Progress communications

Certain types of line items require their progress to be measured and recorded, so that the appropriate payment can be claimed and made against them. Once the appropriate progress measures have been configured for line items, progress against them can be recorded in progress communications.

Progress communications can only be Contractor to Company communications.

For more information about configuring AVEVA Contract Risk Management for progress communications, see:

• (configuring line items to record progress)

• Communication templates

Progress is recorded on a communication once it has been created and saved. To record progress on a communication, the following conditions must be met:

• The communication's template has the Record Progress option set to Yes and the Is Expenditure option set to No.

• The contract has line items which have associated progress measures.

• The communication is in an editable state:

  • The communication is in Draft state.

  • If the communication has a routing path of Contractor to Company and the contract's Method of Communication is set to Contractor to communicate via other means, the communication is in Awaiting Agreement from Recipient, Agreed or Approved state.

The budget of discrete pro rata progress measures can be updated through a change communication - see Commitment change line items.

Note You cannot add linked communications when creating a progress communication, and related communications cannot be created from progress communications. Links can only be made to progress communications in the following cases:

• When creating a expenditure communication that also records progress, you can select to link any progress communications that can be claimed for in the expenditure communication. Only Approved/Agreed progress communications which have not already been claimed can be selected. A process chain link is created and all communications are added to the same story group.

• You can link progress communications to any other communications in a story group by clicking Add Link on the Story tab of one of the communications.

See Linked communications for further general information about linking communications.

View recorded progress

Users with the following contract roles can view the progress recorded against a communication:

• Contract Owner

• Contract Administrator

• Company Representative

• Contract Budget Holder

• Contract Auditor

To view the progress recorded against a communication:

1. On the communication register, click the Title of the communication you want to view the recorded progress for.

   The Communication Details page is displayed.

2. Click the Progress tab.

   If you can claim for progress on the communication (you have the correct contract role and the communication is editable, the All Available Progress Measures filter is auto-selected from the drop-down list so that all the possible discrete progress measures which you can claim for are displayed.

   Otherwise, the All Claimed Progress Measures filter is displayed by default and All Available Progress Measures is not available.

   The progress measures are grouped by breakdown item and line item, sorted alphabetically by breakdown item reference and then line item code.

   You can also select All Claimed Progress Measures to see the progress measures that have been claimed for in this communication. If any discrete progress measures which are associated with apportioned progress measures have been claimed for, the apportioned progress measures are displayed with this filter.

On this page, you can:

• Expand and collapse the grouping rows for breakdown items and line items.

• Filter the progress measures by typing part of the breakdown reference or name, line item code or title, or progress measure title. Click the button to expand the search box, and type the search text.

• Move through the pages of displayed items, and change the number of items displayed per page, by clicking the paging buttons.

• Export a list of claimed progress measures for the All Claimed Progress Measures filter only, by clicking the Export button.

  The values displayed on the Progress tab are explained in the following table.

  Column	Description
  Breakdown item reference and name	Grouping row. Only displayed if breakdown items have been configured for the contract. The reference and name of the contract breakdown item that the progress measure's parent line item is associated with.
  Line item code and title	Grouping row. The code and title of the progress measure's parent line item.
  Progress measure title	The title of the progress measure.
  Budget	The budget of the progress measure.
  Weighting	The weighting value of the progress measure, as a percentage of the total line item commitment.
  To Date / EAC	Estimate at Completion. The contractor's estimate of how much work is represented by the progress measure, before any updates made in this communication. Once the communication has been approved or agreed, the To Date values displayed on this communication will not change even if there are further updates to the progress measure.
  To Date / Claimed	The amount claimed against the progress measure, before any updates made in this communication. Once the communication has been approved or agreed, the To Date values displayed on this communication will not change even if there are further updates to the progress measure.
  Current / EAC	Estimate at Completion. The update in this communication to the contractor's estimate of how much work is represented by the progress measure.
  Current / Claimed	The amount claimed in this communication against the progress measure.
  Cumulative Claimed	The total of the To Date and Current values of the amount claimed against the progress measure. Once the communication has been approved or agreed, the Cumulative Claimed value displayed on this communication will not change even if there are further updates to the progress measure.

Record progress against a communication

Users with the following contract roles can record progress against a communication:

• Contract Owner

• Contract Administrator

• Company Representative

To record progress against a communication or update the Estimate at Completion:

3. On the communication register, click the Title of the communication you want to record progress against.

   The Communication Details page is displayed.

4. Click the Progress tab.

   Make sure the All Available Progress Measures filter is selected from the drop-down list so that all the possible discrete progress measures which you can claim for are displayed.

5. Click the button to expand the search box, and type the search text for the progress measure you want to claim for. You can search by breakdown code or name, line item code or title, or progress measure title.

   Progress measures which match your text in any of these fields are displayed.

6. If necessary, scroll across the page so that the This Period columns are visible.

7. To update the Estimate at Completion value of the progress measure, enter the new value in the This Period / EAC column for the progress measure.

8. In the This Period / Claimed column for the progress measure, claim for the progress measure as follows:

   • Discrete Pro Rata: Enter the amount of progress in this period. This value is in the unit of measure/currency of the line item

     Warning If you enter an invalid value or if the value claimed will exceed the Budget of the progress measure, the field is shown in red and you cannot move away from the field until you delete or correct the value.

   • Discrete Weighted Milestone: Select the check box. If the progress measure has already been claimed, you cannot select it.

9. Press Enter or Tab, or click on another area of the page to update the value you are claiming for.

   If you claim for progress, the Cumulative Claimed value is updated.

Edit updates to progress measures

You can only edit updates to progress measures if the communication is in an editable state - see Edit the core details of a communication for more information.

Users with the following contract roles can edit updates to progress measures in a communication:

• Contract Owner

• Contract Administrator

• Company Representative

To edit updates to progress measures:

10. On the Progress tab, make sure the All Available Progress Measures filter is selected from the drop-down list so that all the possible discrete progress measures which you can claim for are displayed.

11. If necessary, scroll across the page so that the This Period columns are visible.

12. To update the Estimate at Completion value of the progress measure, enter the new value in the This Period / EAC column for the progress measure.

13. In the This Period / Claimed column for the progress measure, update the progress measure as follows:

    • Discrete Pro Rata: Enter the amount of progress in this period. This value is in the unit of measure/currency of the line item

      Warning If you enter an invalid value, the field is shown in red and you cannot move away from the field until you correct the value.

    • Discrete Weighted Milestone: Select or clear the check box.

14. Press Enter or Tab, or click on another area of the page to update the value you are claiming for.

If you claim for progress, the Cumulative Claimed value is updated.

Remove updates to progress measures

You can only remove updates to progress measures from a communication if the communication is in an editable state - see Edit the core details of a communication for more information.

Users with the following contract roles can remove updates to progress measures from a communication:

• Contract Owner

• Contract Administrator

• Company Representative

To remove an update to the progress measure's Estimate at Completion from a communication, clear its value or click the icon in the Current / EAC column on the Progress tab.

To remove recorded progress from a communication, clear its value or click the icon in the Current / Claimed column.