Create a standard contract

There are three different contract types in AVEVA Contract Risk Management: Standard, Framework Agreement and Call Off.

Standard contracts can be created two ways within AVEVA Contract Risk Management:

• A contract is created automatically when a contractor has successfully been awarded the contract through a tender. (The Award schedule item in the tender must be set to Complete in order for a contract to be automatically created).See Award schedule item.

• Contracts can also be created without being part of a previous tender process. Within AVEVA Contract Risk Management, creating contracts without an associated tender is known as 'fast-track' contract creation. Only users with the Create Fast Track Contract permission can create a contract this way.

To create a contract:

1. Navigate to the Contracts page for the project/dept in which you want to create the new contract.

2. Click Create Contract, and select Standard Contract from the menu.

   The Create Contract page is displayed.

3. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Details

   Field	Description
   Contract Name	The name of the contract.
   Country of Operation	The country of operation of the contract. By default, this is the country set for the project/dept.
   Contract Time Zone	The time zone in which the contract 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 contract.
   External Reference	An external reference to the contract, e.g. from an ERP system.
   Description	A description of the contract. Note This description will be visible to the contractor if the Contractor Portal is used.

   Financials

   Field	Description
   Currency	The currency for the contract.
   Contract Award Value	The award value of the contract.
   Initial Not to Exceed Contract Value	The financial commitment limit of the contract, which includes contingency for unplanned variations.
   Approved Contract Budget	The value of the approved budget of the contract.
   Savings Target	The value of the savings target of the contract.

   Dates

   Field	Description
   Letter of Award Despatch Date	The date that the letter of award was dispatched to the contractor.
   Award Date	The date that the contract was awarded.
   Start Date	The start date of the contract.
   End Date	The end date of the contract.
   Next Review Date	The date of the next review of the contract.
   Effective Date	The date from which the contract becomes effective.

   Contractor Information

   Field	Description
   Contractor	Click the Add Contractor box and type part or all of the contractor's name, reference, external reference, address, non-confidential text or numeric custom fields, or the name of a contact. A list of all contractors which match the typed text are displayed, to a maximum of 50. The information displayed in the list for the contractors includes the specific field where the match was found, e.g. the address. Click the Contractor Details button to open a pop-up window with more information about the contractor, including the values of any non-confidential custom fields. You can also click the contractor name after it has been added to view this window. Click a contractor name in the list to select them. Note Contractors with a Trading Recommendation of We cannot work with this contractor are displayed but cannot be selected. If contractors with a Trading Recommendation of We can work with this contractor with restrictions are selected, a warning message is displayed.
   Method of Communication	Select Contractor to communicate via Contractor Portal if the contractor has access to the Contractor Portal. The contractor can submit all communications directly via the Contractor Portal. Note If this option is selected, communications can only be edited when in Draft state. Warning If this option is selected the contractor will be able to see the contract immediately. Select Contractor to communicate via other means if the contractor does not have access to the Contractor Portal. The Company will have to log events and communications into AVEVA Contract Risk Management on behalf of the contractor. AVEVA Contract Risk Management will not generate or send any notifications to the contractor organization. Note If this option is selected, communications can be edited when in any state except for Not Agreed and Rejected.
   Display Financial Values on Contractor Portal	Select No if you do not want the Contract Award Value, Approved Contract Commitment and Approved Contract Expenditure financial values to be displayed on the contract home page in the Contractor portal.
   Contractor Representative	The name of the contractor user assigned to this contractor contract role - the primary contact for the contractor. This is populated once the Contractor has been selected, and can be changed (see the instructions below for the other contractor contract roles).
   Contractor Administrator Contractor Information Management Contractor Functional Support	The names of the contractor users assigned to these contractor contract roles. These can only be specified once the Contractor has been selected. See Contract roles for information about each role. To select users: a. Click in the field (for Contractor Representative, click to change the current user). b. Enter one of the following: User's first name User's last name User's position in the company Entering a minimum of the first three characters will display all users that match the typed text. c. Select the user. For optional contract roles, you can repeat Step b.

   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:

   Contract Roles	Pre-populated With
   Contract Owner Company Representative	The company user who is creating the contract. Can be changed - see below.
   Contract Process Owner Contract Auditor	Company users and business process roles which were assigned to these contract roles in the Organization, business unit and project/dept Best Practice Libraries. Inherited users and business process roles can only be unassigned in the Best Practice Library where they were assigned. Additional users and business process roles can be assigned to these contract roles on the Create Contract page, for the current contract only.

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

   	A company or contractor user.
   	A business process role.
   	A company user or business process role that was assigned to the contract role in a Best Practice Library higher in the AVEVA Contract Risk Management hierarchy. For example, in the Contract Configuration, users and business process roles that appear as Inherited were assigned at Organization, business unit or project/dept level. Inherited users and business process roles can only be unassigned in the Best Practice Library where they were assigned.
   	A company or contractor user whose account has been disabled by a Administrator, or a business process role which does not have any valid users assigned to it.

   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.

        The Add Product Code window is displayed.

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

     Option	Description
     Code type	Select Internal Codes, CPV Codes or All Codes.
     Search On	Select whether to search on Description or Code.
     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. Tip Enter the % character to perform a wildcard search, e.g. % by itself to return all results or man% to return all results beginning with man.

     6. 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.

     7. Select the product codes you want to add

     8. Click Add.

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

4. Click Save to create the contract.