How to create and edit Contracts

Last updated by Tom Inglis on January 04, 2022 10:24

You can create your Contracts at any stage, whether they are in development, pre-tender or awarded. Contracts are the structure that Benefits are associated with.

Creating Contracts

Click on Create, then on Contract.

You can fill out the following fields:

Contract Title (Required): The title or purpose of the Contract.

Contract Reference Number (Required): A unique alpha-numeric reference number to help you find the Contract.

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

Contract Type: A filter which allows you to specify the type of Contract. The fields are Goods, Works and Services.

Contract Category: A filter which you can define.

Portfolio: A nested filter which you can define. It allows you to represent the structure your organisation uses to organise its contracts in relation to one another.

Department: A filter which you can define. Some customers use this for their own internal departments or service areas, others also include their "ALEOs".

Contract Location: A filter which you can define. We suggest you use the first part of the post codes in your area.

Budget Source: A filter which allows you to select the type of funding used to pay for the Contract. The fields are Capital, Grant, Revenue and Other.

Route to Market: A filter which allows you to select the route to market used when defining the Contract. The fields are: Framework - Direct Award, Framework - Mini Competition, Framework - Other, Quotation - Low Value, Sole Supplier Negotiation, Tendered - Regulated Value, Tendered - High Value

Framework Contract: A filter which allows you to relate the current contract to another contract that has already been created. This is typically used when you have a Framework Contract and Sub Contracts or Call Offs that sit underneath it.

Contract Value: The total monetary value associated with the Contract.

Contract Priorities: A filter which you can define. You can use them to record values like the number of "SMEs", "Living Wage Accredited" or "Fair Trade Accredited" suppliers assigned to your Contracts. More than one of these can be applied to each Contract, and each of them can also have a quantity.

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

End Date: The date that the Contract is due to end.

Contract Managers: The people in your organisation who you want to manage individual contracts and their benefits, including being responsible for approving and rejecting the Evidence and Scores submitted by the Project Managers, Suppliers and Delivery Partners. Most customers prefer the people who have overall strategic responsibility for the contract to fulfil this role. Their job title might be "Contract Manager", "Service Area Manager", "Strategic Lead", "Locality Team Manager" or something similar.

Suppliers: The organisations you want to associate with this Contract as Suppliers. This is just for information.

Contract Status (Required): A filter which allows you to select the current status of the Contract. The Contract Managers should keep this up to date as the Contract progresses to make sure that reports remain accurate. The fields are In Development, Tendered, Abandoned, Awarded, On Hold, In Progress, Completed and Incomplete.

Published (Required): A flag which determines who can see the Contracts and its Benefits. If you select Unpublished, it will remain private to Admins and Contract Managers. If you select Published, Project Managers, Suppliers and Delivery Partners will be able to see the Contract and the Benefits they are associated with. They will also receive an email encouraging them to check the evidence they need to submit.

Editing Contracts

Click on Edit, then on My Contracts or All Contracts, then on the Contract you want to edit.

All of the fields are the same as those outlined above.