Contract Administration Overview

This guide provides an overview of the Contract Data pages, explaining how to create new contracts, update existing contracts, and amend Users' access across them.

The following illustrates the use of the Client Administration Panel, which is only available to Superusers. 

How to create a contract

You may create a new contract at any time by navigating to the Add New… button in the top right-hand corner of the screen, and selecting Contract to Client:

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This will take you to through to the contract creation wizard, where you’ll be prompted to select the contract type and title:
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Once all the information is entered and the Create button has been selected, this will raise a new entry in the Contracts list. When opened, you can enter more detail into the project.

Should you wish to use an existing contract, you will first need to select the appropriate radio button. From here, you can the select an entry from the drop-down box:

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The above screenshot illustrates copying information over from an existing contract.

Once selected, you will be able to specify the information you would like to copy onto the new contract, using the check boxes.

How to view/amend contract information

You may find a list of all of the contracts within your client environment by navigating to the Contracts tab in the top left-hand corner of the screen.

Here you’ll be shown a list of all contracts, split between Active Archived.

There is a selection of filters you can apply by clicking the Contract Filters button, such as; contract type, site, framework etc:

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To view the detail of a contract, click on the entry in this list. You will then be taken to the Basic Information tab:

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In this section, you may enable Two Factor Authentication (2FA), mark the contract as a practice/key contract and turn it’s visibility on/off within CEMAR Analytics by using the labelled tick boxes.

The drop down boxes allow you to setup frameworks, category, site and divisions for use when filtering your projects in the admin panel or CEMAR Analytics.

The buttons found in the top-right hand corner of the screen allow you to archive the contract, print further detail or download the communications archive:

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In the Contract Data section, you will be presented with several different tabs, which allow you to transfer information from your Contract Data into the project on CEMAR:

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As an example, you can set the Party addresses (illustrated in the above screenshot) which allows you to customise the letter heads used in the generated PDF correspondence.

You may also set the time conditions of the contract, including contract start and Completion Dates, down to the periods for reply for each of the events used – this populates the reminders page at a contract-level.

If you navigate to the Users tab, you’ll then be shown a list of all the Users currently attached to the contract. The list is split between active and inactive Users:

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From here, you can deactivate a User against the contract (keeping their CEMAR account active), by un-ticking the tick box labelled Active. Should you wish to reactivate the User on the contract, you are able to tick this box again, and then re-assign their role and permissions as appropriate.

You can amend thresholds against the contract by selecting the blue Edit button on the right-hand side of the screen:

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This allows you to set a limit on the financial and days impact the User has against compensation events (CE), quotations and Task Orders (TO).

For example, you could assign them a limit of £5000 and a 14 day Completion Date impact, however, should the User wish to progress an event above these thresholds, they would not be able to without further approval.

Note

Providing a User with thresholds of -1 will act as unlimited, meaning that they will never be blocked from progressing events.

Selecting thresholds of -2 act as a complete block and require the User to seek approval, even if the value is set as zero.

In the Roles & Permissions tab, you will be able to create/edit custom roles and allocate them to the appropriate Users: 

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The list of existing roles will be split between the Employer & Contractor. When selecting a role, the right hand of the screen will show the permissions selected for each event type across the contract.

Each group has a set of permissions which you may enable/disable as required.

The Edit Role Name button allows you to rename any of the existing roles.

Once each role is set up, navigate to the Users Roles tab where you will be able to allocate each User on the contract with the appropriate role:

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There is also a tick box here for turning email alerts on/off against the contract for each User.

If you click on a User, their existing role will appear, and by using the drop-down menu (located on the right-hand side of the screen), you may select from any of the roles available.

The Approvals tab allows you to set up the approval structure against your contract. By select Setup/Edit Approvals button, you will be taken to the Approvals Wizard.

To begin, select the appropriate Party, and then select the approval type you would like to use:

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Each approval type offers varying levels of granularity which can be used to control the workflow against your project.

More information can be found in our Approvals help article.

The Logos tab allows you to set each Parties logo which is referenced in the contractual PDF documentation throughout the contract:

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The Banners tab allows you to detail the financial accountability and security banners and select if you wish them to be visible when Users communicate certain events at contract level.

The financial banner appears before communicating the event & the security banner appears before uploading an attachment:

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The Preference tab provides a selection of additional options which you may wish to enable for your contract.

The left hand side of the screen details a list of modules which you can toggle on and off (if they are in dark font). Any modules greyed out can not be amended as per the contract type.

The right-hand side of the screen has a selection of options which you can turn on/off depending the requirements of your contract:

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The Attachments and Notes tabs both operate in a similar fashion to their contract-level counterparts:

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You can add notes/attachments onto the contract which will only be visible to other Superusers.

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