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This article is about activating this module as an implementation consultant. For more detailed information on how to manage or use the concepts in this module as an application manager or a user (for instance, details on how to create an object), see the related module in the application managers and/or Users part of this knowledge base: Application Managers / Users |
1. Contracts in general
Contract management in general is the systematic process of handling contract creation, analysis, and maintenance to maximize operational and financial performance while minimizing risk. It is essential for businesses to effectively manage agreements with customers, suppliers and partners.
Effective contract management involves several critical activities:
Monitoring: Tracking relevant contract details
Renewals: Managing changes and ensuring timely renewals to maintain continuous operations.
Record Keeping: Organizing and maintaining contract documents for easy access and reference.
Risk Management: Identifying and mitigating potential risks associated with contract terms.
Overall, contract management enhances contract oversight, improves financial transparency, and supports informed decision-making, ultimately contributing to the efficient management of the organization’s contractual obligations and assets.
2. What is this module about
For more information on the content of this module, including detailed descriptions of some of the core components, see: Contract module in the 'Application Managers' section.
3. Why use this module
This module centralizes all relevant contract data in one place, providing clear and immediate access to contract details. Users benefit from automated reminders and reports, ensuring awareness of upcoming contract terminations and deadlines. This proactive approach helps prevent human error and facilitates timely renewals or negotiations.
Additionally, the module offers clear insights into the financial implications of contracts, allowing for better budget management and financial planning. By integrating with other modules, users gain comprehensive visibility into active contracts related to buildings and assets. For example, if a work order is created for a malfunctioning piece of equipment, the system can identify and link any active maintenance contracts associated with that asset. This integration ensures that service desk users are aware of existing service agreements, facilitating more efficient and cost-effective resolution of issues.
3.1 Choices to be made within the module
Apart from the basics that are always available in this module (contract registration including financial details per period and contract reminders) the most relevant additional choices that can be made when using this module are the following:
1) Linking objects to the contract items
2) Indexation
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If the contract module is also going to be used to track and report on the financial components of a contract (creating contract items with a price per period), should these contract items also be linked to the relevant master data objects (buildings, areas, assets)? By doing so, more cross module insights can be used (e.g. insights in active contracts for when a request is created regarding a malfunctioning asset, if that asset is linked to a (maintenance) contract with a supplier). If this is desired, make sure the relevant master data modules are also implemented.
Is the contract indexation function relevant to be used? This is most likely only relevant in case of contracts for which the customer is receiving money, instead of paying it (as in the second case, the new prices will likely be determined by the supplier). Via the indexation function, the prices of a selection of contract(item)s can easily be indexed with a certain amount or percentage. Next to using the indexation option to index contracts automatically, it is also possible to use the option to automatically generate index letters (emails that can be send to the contract parties involved, informing them on the new prices). This feature needs to be enabled via the Contract module settings. For more information about this functionality, see Contract management (users)
Are the contracts also going to be invoiced via Workplace Management? This is most likely only relevant in case of contracts for which the customer is receiving money, instead of paying it. In this case, the outgoing invoice module, including contract invoices runs should also be implemented. For more information about this functionality, see Contract management (users), Outgoing invoices (users) and Invoice runs (users)
4. How to activate this module
As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and 3 admins). For more general information about these 'Module activation' options, see Module activation.
4.1 Prerequisites before enabling this module
The contract module does not require any other modules to be activated before. However, if you want to be able to link a specific building, area and/or asset to a contract item, these modules will need to be activated first. Otherwise, it is only possible to create generic contract items, not liked to any object.
For more information about these modules see:
4.2 Module activation
For this specific module activation, multiple settings and options apply:
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Settings to be determined:
Send notifications: Enable this option to set the default value for the option to send a contract reminder for each new contract that is created. This option can be altered per new contract that will be created and the setting here only applies to the default value..
Default number of days before term of notice period notifications send: With this you can determine how many days before the end date of the term of notice period of a contract a reminder must be sent. This will be set as the default value for each (new) contract. When registering a contract, this value can always be adjusted per contract. When 30 days is filled in here, a notification will be send 30 days before the term of notice date.
To whom a contract reminder must be sent must be entered when
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creating or editing an actual contract
4.2.1 Workflow emails
The emails that are automatically sent via the workflow (for this module, only the reminder email when a contract period is ending) are also generated and shown in the include on the module activation after the module activation is started. If the customer does not want to use one or more workflow emails, the emails can directly be deleted from the overview. For more information on workflow emails: Standard Workflow emails
For a detailed description of the emails sent via the workflow, see: Contract module in the 'Application Managers' section.
4.3 Data imports
When activating this module, some data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).
Relevant data imports become available in the module activation after the activation has been started. Default data imports can also be found on the admin startboard (only for level 2 and level 3 administrators).
For more information on data imports in general, see: Data imports
If the Contract module is activated, the following default import connectors become available:
Reference | Name | Description |
|---|---|---|
FMB-F-110 | Import contracts | This import can be used to import the plain contract data (e.g. name, start date, contract parties, etc). Be aware, this does not have the option to import the actual contract file |
FMB-F-111 | Import contract period schemes | This import can be used to import the contract periods |
FMB-F-112 | Import contract items | This import can be used to import the actual contract items (general or linked to buildings, areas and/or assets) per relevant contract period |
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About importing contracts: Due to the complexity of importing contracts and all the related objects, importing contracts is not included in the scope of the project. A separate time estimation is made for this. Default templates are available, however, manual work needs to be done to make sure contracts are configured correctly in Workplace. For example, uploading pdf documents and verifying the imported data. |
4.4 System groups
When a module is activated, system groups become available that can be assigned to user profiles. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).
For more general information on user profiles, system groups, users, and the user profile dashboard, see:User management
For the Contract module, the following system groups become available:
Reference | Name | Description | License needed |
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GOB-G012 |
| Group gives viewing rights to contracts | Limited user |
GOB-G010 |
| Group gives access to creating and editing contracts | Full user |
FMB-G033 |
| Group gives access to index options of contracts (via the navigation menu and a tab per contract) | Full user |
FMB-G081 |
| Group gives access to the menu option "Management dashboards" for the contracts module, as well as access to the relevant objects to view this content of the dashboards. | Limited user |
Via the 'User profile management' option on the administrator startboard, these system groups can be assigned to existing user profiles or add them to newly created user profiles.
4.4.1 Relevant system groups from other modules:
For some modules, other (master data) modules might be of importance, in order to be able to fully use this module.
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Reference | Name | Description | License needed |
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GOB-G007 | Edit buildings and areas | Group gives create and edit rights on buildings and areas | Full user |
GOB-G008 | Edit assets | Group gives create and edit rights on assets | Full user |
In case of contract invoicing, the following system groups can also become relevant from the (outgoing) invoice module:
Reference | Name | Description | License needed |
|---|---|---|---|
FMB-G132 | Create outgoing invoices | Group gives rights to create outgoing invoices | Full user |
FMB-G022 | Financial administration | Users with this group have view rights on all objects related to the financial administration and have create and edit rights for invoices as well as the workflow tasks to submit and send invoices | Full user |
FMB-G032 | Financial manager | Users with this group can create and edit all the objects related to the financial administration. | Full user |
FMB-G028 | Invoice run editor | Group has the rights to create invoice runs for contract invoicing | Full user |
FMB-G030 | Invoice run reviewer | Group is used in the workflow for contract invoice runs to approve the generated amounts (before the actual invoices can be generated) | Full user |
4.5 Navigation menu and startboard options
When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups). Next, a module-specific key user startboard tab becomes available for that particular module and is visible depending on the user's authorizations. This tab gives users insights and day-to-day work overviews relevant to the specific module.
For more general information on the navigation menu and startboard, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/441712705/Authorizing+users#2.2-Navigation-menu-and-Startboard
For the Contract module, the following navigation menu options become available:
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Navigation menu option | Available to system groups | Description |
|---|---|---|
Contracts |
| The option to search for all contracts. |
Prices changes |
| Via this option, the prices of a selection of contracts can be changed in bulk on a specified date, by a fixed price, percentage or additional amount |
Indexing |
| Via this option, (a selection of contracts) can be indexed based on pre-defined indices (see ‘Indices’ navigation menu) |
Generate indexation letters |
| Only available if indexation letters are used (based on a contract module setting). Via this option, actual indexation letters can be generated based on indexed contracts |
Index letters to be processed |
| Only available if indexation letters are used (based on a contract module setting). Via this option, the generated indexation letters can be reviewed and send to the contract parties involved |
Indices |
| Via this option, indices can be created and managed. |
Contracts dashboard | Management dashboards contracts | A management dashboard with overviews and graphs related to contracts |
For the Contract management module, the following starboard tab becomes available:
This tab is available for the following system groups:
Contract manager
Management dashboards contracts
This startboard tab has some buttons similar to the navigation menu options with the same names. Next to that, this tab has the following includes (both are only visible if they contain data):
Contract registrations that have not yet been completed: If a contract was being created (Contract + function), but it was not finished before the user left this process, it will show up in this overview.
Contracts not yet renewed with a notice period within 90 days: This overview shows all contracts not yet renewed with a Term of notice within 90 days.
5. Additional reports
Additional reports can be available for some modules via the ‘Reports’ navigation menu option.
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For the contract management module, there are reports available via:
Navigation menu reports: A long list of reports related to contract available for the contract system groups.
Management dashboard: A management dashboard for contracts is available in the ‘Contracts’ navigation menu for the ‘Management dashboards contracts’ system group, with overviews and graphs related to contract (New vs terminated, value in/decreases, etc.):
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6. Additional settings and options after enabling
For
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most modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.
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To navigate to all Contract module settings, go to Modules settings → tab Contracts. Hover over the available settings to get more information.
7. Additional information
No additional information currently.
8. User manual
For the user manual with a more step-by-step explanation of the process itself, see: Contract management for (end)users.
9. Q&A
Waiting for questions to be answered
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How to navigate to the module activation
To start the solution-based rollout for Contracts:
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Click on the “Module activation” tile.
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Select the “Available modules to roll out” tab and select Contracts.
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click on the “Rollout selected module” button.
This will provide you with a short explanation like the one below.
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After this a new page will open:
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Steps to follow
Step 1 Adding the contract types
Contract types are used to distinguish between contracts and are not mandatory. To add different contract types:
Navigate to the include at the bottom of the page called Contract types (0)
Click: new
Fill in name of the contract type
Step 2 Settings to be determined
Tip: We go over the settings in the table below. However, hovering over the field you are filling in will often provide you with the same help text:
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Setting
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Description
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Send notifications
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If set to yes, contract notifications will be sent to a default recipient set under notifications on the contract page. These notifications are automatically generated based on the settings for this per contract.
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Default number of days before term of notice period notifications send
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This determines when the notification is send. When 30 days is filled in here, a notification will be send 30 days before the term of notice date.
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| title | Pre-defined settings |
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There are some predefined settings. If these need to be adjusted this should be done via the "Module settings" button on your startBoard > ‘Contract’ tab .
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Setting
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Description
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Use contracts
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If set to yes Contracts can be created in this environment.
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Auto create period
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If set to yes, contract periods will be created automatically in case of automatic renewals.
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Notifications in past
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You can indicate if notifications with dates in the past should be generated.
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Default contract category wizard
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The category in which new contracts will be created.
Step 3 Start module activation
What happens when clicking the green Start button in this wizard step?
You move on to the next page of the Wizard.
Relevant imports are created, in the next step we will go over these imports
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| title | Authorizations |
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The following groups can be assigned to users:
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Group
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Reference
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Comment
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2. View contracts
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GOB-G012
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Group gives viewing rights to contracts
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4. Contract manager
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GOB-G010
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Group gives access to creating and editing contracts
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6. Contract notifications
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GOB-G032
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Contact receives contract reminders in the context of a contract
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7. Management dashboards contracts
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FMB-G081
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Group gives access to the menu option "Management dashboards" for the contracts module, as well as access to the relevant objects to view this content of the dashboards.
Step 4 Check data and close the module activation.
On the next page we can check all items that have been created. This also contains a checklist we can follow.
The import file created in this module activation is the import for contracts, contract period schemes and items. To download the import template:
navigate to the “Relevant imports” include
Click Generate import template
Click the download icon next to the loop to download the template.
Send files to the client
Import files receives and approved
If relevant, check if contracts, contract items en period scheme objects are imported successfully. When the properties and areas are already imported when Initializing the environment these boxed can be checked directly.
Click Upload import file and upload the import file obtained from the customer.
If everything is handled we can close the rollout by clicking the close button, Contracts will now be shown as a NavigationMenu option.
Where do I find the settings I selected
General contract settings can be found in the client settings: press the ‘Module settings’ tile on your startBoard > 'Contract’ tab.
Summary
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Steps in the module activation:
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