F.6.2 Funding/WBS Assignment: Line Item Detail WBS/Funding Assignment and is SOV Complete

Description

Project Estimator will receive a notification via Email for their portion of the contract (sub contract).

Outcomes

Project Estimator updates Schedule of Values data (i.e. milestone payment schedule, fee Reimbursables, etc.) in the SOV Details section, including WBS and Funding Assignment to send to the Project Manager for approval.

SOV Complete defaults to NO which will require the workflow to route to the Vendor (if participating) and RI in the pending SOV states. Project Estimator can toggle to Yes and these steps will be skipped.

Detailed Steps

Step 1: Log in to NexGEN

Step 2: Complete all required fields under Contract Detail.

Multiple Contingency Codes can be selected per line items. Multi Sub-Projects will not have a contingency default set.

The sum of the line items must equal the contract fee, reimbursable and assigned Budget Total values entered in the Sub-Project Financial Details by the Contract Administrator.

Where the same WBS is used in more than one line item a SOV Code and SOV Description is required and must be unique.

Examples

Milestone payment schedule number and description
CSI Code and description
Fee or Reimbursable.

If all budget is assigned the Cause of Change will default to N.1.A.13, but other Planned Work options are available.

Only WBS that have not been associated to another Contract or PWA will be available in the WBS Drop Down. If a document is canceled the WBS will become available.

If the Net Payment Terms field enables retention, all line items will default to yes except those defined as Reimbursable line items. The retention column can be toggled to NO for those line items retention is not applicable.

Tax Amount is not available for Hong Kong Contracts or Nontaxable Tax Disposition.

Toggle Yes or No SOV Complete.
Click .
Select the WBS from the list.
Enter/Verify Tax Detail.
Enter Contract Amount.
Enter Tax Amount if applicable.
Enter the Assigned Budget.
Enter Reimbursables.
Select Cause of Change.
Click Contingency Amount to open pop up Window.

If there are multiple Contingency Codes needed for a line item. Click in the Contingency Amount column and then Click add additional Contingency, WBS line and amount.

To delete a row right click in any non-drop down column and Click Delete Row.

Select Contingency Code from the list and Enter Contingency Amount if applicable.

Visibility is reliant upon the Contract Administrator's selecting enable Contra/Back Charges, Enable Advance Payment in the Draft State or the Contingency Source use field is a positive value.

Contra/Back Charge

Click .
Select the Contra/Back Charge WBS from the list.
Enter SOV Code.
Enter SOV Description.

Advance Payment

Click .
Select the Advance Payment WBS from the list.
Enter SOV Code.
Enter SOV Description.
Enter Amount.

Step 3: Discretionary Approver (When Contingency is Assigned & Cause of Change is Discretionary).

Select Approver from list.
Select Date from picker.
Click Approval Attachment document.
Select the file to attach (Holding down Ctrl to select multiple attachments).
Click Open to attach the document.

Advance Payment

The same WBS is used or the Advance Payment offset which is automatically generated with the SOV Code and SOV Description. Both are required and must be unique.

Example

AP and Advance Payment
APQ and Advance Payment Offset

The Advance Payment WBS must be unique and is entered in to SAP as a 0.00 line.

Contra/Back Charge

The Contra/Back Charge WBS must be unique and is entered as 0.00 line as this will be a credit from the Vendor based on T&Cs in the contract.

If a Sub Contract is returned to Draft or Cancel all Sub Contracts will automatically follow the same selection.

Workflow must be selected from the Sub Project Details section.

Step 4: Workflow to PM Review.

Click Workflow.
Select Set to PM Review.

All users with the Project Finance role are notified on Execute. Project Finance determines who is to work on this document unless a Distribution List is used.

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