Managing Contracts

25 min

Contract Management is used to manage the contracts already registered in the system. This process allows verifying, adding, and deleting services, as well as having links to the creation of WO, invoice, and notification.

Before getting started

It is necessary:

To register previously the group, contracts, services, e-mail template;

It is also essential to register the service level agreement (general);

In order to create a work order, it is necessary for the user to be allowed to open the WO and register the "Work Order" service, to link the service to the contract, link the "WO - Expected Results" to the service;

Likewise, it is imperative to register the activities, with their respective values, being a total or calculated cost per formula, of the contract service;

All these actions will be explained throughout this article.

Procedure to link a service to contract

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab and then on "Add Service to the Contract";
Complete the field necessary. To link a service flow, click on the “+” icon of the flow and select the flow you want, then click on "Save".
After completing the fields, click on "Save".

Procedure to link several services to the contract

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab and then on "Add several services to the contract";
Complete the fields necessary. To link a service flow, click on the "+" icon of the flow and select the flow you want, then click on "Save".
After completing the fields, click on "Save".

Procedure to verify the contract services

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
It will be presented the services that are linked to the contract. If you want to search for a specific service, enter the name on the Search Contract Services and click on "Search".

Procedure to edit the information about the link between service and contract

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab, search for the service you want, and then on the "Edit Service" icon of the service you want to edit;
Change the data as needed and click on "Save".

Procedure to link specific SLA to the contract service

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab and then on the "Service Level Agreements" icon of the service you want. Click on "Create specific agreement" so this service can be presented;
Click on "Save".

Procedure to link Global SLA to the contract service

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
There are two ways of linking the global SLA to the Contract Service:

First way:

Click on the "Contract Services" tab and then on "Manage Global SLA";
Select the service level agreement that you want to link to the Contract Services. When you select this agreement, you will see a list of Contract Services;
Select the services you want and click on "Save" to link the SLA with services.

Second Way:

Click on the "Contract Services" tab and then on the "Service Level Agreements" icon of the service you want. Click on "Link Agreement" and complete the field necessary;
Click on "Save";
After linking the service level agreement to the service, click on "Enable" so the SLA is enabled.

Procedure to register contract service activities

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab and then on the "Services Activities" icon of the service you want;
Click on "Add a New Activity";
Click on "Save".

Procedure to verify contract performance

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab and then on "Contract Performance";

Procedure to delete the link of services to the contract

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Contract Services" tab and select the service to be deleted. Then, click on "Remove Contract Service";
Click on "OK";

Procedure to create work orders

Work Order is a document that will provide the execution permission for some service.

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Work Order" tab and then on "Create work order";
Complete the fields necessary.
Click on "Save Data".

Procedure to verify the information of work order

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Work Order" tab and use the buttons on the bar (all created, requested, authorized, approved, running, executed, and canceled) to check the work orders by status. You can also retrieve work orders by period;
Next to each Work Order record, icons will be displayed that will allow WO editing, WO and AR printing (activity report), AR generation, and WO execution.

Procedure to edit work order

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Work Order" tab and search for the work order you want;
Click on the "Edit S.O" icon of the WO you want to edit;
After changing the data, click on "Save".

Procedure to print the work order

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Work Order" tab and search the service work order you want;
Click on the "Print W.O" icon to generate WO reports in PDF to be printed;
Click on the "Print W.O" icon to generate WO reports in Excel to be printed.

Procedure to generate activity report (AR)

The AR (Activity Report) serves to prove that the service was delivered.

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Work Orders" tab and then on Approved;
Click on the "Create R.A" icon of the approved WO and complete the fields necessary;
Click on "Save".

Procedure to execute the work order

Only Work Orders that have been generated AR (Activity Report) can be executed.

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Work Order" tab. After generating the AR of the WO, click on the "In progress" tab;
Click on the "Expand W.O" icon of the WO to expand the area to present the activity report of the WO.
Click on the "Run W.O" icon of the WO you want and change its status to Executed and click on "Save data".
After executing the WO, it will be possible to generate an invoice for it.

Procedure to create invoice

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Invoice" tab and then on "Create Invoice";
Complete the field necessary. It is possible to link WO to the invoice by clicking on "Add WO", selecting the WO already executed, and then, clicking on "Associate" to add it;
Click on "Save".

Procedure to verify invoices

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Invoices" tab and use the buttons in the bar (all, en creation, requested, authorized, waiting for approval, and approved) to verify the invoice by status. It can also search the invoice by period;
Next to each Work Order registry, icons will be displayed that will allow the invoice to be edited (created), invoice printing in both PDF and Excel format, and invoice status indication;

Procedure to edit invoices

Only invoices that are "In creation" can be edited.

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Invoices" tab and then on the "Edit invoices" icon of the invoice you want to edit. Change the data as necessary and click on "Save".

Procedure to print invoice

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Invoice" tab and search for the invoice you want;
Click on the "Print Invoice" icon to generate the invoice report in PDF to be printed;
Click on the "Print Invoice" icon to generate the invoice report in Excel to be printed.

Procedure to point invoice status

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the "Invoice" tab and search for the invoice you want;
Click on the "Point out situation to Invoice" icon of the invoice you want to point the status.
Change the status and click on "Update invoice status".

Procedure to add notification

Access the functionality through the main menu Integrated Management > Contract Management > Contract Administration;
Click on the field contract and select the one you want. Then, click on "Search";
Click on the"Notifications" tab and then on "Add notification";
Complete the field necessary. Remember that it is possible to add a user to the group by clicking on the icon available, search and link the item you want;
Click on "Save".