F.6.1 Draft: Populate Data for Master/Sub Contract

       

Description

The Contract Administrator enters the information, attaches all necessary attachments, and workflows the document to the Project Estimator for funding/WBS assignment for a new contract that needs to be executed.

 

Outcomes

Once a Contract is initiated and submitted, it moves to the Project Estimator in the Funding/WBS Assignment state.

 

Prerequisites

The Vendor must be set up in NexGEN prior to the Contract Administrator starting a Contract by using the Vendor Setup Process. The Vendor Primary Contact (Vendor RI) must be set in the project as well.

 

Detailed Steps

 

Step 1: Log in to NexGEN

 

  1. Click Contract Management on Navigation Pane to expand.

  2. Click Contracts.

 

  1. Click .

If you are a Contract Administrator with only access to one of any of the selections your data will auto populate.

 

The auto populate will be based on the selection in the Project Pick List.

 

Step 2: Complete all required fields in Select Context area.

A.     Select/Verify Org from the list.

B.     Select/Verify Program from the list.

C.     Select/Verify Project from the list.

D.   Select/Verify Sub Project from the list.

E.     Click Create.

 

If multiple sub-projects are required select "shift key" and highlight all sub-projects required.

 

All sub-projects that may need to be part of this contract must be added here even though not awarding yet as you will not be able to add sub-projects in the change management processes (i.e. JFC and CD).

 

If contract terms and conditions allows for Contra or Back Charges at any time during the life cycle of the contract check the box to Allow Contra/Back Charges.

 

If contract terms and conditions require advance payment check the box to Allow Advance Payment.

 

Step 3: Complete all required fields.

 

Purchase Org/C/BA/Plant controls the environment of SAP Pandora accesses and creates the Contract/PO.

 

Contract Type selections are filtered by the Purchase Org/CC/BA/Plant selected.

 

  1. Type a Document Title in the field.

  2. Select a Purchase Org/CC/BA/Plant from the list.

  3. Select a Purchase Group from the list.

  4. Select a Material Group from the list.

  5. Select a Responsible Individual/Studio from the list.

  1. Select Contract Currency from the list.

  2. Select Contract Type from the list.

  3. Select Type of Request from the list.

  4. Select Contracting Method from the list.

  5. Type a Submittal Response Date in the field (optional).

  6. Type a RFI Response Days in the field (optional).

 

If Contract Currency is any other than Project Currency you must enter in a Conversion Rate that can be obtained from your Finance Representative.

 

If No Signature Required is selected under Type of Request the document will bypass the DocuSign process in NexGEN. Non-DocuSign Documents will move to Fully Executed state when No Signature Required is selected..

 

  1. Select New Payment Terms/Retention % from the list.

  2. Select Expected Tax Status from the list.

  3. Select Bi-Coastal Contract from the list.

  4. Toggle Yes or No in Exceptions to Terms and Cond.

  5. Type Scope of work in the field.

Schedule Start will auto populate based on first date of all the Sub Project Details.

Schedule Completion will auto populate based on the last date of all the Sub Project Details.

Contract date is defaulted to the date you start the contract and save as on draft.

 

Step 4: Complete all required fields in Tax Details

  1. Select Work Type from the list.

  2. Select Plant from the list.

  3. Verify Final Delivery Address or enter final delivery address.

  4. Select Material Group from the list.

  5. Select Tax Usage Code from the list.

  6. If additional detail rows are needed click Create Row.

 

GL Code will auto populate based on the Material Group that is selected.

 

Step 5a: Complete all required fields.

  1. Select a Performing Company from the list.  The Performing Contact will auto populate.

If a Vendor Is Participating, they must be participating on all projects.

 

  1. Toggle Yes or No in Work Performed at WDI?

 

Work Performed at WDI: if Yes, this means Contract is a staff extension and should be routed in SharePoint and a PWA in NexGEN and Vendor should enter time in to SAP except when it is a multi-party agreement.

 

  1. Toggle Yes or No in Sole/Preferred Single Source?

 

If Contract Vendor is in the Approved Countries for DocuSign, and the Contract type is either California or Florida DocuSign, will be part of the process.  Making the DocuSign Authority section a required step in Contract Creation.

 

NexGEN DocuSign Quick Reference Guide

 

Step 5b: Complete DocuSign Authority

  1. Select WDI Signatory from the list.
  2. Select Vendor Signatory from the list or Click Add New Vendor Signatory to add different signatory.

A Vendor Signatory person can be added if not part of the drop-drown by clicking Add New Vendor Signatory and adding them in..

 

Under Financial Summery Section the Contract Total field name is a dynamic title and will vary based on Tax Disposition selection.

 

 

Step 6: Project Details for Sub-Project

Attraction will auto populate based on the Sub Project selections.

If Contracting Method is Fixed Price, enter Fee Total.  If not Fixed Price, enter Units and Rate in the field.

There will be tabs for each Sub-Project selected during initiation that need to be completed when there are more than one Sub-Project.

 

  1. Select Attraction from the list.

  2. Select Tax Disposition from the list.

  3. Select Schedule Start from Date Picker.

  4. Select Schedule Completion from Date Picker.

  5. Type in Project Scope in the field.

 

Step 7: Project Financial Details for Sub-Project.

Fee or Units x Rate will be available depending on the Contracting Methods selected in the Contract Section.

 

Contingency Source/use will auto populate based on Assigned Budget Total minus the Sub-contract Total.

 

Subcontract Total field name is a dynamic title and will vary based on Tax Disposition selection.

 

  1. Enter Fee Total in the field.

  2. Enter Reimbursable in the field.

  3. Enter Assigned Budget Total in the field.

  4. Enter Tax Total in the field.

 

The document must be saved first before supporting Documents can be attached.

 

D. Click.

 

Step 8: Attach a document, sketch, or URL (if applicable).

 

  1. Click ADD ATTACHMENTS.

  2. Select the file to attach (Holding down Ctrl to select multiple attachments).

  3. Click Open to attach the document.

The attachments will not be visible by default to the Vendor.  If they need to be, you will need to unlock the eye icon on the attachment. Visible to Vendor or Not Visible.

 

 

Step 9: Submit the Contract.

  1. Click Workflow.

  2. Select Set to Funding/WBS Assignment from the list.

  1. Type a message in the Message field to include in the Email notification (optional).

  2. Click Execute.