Respond to the Contract Management Item Initiator

4 minutes
6 months ago

Respond to the Contract Management Item Initiator

When tracking contract management items in Project Center, you can send a response to the contact who sent the item. Perform the following steps to respond to a contract managementRFIs; submittals; contracts; change orders; change order proposals; addendums; supplemental instructions; bulletins; construction change directives; proposal requests; sketches and supplemental drawings. item initiator. This procedure will use a change order proposal as the example.

To respond to a contract management item initiator

If you are not already there, open the relevant contract management activity center from the Project Home activity center or from the Activities list. (For this example, we will use the Change Order Proposals activity center, so you would click Change Order Proposals).

Select the contract management item you are responding to from the Under Review category.

Click Close > Respond and Close from the Tasks panel to open the item’s Respond to Item and Close dialog box (the change order proposal version is shown here). Project Center automatically fills in the information from the original item.

If the item has files associated with it, the Select Files to Send dialog box will open first. Select the files you want to send with the item’s response.

Click the Action drop-down list and select the decision you made regarding the item.

Click the Send Via drop-down list and select the method in which you are sending this item.

Enter the response in the Response tab.

To include any additional files with the item, add them by clicking the Associated Files tab, then click the  icon. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.

Modify any other information as necessary.

The Save Record Copy in field (in the Associated Files tab) contains a default location in which a record copy of the item will be saved. You can change the location by clicking the icon.

Click Create at the bottom of the dialog box.

If you selected Revise and Resubmit or Rejected from the Action list, the Create an Expected Resubmission dialog box opens, which gives you the option to file a new expected item for the item.

The events that occur depend on how the item (and its transmittal) is being forwarded, as indicated in the Send Via field.

Via Info Exchange or a drag and drop method

Use the Options tab to edit the settings for the file transfer, including who can access it, and reminder and notification settings. The settings are sticky from transfer to transfer.

The Responded and Closed action is added to the item’s Change Log tab.

The file transfer is logged in the All Outgoing log of the Info Exchange activity center.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

 

Via Email

Use the Options tab to select how you want to attach the files.

An email message opens in Microsoft Outlook containing information about the transfer and the files in a .ZIP file. Edit the message, then send it.

The Responded and Closed action is added to the item’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

 

Via hard copy

The Responded and Closed action is added to the item’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

The contacts are sent an email message notifying them of the action.