How to manage a contract

A contract officer is responsible for the management of a contract in LOGIQC QMS.  Once a contract is added they will either escalate the contact for approval, reject the contract and unpublish it or request further action. 

Additionally when a contact comes up for review, the contract officer will either decide no action is required and therefore push the review date to a later date, request a review by a review officer, un-publish the contract because it is no longer relevant or escalate to an approval officer for their review and approval.

Managing a newly added contract

When a contract has been added, a contract officer will receive a 'Manage contract' task

manage_contract_task.PNG

  1. In 'My tasks' click the on the Contract name link in the Description column.
  2. Review the 'Contract details form' (scroll up from the 'Task options' window to view)
  3. Select from the task options and complete required fields.  To view the contract, click on 'Open contract'
  4. Select 'Save'

Task options explained

Escalate contract to approval officer

manage_contract_1.PNG

Select if you are happy with the contract details and are sending the task on to an approval officer.

Required fields:

  • Contract start date
  • Contract expiry date (only if the 'No expiry date' check box is not ticked)
  • Contract review date
  • Contract managers recommendations

The contract item is sent to the assigned approval officer.

Assign a contract to an officer for review

manage_contract_2.PNG

manage_contract_2_1.PNG

Select if you would like a review officer to review the contract.

Required fields:

  • Contract start date
  • Contract expiry date (only if the 'No expiry date' check box is not ticked)
  • Contract review date
  • Instructions for review - Contract managers instructions for the review officer
  • Review officer
  • Due date for review

The contract item is sent to the review officer 

Un-publish contract

manage_contract_3.PNG

Select if you decide that the contract is no longer required or valid

Required fields:

  • Comment - Contract manager to provide comments explaining why the contract was unpublished

The contract moves to the unpublished tab in the Contracts register

Managing a contact due for review

When a contract is due for review a 'Manage Contract' task is sent to the Contract Manager.

manage_contract_task.PNG

If the contract has an expiry date and the contract has expired, the contract officer will receive a 'Contract Expiry' task.  This is treated the same way as a 'Manage contract' task.

contract_expire_task.PNG

  1. In 'My tasks' click the on the Contract name link in the Description column.
  2. Review the 'Contract details form' (scroll up from the 'Task options' window to view)
  3. Select from the task options and complete required fields.  To view the contract, click on 'Open contract'
  4. Select 'Save'

Task options explained

Escalate contract to approval officer

2_manage_contract1.PNG

Select if you want to send the contract to the Approval Officer.

Required fields:

  • Contract start date
  • Contract expiry date (only if the 'No expiry date' check box is not ticked)
  • Contract review date
  • Contract manager's recommendations - Comments for the approval officer to consider when approving the contact.

Contract moves to Approval Officer

Assign contract to an officer for review

2_manage_contract2.PNG

2_manage_contract2_2.PNG

Select if you want to send the document to another officer for further review prior to approval.

Required fields:

  • Contract start date
  • Contract expiry date (only if the 'No expiry date' check box is not ticked)
  • Contract review date
  • Instructions for review - Contract managers instructions for the review officer
  • Review officer
  • Due date for review

Contract moves to Review Officer.

Un-publish contract

2_manage_contract3.PNG

Select if you do not want the document to appear on the register.

Required fields

  • Comments
  • Contract start date
  • Contract expiry date (only if the 'No expiry date' check box is not ticked)
  • Contract review date
  • Comments - Contract officer to provide a reason to un-publish the contact.

Contract workflow terminated and contract moves to the Un-published tab in the Contracts register.

Re-schedule review to a future date

2_manage_contract4.PNG

Select if you want to push the review of the contract to a future date

Required fields:

  • Contract start date
  • Contract expiry date (only if the 'No expiry date' check box is not ticked)
  • Contract review date - adjust the date to a date in the future

Task will come up for review as a 'Manage contract' task on its review date.

 

Have more questions? Submit a request

Comments

0 comments

Article is closed for comments.