Which Contract Management Fields are Important to Me

12 minutes

12 months ago

Which Contract Management Fields are Important to Me?

This topic contains guidelines on which contract management tasks to use based on your role in the project workflow. Click the following links to go to the type of contract managementRFIs; submittals; contracts; change orders; change order proposals; addendums; supplemental instructions; bulletins; construction change directives; proposal requests; sketches and supplemental drawings. item you are using.

Addendums

Bulletins

Change Orders

Change Order Proposals

Construction Change Directives

Proposal Requests

RFIs

Submittals

Supplemental Instructions

Addendums

Use the following table to understand which fields you should complete when entering an addendum. See the Create Addendum dialog box and Log a Received Addendum dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the addendum	Yes
Initiated By	Select the contact who requested or authorized the document change.	No
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the addendum.
Reasons	Identify the cause of the document change.	No
Discipline	The discipline that the addendum relates to.	No
Contract	The contract that the addendum is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.

Bulletins

Use the following table to understand which fields you should complete when entering a bulletin. See the Create a Bulletin dialog box and Log a Received Bulletin dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the bulletin.	Yes
Type	Select if the bulletin is a supplemental instruction, proposal request, or construction change directive (default values).	Yes
Initiated By	Select the contact who requested or authorized the document change.	No
Responsible	Identify the company/team member that is responsible for the change.	No
Reasons	Identify the cause of the document or contract change.	No
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the bulletin.
COP Status	Track the status of the change order proposal.	Yes	Provides the ability to track the status of change order proposals for proposal request bulletins.
Discipline	The discipline that the bulletin relates to.	No
Contract	The contract that the bulletin is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.
Contract Sum	Select the type of contract value change.	Yes (for CCD)
Sum Description	Enter the contract value change; for example, a dollar amount for the lump sum changes contract sum.	No
Contract Time	The change in contract in days. Enter a “-“ for changes that reduce the number of days for the contract.	No

Change Orders

Use the following table to understand which fields you should complete when entering a change order. See the Create a Change Order dialog box and Log a Received Change Order dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the change order.	Yes
Date Executed	Date the change order goes into effect.	No
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the change order.
Estimated Amount	Enter the estimated amount for the change order (enter “-“ before the number for credits to the contract amount).	No	Enter the estimated amount for an expected change order.
Estimated Days	Enter the estimated number of days for the change order (enter “-“ before the number for changes that reduce the number of days of the contract).	No	Enter the estimated days for an expected change order.
Actual Amount	Enter the actual amount for the change order (enter “-“ before the number for credits to the contract amount).	No
Actual Days	Enter the actual number of days for the change order (enter “-“ before the number for changes that reduce the number of days of the contract).	No
Initiated By	Select the contact who requested or authorized the document change.	No
Reasons	Identify the cause of the contract change.	No
Discipline	The discipline that the change order relates to.	No
Contract	The contract that the change order is associated with.	Yes	A contract summary report can be generated to show all items related to a contract for a project.

Change Order Proposals

Use the following table to understand which fields you should complete when entering a change order proposal. See the Create a Change Order Proposal dialog box and Log a Received Change Order Proposal dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the change order proposal.	Yes
Due Date	Date the change order proposal needs to be completed by.	No	If you are reviewing the change order proposal, this is the date it is due back. If you are initiating the change order proposal, this is the date it needs to be completed by.
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the change order proposal.
Proposed Total Amount	Enter the amount for the proposed contract change (enter “-“ before the number for credits to the contract amount).	No
Proposed Total Days	Enter the number of days for the proposed contract change (enter “-“ before the number for changes that reduce the number of days of the contract).	No
Reasons	Identify the cause of the contract change.	No
Discipline	The discipline that the change order proposal relates to.	No
Contract	The contract that the change order proposal is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.

Construction Change Directives

Use the following table to understand which fields you should complete when entering a construction change directive. See the Create a Construction Change Directive dialog box and Log a Received Construction Change Directive dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the construction change directive.	Yes
Initiated By	Select the contact who requested or authorized the document change.	No
Responsible	Identify the company/team member that is responsible for the change.	No
Reasons	Identify the cause of the contract change.	No
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the construction change directive.
COP Status	Track the status of the change order proposal.	Yes	Provides the ability to track the status of change order proposals for the construction change directive.
Discipline	The discipline that the construction change directive relates to.	No
Contract	The contract that the construction change directive is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.
Contract Sum	Select the type of contract value change.	Yes (for CCD)
Sum Description	Enter the contract value change; for example, a dollar amount for the lump sum changes contract sum.	No
Contract Time	The change in contract in days. Enter a “-“ for changes that reduce the number of days for the contract.	No

Proposal Requests

Use the following table to understand which fields you should complete when entering a proposal request. See the Create a Proposal Request dialog box and Log a Received Proposal Request dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the proposal request.	Yes
Initiated By	Select the contact who requested or authorized the document change.	No
COP Status	Track the status of the change order proposal.	Yes	Provides the ability to track the status of change order proposals for proposal requests.
Reasons	Identify the cause of the contract change.	No
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the proposal request.
Discipline	The discipline that the proposal request relates to.	No
Contract	The contract that the proposal request is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.

RFIs

Use the following table to understand which fields you should complete when entering an RFI. See the Create RFI dialog box and Log a Received RFI dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the RFI.	Yes
Due Date	Date RFI needs to be completed by.	No	If you are responsible for answering the RFI, this is the date it is due back. If you are initiating the RFI, this is the date you need the answer back.
Type	Defines the type of RFI; default options are Construction or Bid.	Yes
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the RFI.
Originated By	The company/person that initiated the question.	No	Track who initiated the RFI; may be different than the person or company that you receive the RFI from.
Discipline	The discipline that the RFI relates to.	No
Contract	The contract that the RFI is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.

Submittals

Use the following table to understand which fields you should complete when entering a submittal. See the Create Submittal dialog box and Log a Submittal dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the submittal.	Yes
Due Date	Date the submittal needs to be completed by.	No	If you are reviewing the submittal, this is the date it is due back. If you are initiating the submittal, this is the date it needs to be completed by.
Spec Section	The spec section for the submittal.	No	Can be used to auto-generate IDs.
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the submittal.
Package ID	If the submittal is related to other submittals and tracked in a package, enter the identifier for the package.	No
Need Onsite By	Date that the submittal is required at the site.	No	Typically used by contractors.
Lead Time	The amount of time that the submittal will require for delivery.	No	Typically used by contractors.
Originated By	The company/team member responsible for the submittal.	No	Track who is responsible for the submittal; may be different than the person or company that you receive the submittal from.
Discipline	The discipline that the submittal relates to.	No
Contract	The contract that the submittal is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.

Supplemental Instructions

Use the following table to understand which fields you should complete when entering a supplemental instruction. See the Create Supplemental Instruction dialog box and Log a Supplemental Instruction dialog box topics for additional information on the remaining fields in the dialog boxes.

Field	Description	Required	Use
Subject	High level description of the supplemental instruction.	Yes
Initiated By	Select the contact who requested or authorized the document change.	No
Reasons	Identify the cause of the document change.	No
ID	The ID used by your company to identify the item.	Yes (if not set up for auto-numbering)
Sender ID	If you received the item from another company, enter their number for tracking. Important if the sender’s numbering system is different than yours.	No	Leave blank if you are originating the supplemental instruction.
Discipline	The discipline that the supplemental instruction relates to.	No
Contract	The contract that the supplemental instruction is associated with.	No	A contract summary report can be generated to show all items related to a contract for a project.