How to create and edit Benefits

Last updated by Tom Inglis on July 16, 2019 11:30

Selecting Shared Benefits

To create the child part of Shared Benefits, click on Create, then on Benefit.

More information about the parent part of Shared Benefits can be found here.

You can fill out the following fields:

Shared Benefit Outcome (Required): The Outcome of the Shared Benefit parent the Benefit is to be associated with.

Contract Title (Required): The Title of the Contract which the Benefit is to be associated with. It is also possible to type the Contract Reference Number in here.

Benefit Model: A filter which allows you to specify the model you are using for this Benefit. The fields are Evaluated, Mandatory, None and Voluntary.

Benefit Location: A filter which you can define.

Number of Points: The number of points you want to associate with the Benefit.

Benefit Value: The monetary value you want to associate with the Benefit.

Quantity (Required): The number of Outcomes to be delivered. This reduces the total number available to be selected in the Outcome Inventory associated with the Shared Benefit. If there are none left, that Benefit cannot be selected and another must be chosen, or the Outcome Inventory increased.

Assessors: The people in your organisation who you want to assess Benefits, by submitting evidence and scores by the appropriate dates. Most customers prefer the people who are responsible for the day to day delivery of the contract to fulfil this role. Their job title might be "Project Manager" or something similar.

Supplier: The organisation you want to associate with a Benefit as a Supplier. Typically these are organisations who are responsible for delivering the Contract that the Benefit is associated with, and ensuring the success of the Benefit itself. They will be required to submit evidence by the appropriate dates, and will be able to download the details of the Benefit. They will also be able to submit scores. Supplier admins can assign their own employees to individual benefits, so that the most appropriate people get the email alerts and are able to submit evidence and scores.

Delivery Partners: The organisation you want to associate with this Benefit as a Delivery Partner. Typically these are third sector organisations or community / parish councils - organisations with a stake in ensuring the Benefit is a success. They will be required to submit evidence by the appropriate dates, and will be able to download the details of the Benefit. They will not be able to submit scores. Delivery Partner admins can assign their own employees to individual benefits, so that the most appropriate people get the email alerts and are able to submit evidence.

Start Date: The date that the Benefit is due to start.

Interim Delivery Date(s): Any interim delivery dates that are required to ensure the quantity and quality of the Outcomes being delivered. Typically these are for Benefits being delivered over a longer period, e.g. a year or more.

Final Delivery Date: The date by which the Benefit is due to be delivered.

Benefit Status (Required): A filter which allows you to select the current status of the Benefit. The Contract Managers should keep this up to date as the Benefit progresses to make sure that reports remain accurate. The fields are Not Started, In Progress, Delayed, Completed, Incomplete, Substituted. If you mark a Benefit as Completed, this will trigger an email to Assessors and Suppliers asking them to submit a score. If you mark a Benefit as Delayed, Incomplete or Substituted, you will be asked to type an explanation.

Benefit Status Explanation: A free text field that is shown if you mark a Benefit is Delayed, Incomplete or Substituted. If you are substituting a Benefit, you could create the new Benefit first, and then type its Reference Number when filling out the Benefit Status Explanation for the old Benefit.

NB - Shared Benefits all have a unique four character Reference Number automatically associated with them. This helps you to differentiate between Shared Benefits with the same Outcome in the same Contract.

Creating Specific Benefits

Click on Create, then on Benefit, then on Create Specific Benefit.

You can fill out the following fields:

Contract Title (Required): The Title of the Contract which the Benefit is to be associated with. It is also possible to type the Contract Reference Number in here.

Outcome (Required): The title or purpose of the Benefit.

Benefit Description: A more detailed description of what is expected and how it is to be delivered.

Benefit Category (Required): A filter which you can define. Some organisations refer to this as a "theme".

Benefit Model: A filter which allows you to specify the model you are using for this Benefit. The fields are Evaluated, Mandatory, None and Voluntary.

Benefit Location: A filter which you can define.

Number of Points: The number of points you want to associate with the Benefit.

Benefit Value: The monetary value you want to associate with the Benefit.

Quantity (Required): The number of Outcomes to be delivered.

Assessors: The people in your organisation who you want to assess Benefits, by submitting evidence and scores by the appropriate dates. Most customers prefer the people who are responsible for the day to day delivery of the contract to fulfil this role. Their job title might be "Project Manager" or something similar.

Supplier: The organisation you want to associate with a Benefit as a Supplier. Typically these are organisations who are responsible for delivering the Contract that the Benefit is associated with, and ensuring the success of the Benefit itself. They will be required to submit evidence by the appropriate dates, and will be able to download the details of the Benefit. They will also be able to submit scores. Supplier admins can assign their own employees to individual benefits, so that the most appropriate people get the email alerts and are able to submit evidence and scores.

Delivery Partners: The organisation you want to associate with this Benefit as a Delivery Partner. Typically these are third sector organisations or community / parish councils - organisations with a stake in ensuring the Benefit is a success. They will be required to submit evidence by the appropriate dates, and will be able to download the details of the Benefit. They will not be able to submit scores. Delivery Partner admins can assign their own employees to individual benefits, so that the most appropriate people get the email alerts and are able to submit evidence.

Start Date: The date that the Benefit is due to start.

Interim Delivery Date(s): Any interim delivery dates that are required to ensure the quantity and quality of the Outcomes being delivered. Typically these are for Benefits being delivered over a longer period, e.g. a year or more.

Final Delivery Date: The date by which the Benefit is due to be delivered.

Benefit Status (Required): A filter which allows you to select the current status of the Benefit. The Contract Managers should keep this up to date as the Benefit progresses to make sure that reports remain accurate. The fields are Not Started, In Progress, Delayed, Completed, Incomplete, Substituted. If you mark a Benefit as Completed, this will trigger an email to Assessors and Suppliers asking them to submit a score. If you mark a Benefit as Delayed, Incomplete or Substituted, you will be asked to type an explanation.

Benefit Status Explanation: A free text field that is shown if you mark a Benefit is Delayed, Incomplete or Substituted. If you are substituting a Benefit, you could create the new Benefit first, and then type its Reference Number when filling out the Benefit Status Explanation for the old Benefit.

NB - Specific Benefits all have a unique four character Reference Number automatically associated with them.

Editing Benefits

Click on Edit, then on Contracts, then on the Contract you want, then on Benefits, then on the Benefit you want.

All of the fields are the same as those outlined above, but Shared Benefits will prevent you from editing the Outcome, Description, and Benefit Category fields. You will, however, be able to click on the "Change Shared Benefit" button, to select a different Shared Benefit parent if you want to swap one benefit for another without keeping a record of the change by using the "Substituted" Benefit Status as outlined above.