Management options on contracts

Who:

Commercial Contract Manager

Why:

        

Streamline and refine operational processes

Before you begin

  • Only the Commercial Contract Manager on the contract can edit contract settings.

Procedure

1. On the LPG menu select Contracts > Find Contracts.

  • The List Contracts screen appears.

2. Enter the search criteria as required. (To display all Contracts, don’t enter any criteria.)
3. Click the Search

  • The list of Contracts matching the search criteria are displayed below the Search

·      NOTE: : Contracts that have no Edit link (A) are managed by another workgroup that the user is not a member of and thus the Contract cannot be edited by the current user. 

4. To edit a Contract, do the following:
a. Click Edit.
b. The Update Contract screen appears.

NOTE: To return to the List Contracts screen without saving changes to the Contract, click Return to Contract List.

 

5. Click the Management

The Management related contract features are displayed. These features allow the configuration of business rules in various stages of the Order workflow where the Contract is used. Some features are disabled and are displayed to indicate the proposed direction of future development.  Clicking on the help icon  will provide information and explanation on these features in LPG.

Rate Management

In the Rate Management section, select the required option from the drop down list.

  • Current Contract Rate - current item rate is used when a new item is added to an Order.
  • Service Period Start Date – the item rate as at the Service Period start date is used when a new item is added to an Order.

The decision as to whether Current or Original rates should be used for additional item allows the Contract Manager to determine whether prices are fixed for the duration of order service periods.   This reduces the impact of rate increases on Works in Progress however it also removes the benefit of any price reductions. 

Visibility to No Rate Items

In the Visibility to No Rate Items section, If this box is not ticked, the Provider is only able to add an item to an order if the item was present and active on the Rates tab of the contract. Ticking this box allows the Provider to add an item that may be relevant to the Area of Law but had not been contractually agreed to and uploaded against the contract.  The Provider can input any rate against these items.

Provider Diary

The Provider Diary allows customers to manage their Providers resources by scheduling orders directly to specific provider workgroups.  Scheduling is undertaken from a Gantt view of all issued work for an Area of Law. This assists new work allocation by identifying which Legal Firm has the capacity to take on more work.

Non User Engagement

Non User Engagement allows the customer to manage the work on behalf of a Provider who does not log in to the LPG.

Quoting Tolerance

LPG can automatically request a quote from multiple Providers if the value of an Order exceeds a specified dollar value.

Variations

In the Variations section, the first option allows Variation Requests to be submitted after the Order has been marked as Done and prior to the Final Claim being submitted.

The system can automatically approve Variations requested by the Provider instead of a user reviewing all requests through the Worklist. If no exceptions to the automatic variation approval rule have been defined, items will be automatically added and removed from the Order by the system, as requested by the Provider.  Exception rules used in conjunction with this setting provide the ability to define ‘safe’ parameters outside of which manual approval is required.

These settings are used to automate export of variation items from a sub-order to the parent order. This is used when orders have been sub-contracted out by the Provider using LPG.

Claim Verification

The system can automatically Verify Claims submitted by the Provider instead of a user reviewing all submitted claims through the Worklist. If no exceptions to the automatic verification rule have been defined, the Provider’s claim will be automatically approved.  Exception rules used in conjunction with this setting provide the ability to define ‘safe’ parameters outside of which manual verification is required. 

For automatically verified claims, the Invoice Template for a traditional Invoice will then be immediately available for the Provider to submit. If the Provider is configured to generate RCTIs, the RCTI will be created and automatically approved by the system.

Design to Construct Workflow

If the LPG is being used to manage work of a ‘Design to Construct’ nature,  the system can automatically create the Construct Orders associated with Design Orders. When the claim for the Design Order is submitted by the Customer, the Construct Order will be created and progressed as far as possible through the Create Order life cycle.

Invoice Settings

If your company is eligible to issue Recipient Created Tax Invoices (RCTIs) to the Provider on the Contract, ticking this box will automatically generate and submit an RCTI on the Provider’s behalf.  You should confirm with your Company’s legal department before checking this box on any contract.

Checking the ‘Payment Claim’ box allows the Provider to submit part-payment requests.  If this box is not ticked, the Provider can only make a claim for Payment when the order is marked Done.

The system can automatically approve Invoices that are submitted by the Provider instead of a user reviewing all requests through the Worklist. If no exceptions to the automatic invoice approval rule have been defined, all Invoices will be automatically approved by the system.  Exception rules used in conjunction with this setting provide the ability to define ‘safe’ parameters outside of which manual approval is required.  Once a Provider claim has been verified, there is no opportunity for either party to modify the total invoice amount, which may obviate the need to have both manual Claim Verification and manual Invoice Approval.  RCTIs will always have automatic Invoice Approval enabled as there is no possibility of manual intervention after a claim has been approved, removing the need for a second approval process.

Invoices can be configured to be grouped for an automated and regularly scheduled Grouped Invoice submission.

Audit Tolerance

The Audit Tolerance function integrates with a customer specific report that generates lists of events for Audit purposes.

WIP Events

If the WIP Events functionality is enabled for the customer, this can then be turned on at a contract level  to enforce Work in Progress status updates from the Provider.

Service Request Configuration

If this has been configured for the Customer, Providers will be able to submit Service Requests to the customer which are requests for a new order to be issued to undertake work that is related to the original order.

Tips & Troubleshooting

  • Changes to Management tab setting will only affect data added after the change was made. There will be no change to data already in the system

 

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