Contract Systems - Contract Systems Solution details (1)

• Project Management Module (includes Cost, Core Module functions and Business Intelligence)
• Workflow
• Document Manager

• Planning Module (includes Online Procurement)
• Vendor Approver
• Schedule Module
• Custom Form Builder
• Integration Manager
• SharePoint Integration
• Aconex Integration
• Active Directory/LDAP Integration

Contract Planning Activities

PMWeb’s Project Management Module, in combination with Visual Workflow, allows the planning of Contract activities, including comprehensive management and reporting tools. Standard tools include the PMWeb Clause Library

Where the Customer has a high level of Contract planning requirements, we recommend that the PMWeb Planning Module also be considered.

The PMWeb Planning Module is not essential; however it includes tools that are particularly useful in the Contract preparation phases, including:

• Conceptual estimating, to develop budgets around new initiatives
• Online procurement, with comprehensive features ranging from Vendor pre-registration/approval, through tendering, evaluation, award and contract formation.

Central to these activities is a unified Procurement Record, which contains all the lead-up documentation to the Tender, finalised tender documentation and then the tender responses with changes made to the terms of the tender. This unified Procurement Record then carries forward through the Contract Administration, Project Management and Contract closing phases, with all material documentation literally at the Contract Manager's’s fingertips.

A separate Vendor Approver toolkit item is also available to enhance procurement capability.

Contract formation activities

As for the Contract planning phase, PMWeb’s Project Management Module in combination with Visual Workflow allows for all activities in contract formation, including comprehensive management and reporting tools.

Contract formation activity is likewise enhanced by the optional Planning Module, which allows the generation of a Contract at the click of a button, using the Contract that is approved in the Procurement Record and which was used for the tender – plus any changes agreed during the Tender process.

Throughout the Contract formation process – whether the Planning Module has been purchased or not – PMWeb’s Visual Workflow manages documents through the required approval stages – such as approval to Contract changes, financial approval by the relevant Delegated Authority, approval to release an engrossed contract, satisfaction of any contract pre-requisites such as evidence of insurance etc.

Use of Templates for common activities

PMWeb has extensive Template creation capabilities and also has an optional Custom Form Builder that allows the Customer’s existing Templates and Forms to be used – but with their data entry fields activated and linked to the PMWeb unified database.

Provide workflows to support the contracting process

PMWeb has a user-friendly Visual Workflow tool that is designed for ease-of-use to allow the creation and ongoing refinement of workflow processes by the User.

Development of multiple contract types (including non financial contracts)

PMWeb has a powerful document creation tool that is designed to build various document types from their components. Assembled documents can then be Version-controlled and used/ modified as required. This tool maintains a library of clauses that can be assembled on a drag&drop basis to create documents such as:

• Contracts (whether financial or non-financial)
• Specifications of works (whether capital or non-capital in nature)
• Leases and other forms of agreement.

Allow for customisable contract/agreement templates.

These templates are fully configurable as described above and include the ability to bring in specific images and other graphic treatments.

• Project Management Module (includes Cost, Core Module functions and Business Intelligence)
• Workflow
• Custom Form Builder
• Document Manager

• Planning Module (includes Online Procurement)
• Schedule Module
• Integration Manager
• SharePoint Integration
• Aconex Integration
• Active Directory/LDAP Integration

Management of a large number of stakeholders (particularly suppliers) including:

• Stakeholder types and roles;
• Global and contract-specific stakeholder details; and
• Stakeholder relationships and hierarchies.

PMWeb includes comprehensive tools to allow all required Stakeholder Management activities. For each Stakeholder record, all required data entry fields can be created by User configuration. Records include Tabs to allow attachment of supporting documentation and records of communications.

PMWeb allows the Customer to set User permissions to a high level of detail by individuals or by Groups. The security controls go right down to individual field level. Hence the Customer can determine which Users are allowed to change details and which are not.

PMWeb also includes tools for supplier management, such as notifications when previously-issued certifications, insurance certificates etc are due to expire.

The contract hierarchy supported by the system is facilitated via the PMWeb Master Commitments feature. This feature allows contracts to be grouped together in a Parent-Child type hierarchy spanning one or many projects or programs. Unlimited child relationships are allowed. Grandchild relationships could be achieved by linking contracts to one another in the PMWeb Attachments feature.

There are no practical limits to the number of contracts

Relevant contract details are able to be stored and modified such as dates, associations, financials and other relevant data.

Management and recording of contract variations

PMWeb includes comprehensive tools for the management and reporting of contract variations. The management tools include a Change Control suite that can operate at both overall project and specific contract levels, linked to Workflow in order to manage the Variation Approval process.

Once a Variation is initiated, it maintains a complete record of all relevant documents, allowing both the initiator and any party involved in the process to attach notes, comments, documents etc. All information relevant to that Variation is available in the one location, including graphic display of where the variation sits in the Workflow/approval process.

Once approved, the Variation is recorded on a Variation Register configured by the User and flow-on actions are initiated by Workflow, such as budget updates.

Manage contract milestones (including extension options)

PMWeb allows the establishment of any number of milestones with actions linked to those milestones including automated notifications and inclusion in Dashboards/Reports.

The ability to monitor and evaluate supplier’s performance (in relation to a contract’s terms and conditions).

The Supplier Record allows attachment of all relevant records. PMWeb Periods feature can be setup at various time intervals (e.g. monthly or quarterly) and Progress Invoices can measure performance against the noted dates and times.

Custom checklists and/or scoring features can also be included and setup for future evaluations and reviews at the desired time intervals. The custom checklists and/or scoring can include specific terms and conditions that need to be tracked against various suppliers.

PMWeb has a specific area dedicated to tracking Insurance information.

PMWeb has an option to track globally or by project/contract basis. This option can be set differently for different types of insurance coverage.

For alerts, in-system reminders and dashboard alerts are the preferred method. Email and SMS alerts can also be set up.

Unlimited insurance types can be added and unlimited additional custom fields can also be added as needed. Custom fields can be various field types (e.g. date, integer, double, Boolean, text, dropdown list)

The creation of invoices from system actions.

Invoices can be created with a single click from the originating contract. Once the first invoice is created, subsequent invoices can be created with a single click that carries over all relevant data and organizes information accordingly (e.g. tracking of previously paid or retained amounts per line item, % complete, etc.).

Contract Variations can selectively be linked to Contract Invoices and invoiced against. PMWeb supports Contract Variations being added as new line items to the invoice or linked to an existing line items.

Ability to manage sales reporting

PMWeb has powerful and visually rich reporting and dashboards to handle all types of reporting needs. Sales can be tracked within existing PMWeb business processes or custom business processes can be added to track needs unique to a client.

Validation of stakeholder information (for example ABN, email address, physical address etc)

This is not standard functionality; however PMWeb is 100% web based and can be customised to work with validation methods.

Compliance features

PMWeb has a ubiquitous “Checklist” feature that can be activated on any business process. An unlimited list of checklist items can be created and grouped into categories. Once created, one or many items can be linked to a business process using PMWeb’s drag and drop functionality. One simply pulls up the list, and drags and drops the desired items into the business process. Custom items can also be added on the fly.

PMWeb's Business Intelligence functions allow Dashboards and Reports to be created to display compliance status.

Customisable contract agreements

PMWeb has a powerful document creation tool that is designed to build various document types from their components. Assembled documents can then be Version-controlled and used/ modified as required. This tool maintains a library of clauses that can be assembled on a drag&drop basis to create documents such as:

• Contracts (whether financial or non-financial)
• Specifications of works (whether capital or non-capital in nature)
• Leases and other forms of agreement.

Record, manage and store contract issues and other information

PMWeb allows the creation of an unlimited number of such recording mechanisms, with its flexibility and high level of User-configuration allowing Users to achieve their requirements a number of different ways. Formal registers can be created and updated; or single items can be dealt with via customised Templates that are then searched and reported against to produce Registers.

PMWeb Workflow can be applied to any document, allowing the close management of Issues and ensuring all relevant parties are involved in the resolution of each issue.

Complaint management facilities

PMWeb allows the creation of a complaint management system to replicate an existing system preferred by the Customer. Complaint Forms can be created, managed and reported against. Complaints from contract counter-parties or unrelated parties can be handled electronically, prioritised and linked to Workflow to track resolution. Dashboards/Reports can report all relevant data and can initiate flags where action is required.

Configurable alerts

PMWeb Workflow allows users to configure when to be alerted for the various steps of a document review and approval process. Each business process can have unique alerts setup by User so they can be alerted. Workflow alerts display in the main entry page as well as via email (externally).

In addition, custom alerts can be set up to be part of the PMWeb Dashboard system so users are automatically alerted on items either requiring their attention or global alerts applied to the programs or project under their responsibility. Alerts can extend to all areas of the system -
e.g. contract alerts, variation alerts, compliance alerts, etc.

Alerts can be configured to be solely in-system or sent via email or SME externally.

Raise authorisation of progress payments to suppliers

This is a standard PMWeb process, with Workflow allowing conditional routing to the appropriate Delegated Authority according to Invoice amount and any other governance criteria required by the Customer.

Interfacing the authorisation of payments with a financial management information system (FMIS)

In its standard form, PMWeb operates on a drag&drop basis with Microsoft Excel; and this tool is typically used where automated integration is not required. PMWeb allows Cost Breakdown Structures/Work Breakdown Structures (CBS/WBS) to be created and managed within PMWeb to a higher level of detail than in a FMIS (or to project-specific requirements). These CBS/WBS are then rolled-up within PMWeb to fully align with FMIS coding.

Payment authorisation can be managed using Workflow, including notification of approvals and transmission of required supporting data. All this is achieved in the standard PMWeb Project Management Module operating in concert with Workflow.

The optional PMWeb Integration Manager is designed to interface with financial management systems at multiple levels. Both inbound and outbound exchange of information is supported. In regards to “payments”, PMWeb has a dedicated portion of Integration Manager that captures A/P, A/R, A/P Batch, and A/R Batch level of payment information.

PMWeb supports all variations of contract funding structures, including:

• Assigning multiple funding to a single contract deliverable;
• Single source of funding delivered against multiple contract deliverables; and
• Multiple funding sources against multiple contract deliverables.

Each contract deliverable can have one or more funding sources applied to it at varying amounts or percentages (user can select any option). PMWeb allows for a global application of funding at all levels, Portfolio, Program, Project, and contract deliverables.

• Project Management Module (includes Cost, Core Module functions and Business Intelligence)
• Schedule Module
• Custom Form Builder
• Workflow
• Document Manager

• Planning Module (includes Online Procurement)
• Stage Gates
• Custom Form Builder
• Integration Manager
• SharePoint Integration
• Aconex Integration
• Active Directory/LDAP Integration

Allow users to plan and manage contract life cycle, particularly:

• Timelines;
• Resources; and
• Costs (including cost maintenance to adjust).

PMWeb Contracts allow for detailed tracking at all levels.

Timelines can be linked to a contract. Changes to time line can also be setup to require an official Contract Variation.

Resources (human and non-human, i.e. equipment) resources can also be tracked. At a contract level, they can be included as individual line items or noted as items a supplier/contractor may use. In addition, daily tracking of both internal and external resources is also an available feature. Resources could have rates applied to them also to be able to track costs. PMWeb also has a “Production” feature that offers that tracking of resources or other deliverables on a regular interval, e.g. work performed in a week.

Costs can be tracked in great detail or at a high level in PMWeb. Some of the detailed tracking is noted above. Adjustments can also be tracked in PMWeb.

Template creation for reoccurring project types

PMWeb has a sophisticated project creation and “cloning” feature. All characteristics of a created project – including document attachments such as standardised forms or records, governance requirements etc – can be cloned at the click of a button. The cloning tool also allows the User, if he or she so requires, to bring up a schedule of all the components of the project to be cloned, selecting or deselecting the components to be cloned.

Scheduling tools allowing for multiple dependency relation types between activities

PMWeb Scheduling allows for multiple relationships and types between activities. PMWeb is also integrated with both Microsoft Project and Oracle Primavera to allw exchange of schedule information.

Dynamic overview of project status

PMWeb’s Dashboard and Reporting capabilities are extensive. Using Microsoft SQL Server Reporting Services (SSRS), PMWeb allows reporting from multiple dimensions.

Basic early warning messages

PMWeb Dashboards are the preferred method for applying early warning messages. A variety of ways can be used to provide the warning, e.g. Green/Amber/Red indicators, photos on dashboards, or any other iconic or visual alert. Alerts can be based on any triggers or criteria such as % of contract complete, % of variation vs. original contract, etc. Any logical trigger can be applied to alert the end user on what makes sense for them.

Early warning messages can also be transmitted by email and SMS.

Task level management– allowing users to manage and assign individual tasks to contract projects

This is standard “out of the box” PMWeb functionality

Project notifications (e.g. email, in system)

PMWeb’s Notification tool attaches to all records and allows communication both to PMWeb Users and to non-users. If so selected, a communication to a non-User can be locked to a record and the PMWeb will automatically track and record future communications to and from that non-User. Notifications typically appear in the configurable User screen on log-in and in the User’s normal email system. They can also be included as part of dashboard design.

Deadline management to list and manage various deadlines

PMWeb Dashboards can be tailored to track any and all deadlines. Note that the PMWeb Dashboards is an interactive tool that allows a user to drill-down to source data and drill-up as well.

Ability to manage projects on user and multiple team bases

This is standard PMWeb functionality – PMWeb can be configured by the User (assuming that User has been given the necessary permissions by the Customer) to manage the projects as required.

• Planning Module
• Project Management Module (includes Cost, Core Module functions and Business Intelligence)
• Schedule Module
• Stage Gates
• Custom Form Builder
• Workflow
• Document Manager

• Integration Manager
• SharePoint Integration
• Aconex Integration
• Active Directory/LDAP Integration

Allow users to develop and manage projects at the program level. This specifically means providing an expanded multi layered contracting hierarchy as shown at right.

Functionality includes the items scheduled below

From order of highest to lowest level:

• Assign multiple master projects to a program;
• Assign multiple projects to a master project; and
• Assign multiple contracts to a project.

PMWeb’s hierarchy has all the levels needed to match this requirement. Portfolio, Program, Projects, Master Commitments and Commitments (i.e. Contracts).

At each level, multiple categories or metadata can be applied to provide even further groupings and structure.

Allocate multiple projects to a single contract

PMWeb Master Commitments (i.e. Contracts) feature addresses this requirement.

Allocate and manage cross project dependencies

Cross-Project Dependencies can be managed at the contract level by linking records across projects to one another.

Dynamic overview of programs must be available including the ability to view dependent projects

PMWeb Dashboards provide graphically rich and descriptive representations to view entire Programs and their linked dependent projects.

Respondents should provide details on other program management facilities delivered by the proposed solution

PMWeb is designed from first principles to manage portfolios, programs and projects with ease – allowing roll-up of information from project level to program and then to portfolio – and drill-down from portfolio to program to project level to access all information in real time.

Stage Gates has been included in this category rather than listing it as Optional. This has been done because Stage Gates has extensive functionality relevant to Program Management, including the ability to create an unlimited number of gates in the program/project lifecycle with an unlimited number of criteria at each gate.

• Project Management Module
• Custom Form Builder
• Risk Analysis tool

• Workflow
• Document Manager
• SharePoint Integration
• LDAP Integration

Provides standard templates

PMWeb’s Risk Analysis Tool contains a number of standard templates. In most applications, however, we find that Customers prefer to utilise the Custom Form Builder tool to replicate their preferred methodology.

This allows individual Risk and Issue items (and Action, Decision, Benefit items) to be entered and have Workflow applied to them individually – then reported against using PMWeb reporting to create Registers.

Allows for risk identification and rating for:

• Likelihood;
• Impact; and
• Consequence.

All fields noted can be tracked along with custom dropdown selections.

Risk management planning

Each risk is captured in its own unique record so that mitigation plans or studies can be attached, detailed notes can be included, and it can go through an approval workflow if needed.

Ongoing risk monitoring

All risks are combined into a prioritised Risk Register report which uses a heat map and tornado diagram to show the highest priority risks. Each Risk record also contains a risk review table to track how often the risk has been reviewed and updated by the risk owner.

Dynamic collection of risk related data

Risks can be created in the system at any point in the project and by anyone that is given access to that feature. Risks records can also be linked to any other record in the system if they originated from another document.