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:
|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 for a contract may be distinguished between different people and different roles.
Figure 3: Responsibilities Tab
Responsibilities columns to be filled:
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:
|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|
|Actual||The system will require you to input the commitment date, if the cost element is categorized as a commitment.|
|VOR No||Variation Order Request Number|
|Date||Date of the Variation Order Request issued|
|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.|
|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:
|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)|
|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.|
|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|
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:
|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|
|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.|
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:
|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|
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:
|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.
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:
|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:
|Period||Cut Off date|
|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|
|Planned||The total planned cost|
|Actual||The total actual cost|