Arguably the most important part of the project management process is contracting. A written contract protects both you and the other contracting party by outlining all work to be completed and under what terms. In order to minimize risk and maximize performance, the contract must clearly define the scope of work, payment terms, and time of performance. RedTeam Flex keeps you organized and on track in accordance with the terms of all of your contracts, as well as any changes that may be made for the duration of the job.
Keep in mind that many processes (Transactions) in RedTeam Flex exist within one or more larger Procedures. You may want to view these Procedures for more context on a subject. Be sure to use the RedTeam Flex articles to search for any other questions or issues you may have.
1. Upload Customer Contract and Contract Documents
All documentation related to your contract with the owner, including but not limited to the signed executed contract itself, can be uploaded and stored in the Contract Documents section of a Project. These documents, in addition to the signed contract with the owner, may include permits, proposals, Notice of Commencement, etc. As Change Orders are issued on a Project and returned, the signed copies will also be stored here.
Keep in mind that Contract Documents in RedTeam do not include the set of Plans & Specifications, which are uploaded in the Scope tab (for more info, search for the Wiki: "Plans and Specifications"). Additionally, RedTeam has separate sections for Schedules and Customer Invoices (payment applications) which should not be entered here (for more info, search for the Wikis: "Manage Schedules" and "Manage Customer Invoices")
Steps:
From the Project Home Menu, select Customer Contracts. Or go to the Contract tab.
Click the Files icon next to the Original Contract (Scope 00)
Click the Add (+) icon, and choose the option Add Contract Document.
Select the Scope the document is related to (original contract scope or a change order). Enter the name of the document you are uploading and the date.
Drag and drop the file, or click + Add File to browse for the file on your computer. Click Save when you are ready.
2. Commit a Contract Document
Once a Contract Document has been uploaded to RedTeam Flex and you have reviewed the file and its information (name, date, file, etc.) you can Commit it. Once Committed, you will not be able to modify or delete the document (you can Cancel to make it inactive, however). Committing will also prevent other users who can access this Project from modifying or deleting the document.
Steps:
From the Project Home Menu, select "Customer Contracts"
Click the Files icon next to the Original Contract (Scope 00)
Locate the document in the list of contract documents
Click the Tools icon, and click Commit.
3. Create a Vendor Buyout Commitment
Subcontract Agreements, Purchase Orders, Subcontracts, Task Orders, and any other forms of commitment to purchase goods or services are referred to as Buyout Commitments in RedTeam Flex. Your company can have as many forms of commitment as you need, and they are set up in the Configuration menu. Buyout Commitments are typically issued once you have signed and executed a formal contract with your Customer; however, you can begin drafting them in RedTeam Flex as soon as a Project is in Request status.
In addition to Commitments that are issued to your Vendors and subcontractors, you can issue Commitments to your employees to authorize and commit time and expenses on the Project. For more information on creating these employee Commitments, see the article Understanding Expense and Labor Authorizations.
Steps:
From the Project's home menu, click Vendor Commitments OR navigate to the project's Buyout tab
Click the +New icon.
Select a commitment template from the list to create a subcontract. Use the search bar to find the desired type.
In Step 1, search and select the vendor from the dropdown or add a new Vendor
(Optional) If you have received a Quote from the Vendor on this Project, you can click the checkbox to include it in this commitment & close the quote
In Step 2, enter the required contract terms, such as cost code, payment terms, bill to, etc.
In Step 3, outline the scope of the contract by adding items to the Commitment
In Step 4, (optional) verify the vendor's required credentials, or add additional from the dropdown
In Step 5, (optional) click "Add" to add any Submittal items you require from this Vendor
In Step 6, add any attachments you would like to include with the Commitment
In Step 7, review the Confirmation details and click "View Commitment" to review your Commitment
4. Commit a Buyout Commitment
Once a Buyout Commitment has been successfully created and reviewed, it may be committed. Committing will authorize it and contract terms will no longer be available to be edited. It also may not be deleted. Draft buyout commitments appear green in the list of commitments. After committing, they will appear blue. Once committed, Step 8 (Source) will become available and allow users to upload the signed and returned Commitment from the Vendor.
💡TIP:
If you do not have the option to Commit a Buyout Commitment (the option is grayed out), first click Edit and check the Verify Credentials step. If there are Credentials missing or expired, most likely your company settings do not allow the document to be Committed until the Credentials are all loaded and up to date.
To check your company's settings, go to the Configuration menu > Commitment Forms and Edit the Commitment to view the settings.
Steps:
Find the draft commitment in the list of Buyout Commitments. Then, click the tools icon and select Commit.
5. Execute and Upload a Signed Commitment
Once a Buyout Commitment (subcontract, purchase order, etc.) has been created, committed, and issued to the Vendor, it will be reviewed by the Vendor, signed and returned. This returned document can now be scanned and uploaded as an attachment to the original Buyout Commitment in RedTeam Flex. To upload the document, the original Commitment must be in a committed status (blue).
Suppose you do not have the ability to Execute a Commitment. In that case, your Commitment has likely been Configured to require all Vendor Credentials required for this particular Commitment to be on file and up to date. To verify, Edit the Commitment and go to Step 4.
Steps:
Locate the Commitment in the list of Buyout Commitments, it should be in Committed status in order to be able to Execute.
Click the tools icon, under the Change Status option, and select Execute.
In Step 8, change the status to Executed (if Executed is not available, go to Step 4 to Verify Credentials)
Click the "Add Files" button to browse your computer or drag & drop the source file into the upload box
If you added files as attachments, after you select your files, click Start Upload.
Click Close when you are done.
