A contractor can be awarded any number of contracts provided they are professionally qualified to carry out the work. Within the terms of the contract, parameters attributed to the contractor manage the number of open work orders that can be awarded to them at any one time, based on the number of jobs or the total order value.
The procedure to create a new contract is as follows:
- Navigate to Quick Menu > Repairs > Configuration > Contracts. The Contract Details window is displayed.
- Click on New Contract. All fields are activated ready for data entry.
- Using the Contractor drop-down field, select the name of the contractor to whom the new contract is to be awarded.
- Enter the new Contract name into the field provided (e.g. boiler and central heating inspections).
- Using the Companies drop-down field, multi-select all companies for which this new contract is relevant, or choose the All option, as required
1.
- Choose an Effective from date for this new contract award i.e. the date on which the contract comes into effect
1.
- Choose an Effective to date to capture when the contract expires or to reflect a known change of circumstances.
- Where the contractor is able to provide quotations, activate the Allow quotes tick box provided.
- Where it is permitted for a single appointment to cover several days, activate the Allow appointments to span days tick box provided.
- Using the Appointment mechanism drop-down field, select the resourcing schedule that is supported by the contractor e.g. Civica Housing Diaries, Click Field Service Edge, Kirona Xmbrace DRS, etc. 2.
- Optionally, using the Keystone type drop-down field, select the contract's relevance to planned maintenance programmes or structured and targeted servicing plans controlled separately through a dedicated asset management solution i.e. Keystone Planned or Keystone Servicing.
- Where the contractor is not permitted to apply variations to SOR tasks included on a repair works order, activate the No variation tick box provided.
- Where works orders allocated to this contract will be transferred to an external e-Commerce or accounting system, use the Purchase Order System drop-down field to specify the incumbent application i.e. EGS or Civica Financials.
- Click on Save. The new contract is displayed in the alphabetical list, underneath the relevant contractor heading.
Tip
1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.
Note
1 The Effective from date defaults to the current system date and cannot be left blank.
2 To assess a contractor's availability, all diary information is either stored internally within a 'Civica Housing Diary', or obtained from an external dynamic resourcing schedule, often used to optimise mobile field workforce activities.
See related topics...
Contract maintenance overview
To clone a contract
To define contract parameters
