This article provides a step-by-step guide for Contract Owners on adding and managing optional features—like updates, tasks, and documents—to a Contract within Contracts Monitor.

Prerequisites

You must be the Contract Owner to add and manage features on a Contract.

Steps to Add and Manage Contract Features

When creating or editing a Contract, the available features are displayed on the right side of the page. Once added, they appear under the Contract details on the left.

1. Add a Feature: Locate the desired feature on the right side of the Contract page (e.g., Contract Updates, Tasks, Documents).

   • Click the Add button next to the feature name.

   • This opens a new page for that feature, typically with an "Add [Feature]" section on the left and a "Current [Features]" or "History" section on the right.

2. Enter Details: Fill in the required fields to create the new item (e.g., add a new task, upload a document).

3. Save the Item: Click Save to add the feature item to the Contract.

4. Manage/View Added Items:

   • The feature item will now appear on the left under the Contract details.

   • Click the plus icon to expand the details of the feature section.

   • To modify existing items, click the Add/Edit button on the right side of the page to add, edit, or delete the items you've created.

Feature-Specific Details

Contract Updates

Use this feature to formalise extensions or variations.

1. Navigate to the Contract Updates page and click Add.
   

2. In the Add a Contract Update section:

   • Select the update type: Contract extension (which requires a new expiry date and updates the Contract's expiry) or Contract variation.

   • Add notes in the provided textbox.
     
     

3. Click Save.

4. The Update history section shows previously submitted updates, which can be edited or deleted (including the update type, date, and notes).

Tasks

Use this feature to assign to-do tasks or milestones related to the Contract.

1. Navigate to the Tasks page and click Add.
   

2. In the Add a new contract task section, enter the task details:
    

   • Select Task Type: Choose To-do Task or Milestone.

   • What's the task? and Task details: Provide descriptive and detailed information.

   • Check Task is private to me if only the Contract Owner should see it.

   • Status: Select from Not started, In progress, Submit for review, Complete, or Postpone.

   • Due date: Select a date using the calendar.

   • Remind me: Specify the time (days, weeks, or months) before the due date for a reminder.
     
     

3. Optional Actions:

   • Comment: Add a comment (Contract Managers and assignees can also add comments to track progress).

   • Assign: Enter an assignee's email address. The assignee does not need a Contracts Monitor account. They receive an email and can update the task, and the Contract Owner is advised of updates via email.

   • Attach: Upload a file (max 150Mb) from your computer.

   • History: View a log of changes, including the user, date, time, and time zone (e.g., UTC) of the change.

4. Click Save. The Current Tasks section shows a list of existing tasks.

Documents

Use this feature to upload files to the Contract.

1. Navigate to the Documents page and click Add.
   

2. In the Add a new document section, enter a name and description, and upload the file (max 150Mb).
   

3. Click Save.

4. The Current Documents section lists all uploaded documents. You can upload up to 50 files at once, which automatically sets the 'name' to the filename. Existing documents can be edited (name, description, attachment) or deleted.

Email Reminders

Use this feature to set reminders related to the Contract.

1. Navigate to the Email Reminders page and click Add.
   
   

2. In the Add an Email Reminder section, enter information in the fields and use the calendar to set a date for the reminder email.
   

3. Click Save.

4. The Current Email Reminders section lists reminders which can be edited (description and date) or deleted.

Links

Use this feature to add web links to the Contract.

1. Navigate to the Links page and click Add.
   

2. In the Add a link section, enter a name, description, and the location/web address.
   

3. Click Save.

4. The Current Links section lists all links. They can be edited (name, description, location) or deleted.

Key Stakeholders

Use this feature to record people who should be notified of significant Contract changes.

1. Navigate to the Key Stakeholders page and click Add.
   

2. In the Add a key stakeholder section, enter the person's name, phone number, email address, and any comments.
   

3. Click Save.

4. The Current stakeholders section lists all stakeholders, which can be edited or deleted.

Establishment Process

Use this feature to record how the Contract was established.

1. Navigate to the Establishment Process page and click Add.
   

2. In the Contract Establishment page, enter the details:

   • What process was used...: Select from options like Public Tender, Selective Tender, Competitive Quote, Direct or single source, or Sourced via VendorPanel - a Unimarket Company (RFx).

   • Outline the evaluation process: Input information on the process used.

   • What other parties were evaluated: Input information on other parties evaluated.

   • Other comments, references or exemptions: Input any related information.

3. Click Save.

Commercials

Use this feature to record financial and payment details.

1. Navigate to the Commercials page and click Add.
   

2. In the Contract Commercials page, enter the financial details:

   • ESTIMATED total spend and ACTUAL total spend: Enter as a dollar amount (up to two decimal places).

   • Contract Pricing type: Select from Schedule of rates, Fixed price, Standing offer, or Lump sum.

   • Payment schedule summary and Payment schedule terms (e.g., 30 days): Input information.

   • Summary of Terms under which pricing can be varied: Input information.

   • Billing Address of Parties to the Contract: Input information.

3. Click Save.

Contract Notes

Use this feature to add general notes to the Contract.

1. Navigate to the Contract Notes page and click Add.
   

2. In the Add a note section, enter the details in the textbox.
   

3. Click Save.

4. The Current Notes section lists all notes, which can be edited or deleted.

Performance Reviews (including KPIs)

Use this feature to add and track performance reviews.

1. Navigate to the Performance Reviews page and click Add.
   

2. Enter the review details: Name and Summary.

3. Add KPIs: Click the KPI (Key Performance Indicator) Drop Down List field to expand the section.
   

   • Select KPI Type (e.g., Time, Cost, Quality) and enter the Name and Description.

   • Select Measurement unit (e.g., Numbers, Percentage, Dollars $) and enter the Target value.

   • Click Add KPI. The KPI appears under Added Items and can be deleted.

4. Add Open Questions: Click the Open Questions field to expand the text box.

   • Enter the question and click the blue Add question button. The question appears under Added items and can be deleted.
     

5. Set the recurrence and reminder:

   • Assign Responder: Enter an email address. The assignee can update the review.

   • Recurrence Date and Recurrence (e.g., Once Only, Monthly, Quarterly).

   • No. of Reviews: Specify the number of reviews to be conducted.

   • Create & Remind: Specify the number of days or weeks before the review should take place.

6. Click Save as draft to save it for later, or Publish to make it active.

7. The Current Performance Reviews section lists all reviews, which can be edited or deleted.

Restricted Access

Use this feature to limit which users can access the Contract.

1. Navigate to the Restricted Access page and click Add.
   

2. A checklist of all users is displayed. If no users are checked, all users can access the Contract.

3. Check the boxes next to the specific users you want to grant access to. Unchecked users will not be able to access the Contract.

4. Click Save.

5. A list of users with access displays on the right. Contract Owners/Managers can click the Delete button next to a user to revoke their access.

Results / Validation

After saving, the feature item will be visible under the Contract details on the left side of the Contract page.

What's Next / Related

• Create and Publish a New Contract in Contracts Monitor

Limits & Notes

• File uploads (Documents/Tasks) have a maximum size of 150Mb.

• When uploading documents, you can upload up to 50 files at once.

• Assignees for Tasks do not need a Contracts Monitor account.