INPEX CONTRACT MANAGEMENT SYSTEM

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1 INPEX CONTRACT MANAGEMENT SYSTEM Contractors Manual - Contract Management Document No.: PROCON Document no.: PROCON Page 1

2 NOTICE All information contained with this document has been classified by INPEX as Business - Commercial in Confidence and must only be used in accordance with that classification. Any use contrary to this document's classification may expose the recipient and subsequent user(s) to legal action. If you are unsure of restrictions on use imposed by the classification of this document you must refer to the INPEX Sensitive Information Protection Standard or seek clarification from INPEX. Uncontrolled when printed. TABLE OF CONTENTS 1 VIEWING A CONTRACT CONTRACT MANAGEMENT View Contract Details Contract Risk Cover Contract Working Week Contract File Search Contract Team Management Contract Reminders Contract Activity Tasks Contract Activities SUPPORT...23 Document no.: PROCON Page 2

3 1 VIEWING A CONTRACT Contracts will be created by INPEX using the ProCon Contract Management System. ProCon enables collaboration between INPEX and the Contractor to manage contracts. This section will explain how to view a contract within ProCon. 1. Logon to ProCon, select the Contracts tab from the header menu and click the reference number of the contract you wish to view, as illustrated below: 2. Once you have selected the required contract you will be taken to the Contract home page as illustrated below: Note You can make this contract your preferred home page by clicking the "Make my home page" icon. This will mean that each time you logon to ProCon or click the "My Home" link, you will be navigated directly to this contract home page. 3. From this home page, the following areas of the contract are accessible: Contract Summary Contract Summary Available Options Contract details Contract summary details which are displayed on the Contract home page include Title, Reference Number, Original and Planned end dates, Initial and Actual Commitment. View the complete details of this contract. Document no.: PROCON Page 3

4 Contract File Search Activities Contract Team Risk Covers Working Week Contract Reminders Search for, download and view documents associated with contract activities. Create, edit & view activities that have been sent between INPEX and the Contractor for this contract for example Change Order Instructions and Change Order Requests. View and manage the team of users that have access to details of this contract. View risk covers for this contract. View the days of the week that have been registered as working days for this contract. View the Reminders that have been assigned for this contract. Contract Tasks Activity View the activity tasks that have been assigned for this contract. Document no.: PROCON Page 4

5 2 CONTRACT MANAGEMENT This section will explain how to view and manage contract details within ProCon and provide details on each of the key pieces of information which must be managed in order to successfully maintain a contract. 2.1 View Contract Details To view the details of the contract, from the contract home page select the Contract Details link as illustrated below:- The contract details will be displayed as illustrated below:- 2.2 Contract Risk Cover In order to view the risk cover for the contract, from the contract home page select the Risk Covers link as illustrated below:- The Risk Covers for the contract will be displayed as illustrated below:- Document no.: PROCON Page 5

6 2.3 Contract Working Week The 'Working Week' is used to determine the actual working days of any given contract. The reason for defining the working week is because schedule impacts/values are recorded as working days rather than actual days elapsed. Therefore using the knowledge of what a contract's working week is, ProCon can calculate the 'Planned End Date' when provided with schedule impacts/values that have been sanctioned within the system. 2.4 Contract File Search ProCon provides the ability to search for documents that are associated with contract activities. 1. In order to search for contract activity documents, from the contract home page select the Contract File Search link as illustrated below:- 2. The Contract File Search screen will be displayed as illustrated below. A Link to the Contract Library is available, adjacent to the Search filter. Selecting this link will enable you to add documents to the Contract Library using the 'Add File' link on this page:- Document no.: PROCON Page 6

7 3. The Search filter enables users to search for specific documents by building up search criteria. The search filter options are described in the table below:- Search Filter Date File Added From File added By Search On Criteria Search For Description Allows user to select specific activity types that a Document is associated with (E.g. All Activity Types, Application for Payment, Company Instruction, Change Orders etc ) Specify a date when the file was added. Search on File Reference Number or File Name Specify if the search should Contain, Begin with, or Equal to the value specified in Search For. This is the search string 4. The results of a Contract File Search are displayed in a table and the user can perform different operations as illustrated below:- 5. The areas highlighted in the diagram above are described in the table below:- Search Results Table A B C D The column headers of the table enable the user to order the search results. By clicking on the Reference Number, Name, or Size header will sort the results table accordingly. Clicking on the name link will open the document for previewing. Click the Properties to view the property details of the document. Click the Download link to download the document to save to your local disk. Click the Export Details to view the results in excel format. 2.5 Contract Team Management ProCon provides the ability to view the internal and external teams that have been setup to work on the Contract and also the ability to manage the internal team Document no.: PROCON Page 7

8 details. In order to view the details of the contract team, from the contract home page select the Contract Team link. 2.6 Contract Reminders ProCon provides the ability for INPEX to setup Contract Reminders that the contractor must carry out (for example, Submit weekly progress reports). This section will explain how to view your contract Reminders and update the progress of such Reminders. To view contract Reminders for the contract, from the contract home page select the Contract Reminders link as illustrated below:- The Contract Reminders screen will be displayed as illustrated below:- There are two types of contract Reminder, a One-Off Reminder and a Recurring Reminder Complete a One-Off Contract Reminder To view and then to mark a One-Off Reminder as complete, click on the View link on the Contract Reminders screen as illustrated below: Document no.: PROCON Page 8

9 From the Reminder Series details screen, click on the Close reminder link as illustrated below:- The status of the Contract Reminder will be updated to Complete as illustrated below: Complete a Recurring Contract Reminder To view and then to mark a Recurring Reminder as complete, click on the View link on the Contract Reminders screen as illustrated below:- From the Reminder Series details screen, click on the Close Reminder link for the selected Reminder as illustrated below:- Document no.: PROCON Page 9

10 The status of the Contract Reminder will be updated to Complete as illustrated below:- 2.7 Contract Activity Tasks ProCon provides the ability to setup and manage contract activity tasks. These tasks help to alert users of tasks that need to be carried out in relation to contract activities. In order to view the contract activity tasks, from the contract home page, select the Contract Activity Tasks link as illustrated below:- The Contract Activity Tasks screen will be displayed as illustrated below:- Document no.: PROCON Page 10

11 Filtering can be applied on the list of contract activity tasks by either clicking on the modify filter link or changing the options in the filter dropdown lists as illustrated below:- 2.8 Contract Activities Contracts activities are setup and configured based on the contract administration procedures to manage the different types of activities (i.e. correspondence, communications, and other interactions between the Contractor and INPEX). In order to view the contract activities, from the contract home page select the Activities link as illustrated below:- The Contract Activities screen will be displayed as illustrated below:- Document no.: PROCON Page 11

12 Within the Contract Activities area you have the option to view Activity Register, Activity Filter, Your Tasks by clicking on the appropriate tab as illustrated below: Activity Register The Activity Register is a categorised list of activities setup for the contract. From the Activities screen click on the Activity Register tab to view the Activity Register screen as illustrated below. To view a list of activities for a specific activity category, click on the appropriate category as illustrated below:- Document no.: PROCON Page 12

13 The View Activities screen will be displayed, listing all activities specific to the selected category, as illustrated below: Activity Filter The Activity Filter allows users to filter all activities in the contract activity register by applying specific criteria to filter on. Note Activity filters are saved as cookies on the user s computer; therefore, it is important to note that when an activity filter is applied to a contract, this filter will always be applied for that contract on the same computer, until the user clears the activity filter. Example: If an activity filter is applied that specifies Draft activities, then every time that user logs on to ProCon on the same computer, and views the activity filter for a this contract, the filter will automatically be applied. From the Activities screen click on the Activity Filter tab to view the Activity Filter screen as illustrated below:- Document no.: PROCON Page 13

14 To filter the list click on the Modify Register Filtering link to apply a filter. The Filter Dialog will appear as illustrated:- Register Filter Dialog Originated From Search Contains Activity Type State Task State Specify a date when the activity was originated from Search on activity Title, Reference Number or Description and place search text in the contains box. Based on the search option (Title, Reference Number or Description) the criteria that you wish your search to contain. Specify the activity types you wish to filter on (e.g. All Activity types, Application for Payment etc ) Specify the activity state you wish to filter on (i.e. All states, Draft, Approved, Awaiting Agreement, Agreed, Not Agreed, or Rejected) Specify whether you wish to show activities with outstanding or overdue tasks. Document no.: PROCON Page 14

15 Task Owner Filter activities that have tasks assigned to this owner and the state of the task as specified in Task State option (i.e. All, Outstanding or Overdue tasks). When a filter is applied, an asterisk (*) will appear in the column header that your filter is based on and ProCon will state the filter is on as illustrated below:- To clear filtering on the Activity Filter screen, click on the Modify Register Filtering link, click the Clear button and click Apply button on the Filter dialog Your Tasks This section will explain how to view Activity tasks that you are responsible for. From the Activities screen, click on the Your Tasks tab to view the list of activity tasks you are responsible for, as illustrated below:- To view the details of an activity task, click on the link for the specific task. The Task Details will be displayed as illustrated below. Document no.: PROCON Page 15

16 Click the file name to view the document included with the task, then click the "Complete My Task" button to sign-off and comment. Finally, click the "Submit and Close" button to close out the task and communicate your comments back to INPEX. Completion of the task will be confirmed as illustrated below:- Document no.: PROCON Page 16

17 2.8.4 Agreeing to Activities Issued By INPEX Some activity tasks, for example a Change Order, require agreement, as illustrated below. Review the details regarding the Change Order, click the file name to view the document included with the task, then click the "Agreed" (or "Not Agreed") button to sign-off and comment. You have the option of notifying a Contract Team member. Note that this would be in addition to an automatic notification being sent through to the INPEX contact. After adding your comments, click the "Save" button and finally click the "OK" button to acknowledge that your agreement cannot be undone, and to communicate your sign-off and comments back to INPEX, as illustrated below:- Document no.: PROCON Page 17

18 2.8.5 Initiating and Approving Activities to Issue to INPEX To initiate and to create an activity, for example a Change Order Request, from the Contract Activities screen, click "Create New Activity". Select the relevant Activity Type from the drop-down menu. Complete the core details and assign a pre-set reminder, if required. For a Change Order Request, it is mandatory to specify the financial impact (cost) and schedule impact (additional days) of the change, even if one of these impacts, or both, is zero. Document no.: PROCON Page 18

19 These values are added (one at a time) by clicking "Add value" and then by selecting the relevant type, as illustrated below:- The Change Order Request and any other supporting documentation can be added to the Activity by clicking the "Browse" button, and selecting the documents from your PC, accordingly. Document no.: PROCON Page 19

20 The Activity can be linked to any other relevant activity, for example a Change Order Instruction received from INPEX, by clicking "Link to other activities" as illustrated below:- Clicking "Link to other activities" opens a search dialogue screen where various filters can be applied to search for the required activity. Tip: Use the "Activity Type" filter and then click the "Go" button to find the relevant activity, as illustrated below:- Document no.: PROCON Page 20

21 Select from the list of activities, and click "Update" to link the activity. Finally, click the "Save As Approved" button and then the "OK" button to send the activity through to INPEX. Document no.: PROCON Page 21

22 On selecting OK, the Activity will be saved as Approved and your INPEX Contracts Engineer will be sent an notification to prompt them that, in this example, a COR requires their attention. The full list of Activity Types that can be initiated by Contractors are displayed on Page 19. If further guidance on the use of ProCon Contract Activities is required then please refer to Section 3 to raise a Request with INPEX ProCon Helpdesk via IT Services. Document no.: PROCON Page 22

23 3 SUPPORT If you are experiencing problems operating ProCon please contact the INPEX ProCon Helpdesk at Never send your ProCon passwords through s. Please state: Your name Your company name User name as a form of authentication A contact telephone number A contact address A description of the nature of the problem. Document no.: PROCON Page 23

24 INPEX is the custodian of this manual. Refer to your ProCon contract library for the latest version of this document. The ProCon logo is a trademark of 8over8 Ltd registered in the UK. This document was developed by 8over8 for INPEX. Restricted internal use. Permission should be sought from INPEX before any part of this publication is reproduced, stored in a retrieval system, or transmitted by any other means. INPEX May 2015 Document no.: PROCON Page 24

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