For each defined programme, individual contracts can be created to cover all aspects of the planned maintenance work, specifying the framework within which the dovetailed contracts will operate and the method by which resourcing appointments will be established. All pertinent data is gathered using a wizard-driven workflow, focusing on each separate contract in turn, with Next and Previous buttons available to navigate between successive compilation steps.
The foundations for each contract to be associated with a planned maintenance programme are the financial calendar, accounting codes, operating company, and implementation dates that define its field of reference within the overall project. A budget owner is also required at contract level, identifying the stakeholder who will assume overall responsibility for managing the devolved project costs within defined financial constraints.
The procedure to create a new planned maintenance contract is as follows:
- Launched via the left-hand navigation menu, choose Planned Maintenance > Programme and Contract Manager
1.
- With the Programme and Contract Manager control centre in current focus, select the desired programme under which a new contract will be created.
- Click on New Contract. The prescribed New Contract wizard is launched (Step 1), ready to define the operating boundaries of the desired planned maintenance contract.
- Using the Companies drop-down field, multi-select all companies relevant to this planned maintenance contract, or choose the All option, as required
1.
- Using the Parent programme drop-down field, select the overarching programme heading for the planned maintenance contract.
- Enter a Description for the new planned maintenance contract into the field provided 2.
- Enter the Planned start date using the calendar icon (
), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the proposed commencement date of the planned maintenance contract.
- Enter the Planned end date using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the provisional end date of the planned maintenance contract.
- Choose the current RAG status applicable to the planned maintenance contract i.e. an indicative confidence factor for how well that element of the wider programme is progressing (RED, AMBER, or GREEN).
- Using the Budget owner drop-down field, nominate the stakeholder with overall responsibility for managing the financial constraints of the contract 3.
- Using the Financial calendar drop-down field, select the periodic structure appropriate for the new planned maintenance contract.
- Using the Financial codes drop-down field, select the applicable cost centres for the new planned maintenance contract.
- Optionally, activate the Tendered contract tick box in circumstances where the award of contract will be determined through a formal tendering process.
- Enter the Retention percentage to automatically withhold a portion of each payment, helping to ensure that works fulfilled under the planned maintenance contract are completed to the required standard. The Up and Down arrows are available to increment or decrement the value, as required.
- Choose an Effective from date for this planned maintenance contract i.e. the date on which it came into effect 4.
- Choose an Effective to date if the planned maintenance contract is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the contract will be continually valid.
- Click on Next. The New Contract (Step 2) window is displayed, ready to record the cost centre budget breakdown for the planned maintenance contract. This requisite step is covered separately in the topic To allocate devolved budget figures to a planned maintenance contract.
- Click on Next. The New Contract (Step 3) window is displayed, ready to define the operating parameters for the planned maintenance contract. This requisite step is covered separately in the topic To define the operating parameters for a planned maintenance contract.
- Click on Next. The New Contract (Step 4) window is displayed, ready to assign the contract definition. This requisite step is covered separately in the topic To configure the planned maintenance contract definition.
- Click on Finish. The new planned maintenance contract is displayed in the Programmes and Contracts grid, underneath the assigned programme 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 appropriate; the All tick box will be automatically removed once an item is deselected.
Note
1 To streamline access, the Programme and Contract Manager tile can also be nominated as a Favourite through the user profile.
2 System validation rules ensure that the description entered for each contract is unique for the selected companies within the effective period.
3 The list of possible budget owners is compiled from registered system users.
4 The Effective from date defaults to the current system date and cannot be left blank.
See related topics...
Planned maintenance contract management overview
To allocate devolved budget figures to a planned maintenance contract
To define the operating parameters for a planned maintenance contract
To configure the planned maintenance contract definition
