PIMS User Guides

Managing the Contracts Register

To manage your contracts, navigate to Contract Management -> Contracts. In the “Contracts” form all the contracts for your active project will be listed. To add a new contract, use the Add Record button in the navigation bar at the bottom of the form.

Pims supports sharing the same contract between multiple projects. If the contract already exists, but is not available in your active project, click on the “Add Existing Contract” button in the toolbar.

Key information to be registered includes:

Field Name Description
Contract No The unique number identifying the Contract
Description Title and short description of the Contract
Supplier ID An ID of the Individual, Company or other organization providing goods or services
Contract Type Type of the Contract (e.g. Contract, Purchase Order, Frame Agreement)
Status Status of the Contract(e.g. Awarded, To Be Awarded)
Awarded Date when the Contract was awarded
Closed Date when the Contract was closed
Scope of Work Extended description of the Contract scope can be entered

Figure 2: Contracts Input Form

Responsibilities

Responsibilities for a contract may be distinguished between different people and different roles.

Figure 3: Responsibilities Tab

Responsibilities columns to be filled:

Cost Breakdown

Contract cost is broken down into Contracts Elements, e.g. original contract, variation order, and variation order request (also commonly referred to as change orders and change order requests).

Figure 4: Cost Breakdown Tab

Key information for contract element includes:

Column Description
Element No Unique Number of the Contract Element
Status Status of the Contract Element. Example: Original Contract, Variation Order. The status field will be used to determine if the cost is considered Committed or not.
Title Title of the Contract Element
VO No Variation Order Number, selected from the list of available Variation Orders
Commitment Dates
Actual The system will require you to input the commitment date, if the cost element is categorized as a commitment.
VOR Info
VOR No Variation Order Request Number
Date Date of the Variation Order Request issued
Additional Info
Change No If the contract element is related to a cost change in Project Baseline, the change number should be registered here. Read more about Cost Change Management in the Project Baseline user guide.
Comments Additional comments
DVONo Disputed Variation Number
Est Date The date when the estimation of the cost was performed
Est No Reference to a Estimate Number (e.g. this can be a ID used by another Estimating software)
Rev Date Revision Date
Rev No Revision number
CEID Identification number for the contract element. Generated by the system.

Each Contract Element can contain several Cost Items. To view or input Cost Items, first select the contract element. The related Cost Items will then appear in the Cost Items tab page.

Key information for Cost Items includes:

Column Description
Item
Item No Identification number for the cost item. Generated by the system.
Work Pack ID The lowest level in the WBS structure. Each cost item must be coded against a Work Pack.
Description The description of the Cost Item
Payment Method Payment method of the Cost Item (Provisional Sum, Lump Sum, Target Lump Sum)
Cost
Currency The currency of the Cost Item
Exch. Rate The exchange rate will default to the exchange rate defined in the setup of the Project Baseline module (which is fixed throughout the project). An exchange rate can be modified to match the exchange rate used for the contract.
Mhrs Man-hours
Qty Quantity of Units (see next)
Unit Units – could be Man-hours, meters, tons, etc. If the units relate to a number of items being purchased, the Unit can be set to ‘ea’, which stands for ‘Each item cost’.
Norm Optionally a “Norm” figure can be entered.
Norm Unit The unit for the Norm.
Rate Cost per Unit
Cost Curr. Cost in the specified currency
Cost The cost is specified using Quantity, Unit, Norm and Rate.
VOR Values – These fields are used when a cost element is changed from a VOR to a VO.
Cost Cost per Unit
Mhrs Man-hours

Cost Summary By Currency

This tab provides the summarized cost information for each currency used in Cost Breakdown.

Figure 5: Cost Summary By Currency Tab

Key information for Cost Summary By Currency includes:

Column Description
Commitments
Currency Currency ID
Original Contract Cost summary of all Original Cost Items for current currency
Other Commitments Cost summary of all Cost Items of other commitments for current currency
Approved VOs Cost summary of all Cost Items of Approved Variation Orders for current currency
Executed Options Cost summary of all Cost Items of Executed Options for current currency
Adjustments Cost summary of all Cost Items of Adjustments for current currency
Total Committed Cost summary of all Committed Cost Items for current currency
Forecast
Pending VORs Cost summary of all Cost Items of Pending Variation Order Requests for current currency
Expected Growth Cost summary of all Cost Items of Expected growth for current currency
Options Cost summary of all Cost Items of not yet executed Options for current currency
Total Forecast Cost summary of all Forecast Cost Items for current currency. The total forecast is defined as the sum of all above columns.

Attachments

Every contract might have some additional files needed to be attached. In the Attachments tab you are able to attach the files to every separate Contract Element.

Figure 6: Attachments Tab

Key information for Attachments tab includes:

Column Description
CEID Identification number of the Contract Element
File Name The name of the file attached
File Size The size of the file attached
Notes Additional comments can be set for every file

Milestones

Every contract might have milestones – zero duration activities or events which are used to denote particular points in time for reference or measurements.

The definition of forecast can be differently configured. Contact the Pims Administrator regarding any modifications to the definition.

Figure 7: Milestones Tab

Key information for Milestones tab includes:

Column Description
Milestone Milestone ID
Description Short description of the Milestone
Type The type of the Milestone used
Work Pack ID Work Pack ID a Milestone is defined for
VO Variation Order a Milestone is defined for
Penalty Description of what penalty awaits if the Milestone is not achieved
Original Original Milestone date
Forecast Forecasted Milestone date
Actual Actual Milestone date

In the lower part of the Milestones tab there is a Milestones Chart showing all the milestones defined for the current Contract.

Contractors Baseline

The contractor’s baseline can be tracked and maintained for each Work Pack in the contract. The contractor’s reported progress and actual cost can be used as information when the monthly cost status reporting is done.

It is also possible to use the contractor’s baseline section for doing cash forecasting. The cash forecast is by default manually maintained, but it is possible to setup automatic or partly automatic calculation of cash forecast.

The booked cost will normally be retrieved from the accounting system used by the client (e.g. SAP), as long as it is coded against contract number and work package.

Figure 8: Contractors Baseline Tab

Key information for Contractors Baseline tab includes:

Column Description
Work Pack ID Work Pack ID defined for any Contract Element of the current Contract
Title Title of the Work Pack
Committed Committed cost of current Work Pack
Forecast Forecasted amount for current Work Pack

For each Work Pack there is spread information:

Column Description
Period Cut Off date
Cumulative Cost
Planned Cumulative planned cost
Actual Cumulative actual cost
Earned Cumulative earned Value
Booked Cumulative booked cost. Typically retrieved from the accounting system.
Cash Forecast The total forecasted amount
Progress
Planned The total planned cost
Actual The total actual cost