CONTTRACT

MANAGEMENT
BASIC DESIGN FLOW
 The processes involved in
between issuance of Work
order/Purchase order and
Completion of
Work/deliverable are
handled electronically in
contract management
ACTOR
SUMMARY
module. User would able to
maintain an overview of the
works/ goods delivery in
progress. When Contract
Management is in place for
a period of time, the system
collects a repository of
knowledge that can be
used to measure the
performance of a
contractor.
User Role definition will be • Technical and other
deciding factor. Roles will Sanctions received
be as follows: • PO Issued to the selected
A. Contract Creator - The supplier and accepted.
department officer who will
During First Phase of
prepare the Contract development we shall not
Document. In case of any link 'ISSUED & ACCEPTED'
PRE CONDITION
modification required in the
PO by Supplier with
Contract Document, Contract Creation.
'Contract Creator' will do
the needful and will send it
for Approval.
B. Contract Approver - The
CONTRACTEE, who is one
of the party in the Contract.
C. Contractor - The person
executes the task/work.
D. Finance Department
User (OPTIONAL)
E. Legal Department User
(OPTIONAL)
 • Need to create template Once Contract document is A CONTARCT can be in
for Contract Management created by 'CONTRACT three different state:
as per requirement by CREATOR' it will be sent for 1. ACTIVE - Contact
Department Admin FINAL APPROVAL to the currently in progress
• Select the PO for Contract CONTRACTEE.
2. CLOSED - All the
generation OPTIONAL: activities of the Contract
• Create the Contract Before sending it for FINAL has been completed.

APPROVAL

CONTRACT STATE
TRIGGER

Document and get APPROVAL, 'CONTRACT 3. TERMINATED - Contract

Approval CREATOR' may send the has been foreclosed due to
• Get acceptance of CONTRACT document in certain reason.
Contract Document by editable format for
Supplier VETTING to FINANCE &
LEGAL department users.
• Monitor Contract progress
If the 'CONTRACT
• Reschedule Milestone as CREATOR' initiates
per requirement. 'VETTING' process,
Contract document should
be first vetted by the
respective users before
forwarding the same for
FINAL APPROVAL.
 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

GENERAL

CONTRACT NUMBER Alpha-numeric / User Input LOI / PO NUMBER For phase I, user input. Other wise drop down list box of 'Approved and Accepted PO'

WORK DESCRIPTION SYSTEM TENDER NUMBER For phase I, user input. Other wise wil be auto populated based on PO number

Text area
TECHNICAL SANCTION NO. Alpha-numeric / User Input

ADNIM SANCTION NO. Alpha-numeric / User Input BUDGET SANCTION NO. Alpha-numeric / User Input

ESTIMATED VALUE OF For phase I, user input. Other wise wil be auto populated based on PO number
AWARDED VALUE OF For phase I, user input. Other wise wil be auto populated based on PO number
CONTRACT CONTRACT

CONTRACT START DATE Date Calender CONTRACT END DATE Date Calender

CONTRACT TYPE List Box, Type: Service / Supply / Works

Repeat for every TAB, but Last

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

CONTRACTEE

CONTRACTEE NAME List box, pre-populated with USER ROLE as 'CONTRACT APPROVER' DESIGNATION Will be populated from User Profile

ADDRESS Alpha-numeric / User Input EMAIL ID Will be populated from User Profile

PHONE NUMBER Will be populated from User Profile MOBILE NUMBER Will be populated from User Profile

DIVISION List Box, Populated from Division Master SECTION List Box, Populated from Section Master, dependent on 'DIVISION'

OFFICE List Box, Populated from Office Master, dependent on 'SECTION'

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

CONTRACTOR

CONTRACTEE NAME List box, pre-populated with USER ROLE as 'SUPPLIER' DESIGNATION Will be populated from User Profile

ADDRESS Alpha-numeric / User Input EMAIL ID Will be populated from User Profile

PHONE NUMBER Will be populated from User Profile MOBILE NUMBER Will be populated from User Profile

BANK NAME BANK ACCOUNT NUMBER

CONTACT PERSON Alpha-numeric / User Input CONTACT PERSON DESIGNATION Alpha-numeric / User Input

CONTACT PERSON MOBILE NO. NUMERIC, 10 digit validation check

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

SITE DETAILS

SITE NAME Alpha-numeric / User Input ADDRESS Alpha-numeric / User Input

TEXT 1 (Rupam / Jay) Alpha-numeric / User Input TEXT 2 (Rupam / Jay) Alpha-numeric / User Input

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

WORK MILESTONE
In Phase I, User will ADD rows to insert WORK details. During Phase II, Work Details will be populated from LOI/PO

Measurement ADD
Id. Title Quantity Unit Planned Start Date Plan completion date
Indicator
DELETE
Percntage / Absolute
1Description dd-mmm-yy dd-mmm-yy
Value

2Description
**
**
**
N Description

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

PAYMENT MILESTONE
User will ADD rows to insert PAYMENT details.

Sr No. Label Description ADD

1User Defined label
DELETE
2User Defined label
**
**
**
N User Defined label

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

SECURITY DEPOSIT
User will ADD rows to insert Security Deposit details.

ADD
Id. Title Instrument Type Instrument Number Bank & Branch Name Instrument Start Date Instrument Expiery Date

1Security Deposit DD/BG/FDR dd-mmm-yy dd-mmm-yy DELETE

2Performance Bank Guarantee

**
**
**
N Description

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

SPECIAL CLAUSE
User will ADD rows to insert SPECIAL CLAUSE details.

Sr No. Label Description ADD

1User Defined label
DELETE
2User Defined label
**
**
**
N User Defined label

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

PENALTY CLAUSE
User will ADD rows to insert PENALTY CLAUSE details.

Sr No. Label Description ADD

1User Defined label
DELETE
2User Defined label
**
**
**
N User Defined label

PENALTY HISTORY
SAVE SAVE & NEXT
 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

PROGRESS REPORT
User will ADD rows against each WORK ID to insert PROGRESS REPORT details.

Id. Title Quantity Unit Measurement Indicator Planned Start Date Plan completion date Status

WIP/Completed/Term
+ 1Description Percntage / Absolute Value dd-mmm-yy dd-mmm-yy
inated

SR. No. YEAR MONTH Completed Qty Unit Percntage / Absolute Value Actual Completion Date Report Date ADD

1.1 2016January DELETE

1.2 2016February
1.3 2016March

2Description
**
**
**
N Description

SAVE SAVE & NEXT

 Contract Document ('STATE') Note: State - Draft/Pending for Approval/Active/Terminated, data to be inserted in all TABS before sending for
Approval
Progress Penalty
Work Payment Security Special Penalty Report (Tab will Report (Tab
General Contractee Contractor Site Details
Milestone Milestone Deposits Clause Clause be activated after
Contract gets
will be activated
after Contract gets
Approval Approval

CHANGE WORK MILESTONE

In Phase I, User will ADD rows to insert WORK details. During Phase II, Work Details will be populated from LOI/PO

MARK Id. Title Quantity Unit Measurement Indicator Planned Start Date Planned completion date

Percntage / Absolute
1Description dd-mmm-yy dd-mmm-yy
Value
Re-scheduled Planned Start Re-scheduled Planned ADD
Details and Period of Hinderance EE's Letter No. & Date Comments of EE
Date Completion Date
DELETE

2Description

Details and Period of Hinderance EE's Letter No. & Date Comments of EE Re-scheduled Approve Date Re-scheduled Date

3**
4**
5**
N Description

SEND FOR APPROVAL SAVE SAVE & NEXT

 RISK MATRIX FOR WORK MILESTONE (Input by Approver)
In Phase I, User will ADD rows to insert WORK details. During Phase II, Work Details will be populated from LOI/PO

Risk (of Non-

Measurement Planed completion
Id. Title Quantity Unit Planned Start Date Impact Definition Occurrence)
Indicator date
Probability

Percentage / Likely
1Description dd-mmm-yy dd-mmm-yy Catastrophic
Absolute Value (60-80%)

Unlikely
2Description Moderate
(20-40%)

**
**
**
N Description

SAVE
CONTRACT STAGE CRITICAL CONTRACTS
 Contract Type WORK PROGRESS
Goods Contract
Service Contract Completed Work Timeline Actual Work Timeline

Works Contract

Contractee Name
Mr. XXXX
Mr. YYYYY
Mr. JDKJDK

Contract Number
Contract 1
Contract 2

Contract 3
Contract 4
Conttract 5 Contract No Vendor Name Status Date Contract Value Completed Pending WIP
Contract 6
Contract 7
Contract 8
Conttract 9