Managing Contracts

Select Contracts from the  (Project Menu) to access the Contract Log page. All of the items are automatically logged and categorized by Active, Inactive, Closed and Deleted.

How do I create a new Contract?

1. Select the  icon at the upper right of the window.

2. The Add Contract page will be displayed with several fields for you to fill out.

3. Click the  button at the bottom of the page once you have filled out the fields.

4. The Contract will be displayed with a red DRAFT VERSION header and the information from the fields you completed. It is ready to for proofing and adding attachments; however, it is not formally issued until the  button is clicked.

5. Optional: Select the + icon to the right of the Bonds header. An Add Bond window will be displayed.

1. Fill out the fields related to this Bond and optionally include an attachment of the document itself.
2. Click the  button at the bottom of the page once you have filled out the fields and your Bond is now stored with the Contract.

6. Optional: Select the + icon to the right of the Insurance header. An Add Insurance window will be displayed.

1. Fill out the fields related to this Insurance and optionally include an attachment of the document itself.
2. Click the  button at the bottom of the page once you have filled out the fields and your Insurance is now stored with the Contract.
3. Note: You will receive an e-mail alerting you if you have any Insurance on file that is nearing expiration.

7. Optional: Select the + icon to the right of the Attachments header. An Add Attachment window will be displayed.

1. Select the "Click to select files" button to display a dialogue window from which you can navigate from your local desktop to the desired files.
2. Select the desired files and then select the Open button.
3. The Add Attachment window will display a file upload status bar followed by a list of files successfully attached to the draft.
4. Select the Close Window icon (X) in the upper right.

How do I edit a Contract?

1. Click into the desired item that you'd like to change.

2. Click the "Edit Contract" link then make your changes and click the  button at the bottom of the page.

How do I keep track of my Bonds on a Contract?

1. From the desired Contract Detail page, select the + icon to the right of the Bonds header. An Add Bond window will be displayed.

2. Fill out the fields related to this Bond and optionally include an attachment of the bond itself.

3. Click the  button at the bottom of the page once you have filled out the fields and your Bond is now stored with the Contract.

How do I keep track of my Insurance on a Contract?

1. From the desired Contract Detail page, select the + icon to the right of the Insurance header. An Add Insurance window will be displayed.

2. Fill out the fields related to this Insurance and optionally include an attachment of the document itself.

3. Click the  button at the bottom of the page once you have filled out the fields and your Insurance is now stored with the Contract.

4. Note: You will receive an e-mail alerting you if you have any Insurance on file that is nearing expiration.

What information is linked to a Contract?

1. MasterLibrary allows you to select a Contract when you create a Field Order / RFP, Proposal, Change Order, and Pay App and will then automatically display and perform calculations based on those items.

2. As soon as a new item is entered and assigned to a Contract the values are updated across the board on MasterLibrary so it is always and automatically kept up to date.

How do I see a Summary of all of my Contracts?

1. From the Contract Log page you can click the  icon at the top right and select Contract Summary.

2. Alternatively, from within any Contract there is a "Contract Summary" link at the top of the page.

3. This will bring you to a page with a group of filters for Contracts, Funding Sources, Budget Codes and Budgets. Using these will limit which Contracts are displayed in the report.

4. You can filter the report as you'd like and then click "Export to Excel" to generate an Excel file with that information.

5. Note: you can click on any Contract to go view the full details of that specific Contract.

Who can perform what actions at each status?

    Always

• Any Contract Admin can