Import contract setup data

You can add the following data to a contract by importing an Excel spreadsheet based on a template downloaded from AVEVA Contract Risk Management:

• breakdown items

• line items

• rates (for Reimbursable line items)

• progress measures

• links between Reimbursable line items and rates

• links between Apportioned progress measures and Discrete Pro Rata progress measures or progress measure groups

Users with the following contract roles can import the contract setup:

• Contract Owner

• Contract Administrator

• Company Representative

About the template

The template for the Excel document can be downloaded from within AVEVA Contract Risk Management. You can download a blank template or a populated one containing all relevant information that already exists for the contract including existing breakdown items, line items, rates and progress measures.

The template has the following worksheets:

• Welcome: General information about the template.

• Breakdown Items: Create and update breakdown items. For further information about breakdown items, see Contract breakdown items.

• Line Items: Create and update line items. For further information about line items, see Contract line items.

• Rates: Create and update contract rates. For further information about rates, see Contract rates.

• Progress Measures: Create and update progress measures for specific line items. For further information about progress measures, see Progress measures.

• Manage Rates: Manage the links between Reimbursable line items and rates. For further information about linking line items and rates, see Manage rates for Reimbursable line items.

• Manage Progress Measures: Manage the links between Apportioned progress measures and Discrete Pro Rata progress measures/progress measure groups. For further information and links between progress measures, see Manage rates for Reimbursable line items.

• Look-Ups: Do not edit this worksheet. They have been included so they can be copy/pasted to other worksheets to assist with user input.

See Worksheet columns below for details of the fields in the different worksheets of the template.

Tip You only need to complete the worksheets for the data you want to import; for example, you do not need to add data to the Breakdown Items worksheet if the contract does not use breakdown items or all the necessary breakdown items have already been added to the contract.

About the import

When a document containing contract setup information is imported, the following happens:

1. The document is uploaded to AVEVA Contract Risk Management. If the document is very large, this may take some time.

2. Once the document upload is complete, the document is processed.

3. If the document itself has errors, e.g. if it is blank, is missing worksheets, or does not have the correct fields, its items are not processed.

   If the document is valid, each row in the document's worksheets is processed as detailed in the following table.

   Condition of row	Item already exists	Outcome
   The values in the row are valid for the type of item.	No	The item is created in the contract.
   The row has errors; for example, a value is invalid.	No	The item is not created.
   The values in the row are valid for the type of item.	Yes	The existing item is updated.
   The row has errors; for example, a value is invalid or cannot be updated because the item is In Use.	Yes	The item is not updated.

   New items and updates are visible after you refresh the Contract Breakdown tab.

4. If any errors occurred during processing, a notification email is sent once the document and/or all items have been processed, a notification is displayed on the navigation bar, and an entry with the status of Errors is recorded in the import log. You can download a copy of the spreadsheet which has been annotated to details the errors.

   If all the items are processed successfully, a notification email is sent, a notification is displayed on the navigation bar, and an entry with the status of Success is recorded in the import log.

   See Notifications for information about viewing and managing the notification in the navigation bar.

Download a blank template

5. Navigate to the home page of the contract you want to work on.

6. Click the Contract Breakdown tab.

7. From the Actions menu, select Download Contract Setup Template.

8. When prompted, save the Excel file so that you can create a copy to add your data to.

Download a populated template

To download a template that contains all relevant information that already exists for the contract including breakdown items, line items, rates and progress measures:

9. Navigate to the home page of the contract you want to work on.

10. Click the Contract Breakdown tab.

11. From the Actions menu, select Download Populated Template.

    A message is displayed on-screen to let you know that your export is being processed and you will be notified when it's ready.

12. Once the populated template is ready for you to save, a notification email is sent and a message of Contract Export Ready for Download is displayed in the notifications on the navigation bar (you may need to refresh your browser before clicking the Notifications icon to see this). Click either the link in the email or the notification on the navigation bar.

13. Save the Excel file so that you can update and add data as desired.

Import the contract setup data from a document

14. Navigate to the Contract Breakdown page.

15. From the Actions menu, select Import Contract Setup.

    The Import Contract Setup window is displayed.

16. Click Choose Files to select the document to add. You can also drag and drop documents from Windows Explorer.

    Note Only .xlsx files are supported.

    Warning If there is a problem with the selected document, you cannot upload it. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the document.

    You can click Remove File to remove the selected document, if necessary.

17. Click Add x Files to import the documents to AVEVA Contract Risk Management.

    A confirmation message is displayed to let you know that you will be notified (by email and a notification in the navigation bar) once the processing has completed and all possible data has been added to the contract.

    Progress bars display the progress of the document uploads. If the uploads are taking too long, you can click Cancel to stop the upload of any documents which have not yet successfully been uploaded. This button is only visible when there are pending uploads.

    Note This status is for the file upload only. The progress of the data processing, including errors, is shown in the Import log which can be viewed once the current window is closed. See Viewing the Contract Setup Import Log below.

18. If any of the document uploads failed, you can click Retry X Failed to attempt the uploads again.

19. Click Close once all the uploads are complete or cancelled.

    Each item that is successfully processed will be visible on the relevant page once its processing is complete - the current page must be refreshed to display new items. Click Refresh at any time to update the items displayed.

View the contract setup import log

To view the results of contract setup imports:

20. On the Contract Breakdown page, select View Imports from the Actions menu.

    The Contract Setup Imports window is displayed.

    The Status column shows whether an import was successful or had errors.

21. If an import had errors:

    • Click Download Annotated File to download a copy of the imported spreadsheet in which the errors have been marked with a light red background and annotated with a tooltip that explains why the value is not valid.

      

      Warning Sorting this spreadsheet causes the error tooltips to no longer be displayed for the relevant invalid values.

    • Click View General Import Errors to open a list of the general errors found during the import; for example, missing worksheets or columns.

Alternatively, you can open the Contract Setup Imports window from the notification on the navigation bar. See Notifications for more information.

Worksheet columns

• Breakdown Items:

  • Title: Required. The name of the breakdown item. Must be no more than 255 characters.

  • Code: Required. The breakdown item code. Must be no more than 50 characters.

• Line Items:

  Note If the line item is in use in a communication, only the Title and Supplementary Code can be updated.

  • Breakdown Item Title: The name of the breakdown item to which the line item belongs. Not required if the contract does not use breakdown items.

  • Title: Required. The name of the line item. Must be no more than 255 characters.

  • Code: Required. The line item code. Must be no more than 50 characters. Cannot be updated if the line item is in use in a communication.

  • Type: Required. The type of line item: Lump Sum, Milestone Payment, Progressive Payment, Reimbursable, Unit Rate. Cannot be updated if the line item is in use in a communication.

  • Supplementary Code: An additional code which can be used to identify the line item. Must be no more than 50 characters.

  • Control Account Code: The code of the control account that the line item is associated with. These are defined for the project/department (see Control accounts).

  • Currency: Required. The currency code of the line item's currency.

  • Initial Commitment: Not required for Unit Rate line items. The total price of the line item as agreed in the contract.

  • Unit Rate: Only required for Unit Rate line items. The price per unit of the line item, in the line item currency.

  • Unit Measure: Only required for Unit Rate line items. The code of the unit of measure of the line item. See Units of measure for common codes.

  • Committed Quantity: Only required for Unit Rate line items. The maximum quantity of the line item that should be used.

  • Capture Progress: Not required for Reimbursable line items. Enter Yes or No to indicate whether the line item captures progress. If left blank, defaults to No.

• Rates:

  Note If the rate is associated with a line item that is in use in a communication, only the Title and Supplementary Code can be updated.

  • Rate Code: Required. The rate code. Must be no more than 75 characters.

  • Title: Required. The name of the rate. Must be no more than 255 characters.

  • Supplementary Code: An additional code which can be used to identify the rate. Must be no more than 50 characters.

  • Unit of Measure: Required. The code of the unit of measure of the rate See Units of measure for common codes.

  • Rate: Required. The rate per unit.

  • Valid From (YYYY-MM-DD): The date that the rate version is valid from. Leave blank if only one version of the rate is imported. The first version of the rate can also have a blank Valid From date.

    If this rate version already exists in the contract, a new version is created, and the Valid To date of the previous version is set to one day before the Valid From date specified here.

    For example, if this Valid From is Jan 01 2019, the Valid To date of the previous version, which was previously blank, is set to Dec 31 2018.

  • Currency: Required. The currency code of the rate's currency.

• Progress Measures:

  Note If the line item that the progress measure belongs to is in use in a communication, the progress measure details cannot be updated.

  • Line Item Code: The code of the line item to which the progress measure belongs.

  • Title: Required: The name of the progress measure. Must be no more than 255 characters.

  • Type: Required. The progress measure type: Apportioned or Discrete.

  • Method: Only required for Discrete progress measures. The method for the progress measure: Pro Rata or Weighted Milestone.

  • Progress Measure Group Title: If required, the name of the progress measure group that this progress measure will belong to, to be used when linking discrete pro rata progress measures to apportioned progress measures. If the group doesn't already exist in the contract, it will be created. Must be no more than 255 characters.

  • Weighting (%): Required. The weighting value of the progress measure, as a percentage of the total line item commitment. For more information about possible values, see Progress measures.

    Weighting values are validated when the spreadsheet is imported, not in the spreadsheet itself.

  • Budget: Only required for Discrete Pro Rata progress measures. The budget of the progress measure; how much work is represented by the progress measure.

• Manage Rates:

  Note A rate cannot be unlinked from a line item if the line item is in use in a communication.

  • Line Item Code: Required. The code of the line item for which you want to link or unlink a rate.

  • Rate Code: Required. The code of the rate that you want to link to or unlink from the line item.

  • Unlink: Enter Yes (to unlink a rate from a line item) or No. If left blank, defaults to No; in other words, a link will be created.

• Manage Progress Measures:

  You can specify either a Discrete Pro Rata Progress Measure OR a Progress Measure Group for each Apportioned Progress Measure.

  Note You cannot link progress measures or groups to an Apportioned progress measure if they are already linked to one which belongs to a line item that is in use in a communication.

  • Line Item - Apportioned Progress Measures: Required. The name of the line item and the name of its Apportioned progress measure, for which you want to link or unlink a Discrete Pro Rata progress measure or progress measure group. Enter in the following format: Line Item Title - Progress Measure Title

  • Line Item - Discrete Pro Rata Progress Measures: The name of the line item and the name of its Discrete Pro Rata progress measure which you want to link to or unlink from the Apportioned measure. Enter in the following format: Line Item Title - Progress Measure Title

  • Progress Measure Group: The name of the progress measure group which you want to link to or unlink from the Apportioned measure.

  • Unlink: Enter Yes (to unlink a Discrete Pro Rata progress measure or progress measure group from the Apportioned progress measure) or No. If left blank, defaults to No; in other words, a link will be created.