or more company users and business process roles

• Contract Requestor - one or more company users and business process roles

• Contract Process Owner - one or more company users and business process roles

• Contract Auditor - one or more company users and business process roles

  Additional Information

  The fields in this section are contract custom fields, specific to your AVEVA Contract Risk Management system. They are configured by the Administrator.

  Product Codes

  Product codes are a set of industry recognized reference codes that identify goods or services. Adding product codes to a contract identifies the goods or services being purchased, and is useful for reporting purposes.

  To add product codes:

4. Click the icon in the Add Product Codes section to add product codes.

5. The Add Product Code window is displayed.

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

7. Click Search.

   All product codes that match your search criteria are displayed.

   Alternatively, click All Internal to list all internal product codes in the database.

8. Select the product codes you want to add

9. Click Add.

   The Add Product Code window closes and the selected product code details are displayed in the Add Product Codes section.

9. Click Save to create the call off.