Embedding custom contract documents within contract manager with the use of custom fields
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This document discusses embedding custom contract documents within a contract management software system using custom fields. It provides an overview of the contract forms included in the software, the benefits of incorporating full contract documents, the types of information typically included in subcontracts, and how to set up the custom fields and documents to automatically generate contract documents from the system. Key steps include using the software's report writer to create documents, developing the custom fields, and then using PDF software to merge the documents and fields to create finalized contracts for execution.
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Embedding custom contract documents within contract manager with the use of custom fields
- 1. Embedding Custom Contract Documents within Contract Manager with the use of Custom Fields Peter VanSickler, PMP Alutiiq, LLC (ANC) Construction Division
- 2. Agenda • Contract forms provided within Contract Management (CM) • Why Incorporate Contract Documents in CM? • Types of subcontracts? • What’s required in a Subcontract? • How to set-up Subcontract Documents to incorporate into CM • Wrap-up and Questions
- 3. Contract Forms provided • Contracts: • Prime Contract • Purchase Orders • Subcontracts • Basic in Nature • Generic Format • Documents & Provides Information • Not user friendly for contracts • Non-Legal/Binding
- 5. Why incorporate contracts? • Data entered would automatically populate a contract document • Implement enterprise changes as needed • Streamline workflow process • Use of CM approval process • Pull data from other modules • Project Information from Project Settings • Company information from Companies module • Drawing List from Drawings module • Submittal List from Submittal Modules
- 6. Types of Subcontracts? Master Subcontracts General Subcontracts Task Order Subcontracts Associated with Master Subcontract General Subcontracts Design Subcontracts Consulting Subcontracts General Services Subcontracts Subcontracts with Design-Build ???
- 7. What is required in a Subcontract? Basic Information To Company From Company Contract Amount Terms and Conditions/General Conditions List of Exhibits
- 8. Contract Exhibits Application for Payment Plans and Specifications Project Schedule Scope of Work Change Order Schedule of Third Party Subcontractor Warranty Insurance Requirements Joint Check Requirements Subcontractor Daily Report Subcontractor Hourly Rates Field Work Authorization (FWA) 24 Hr Written Notice of Backcharge (WNB) Subcontractor Partial Release and Lien Waiver
- 9. Contract Exhibits Cont. Subcontractor Final Release and Lien Waiver Personal Guaranty Letter of Credit Subcontractor Design-Build Services Subcontractor Performance / Labor and Material Payment Bonds Consent of Surety to Subcontractor Change Orders Consent of Surety to Reduction In or Partial Release of Retainage Consent of Surety to Final Payment ???
- 10. How to set-up for incorporation • Use of Sybase Infomaker Report Writer • Creates forms and reports for CM • Provided with CM • Use of Custom Fields • Develop Contract Document • Use of Portable Document Format (PDF) software • Software Programs • Merge pdf files • Final formatting of page numbers
- 11. Sybase Infomaker • Embedding sub reports • Layering of embedded reports • Use of formatting features • Visual Option • Strike through Option • Custom fields to toggle sub reports
- 12. Contract Management • Allows custom fields within the software • Use of custom fields: • provide needed additional information • populate /toggle different information
- 13. Types of Custom Fields in CM • Character • Currency • Date • Description • Quantity • Upper Case • True/False • Fields with Dictionaries
- 14. PDF Software • Available Software: • Adobe Acrobat • Nuance PDF Converter • None provided with CM • Use to merge files • Numbering of pages within final document
- 15. Development of Documents • Have samples of contracts • Be flexible with formatting • Start with provided forms in CM • Create each document to work with custom fields and toggling. • Then layer documents with visual option for final single file with multiple contracts.
- 16. Creation of Contracts from CM • Data is entered in CM • Subcontract is created by CM • PDF software will merge external documents not created within CM, as required • Scope of Work • Schedule • Additional Exhibits • PDF software formats document numbering • Finished Subcontract for execution.
- 18. Wrap-Up • Contract forms provided within Contract Management • Why Incorporate Contract Documents in Contract Management • General Subcontracts Needs • How to set-up Subcontract Documents to incorporate into Contract Management • Questions?
- 19. Thank You Peter VanSickler, PMP Project Systems Manager Alutiiq, LLC [email protected] Check-Out: Primavera SIG Leadership Meeting on ???