ACTION
Upload all Active Contracts, including Master Service Agreements (MSA), Call Off Contracts and Internal Rate Cards
NOTE
This database pulls from Admin Console > Organisation and Database > Assets. If anything is missing go back into the Admin Console for Team Resources and Assets for Equipment and Software Resources to amend.
This database pulls into Proposal/Project - to build & book Work Package and then Invoices
Once assigned all the details are automatically pulled into document templates such as Proposals and Invoices.
Edit Before the Contract is attached to a Proposal/Project the rates can be edited at any time. Once Work Packages are in use you cannot edit existing rates, however you can add new rates
How to create Contracts
Navigate to Contracts
Select ‘Contracts’ via the blue menu bar on the left of the screen
Create Contract
Click ‘Create Contract’ and Input detail in pop-up box
Tick if you want to be notified and define the number of days you wish to be notified before review/expiry date of the Contract.
Click ‘Create Contract’ and it will now appear in the Contracts Index
‘Contract title’ & ‘Contract Number’ can both be edited on contract award and client allocated project title and number to be used
‘Contract with’ is the Company's database you just added plus ‘Anybody’ option. Later when creating a Proposal/Project after selecting a client, you will be asked to select a contract - only contracts attached to the selected ‘client’ and ‘anybody’ contracts will be available for selection
Select ‘is Global’ if you want a Contract to be available to use for all offices in your organisation
If the Company you want to attach is missing you can do a quick add by selecting the blue plus button.
By using the 3 dots on the right of a contract users can edit, clone, delete and add it to the dashboard on the home page of Proteus
Add Notes and Files to the contract for all other users who have access to this Contract. Files can either be created or uploaded from external sources
Navigate the Files Section by filtering by file type. For complex Contracts you could consider adding folders
Review T&Cs
This section is optional and is not required to complete the Contract
Navigate to ‘T’s & C’s’ via the white horizontal submenu
Review payment terms and add markups
Click ‘Save’.
‘Payment terms’ pull into the invoice template and calculate the due date.
‘Payment terms’ are defined in the Admin Console, however if new terms are written here they will supersede the Admin Console terms
‘Markup on’ dont pull anywhere in proteus - these are just here as internal guidelines
Create Labour Rates
Navigate to ‘Labour Rates via the white horizontal submenu
Click ‘Create Rate Table’
Input rate table name and select rate type (hour/day) and timesheet unit
Review tick box ‘Rates to be overridden at the Proposal level’
Populate the charge out matrix with required rates for this contract
Click ‘Submit’ and repeat for all rate tables.
‘Rate Type’ the unit you want to appear on proposal, track resource progress and invoice in
‘Timesheet unit’ the increments people can book their time in tracking
‘Rates to be overridden at the Proposal level’ if not selected, the rates will pull into proposal/project locked and cannot be manually overwritten.
‘Rates to be overridden at the Proposal level’ if selected, there is currently no rules/Audit trail for changed rates - so use this functionality with caution
This is charge out to clients, that will appear in proposal, track resource progress and pull into invoices
Notice this is the same matrix as the Admin Console Organisation Average Cost
Estimated Proposal and Project margins are calculated and displayed in Proteus using the Admin Console ‘average cost’ and Contract ‘charge out’
If a cell cannot be entered, it means the corresponding ‘average cost’ has not been entered in the Admin Console - which would corrupt margins. A rate will need added first to the Organisation
Any new/missing disciplines or grades will need added first to the Organisation so that it can appear in contract matrix
Multiple rate tables allows you to have multiple rates on contract eg hourly, daily, onshore, offshore, mobilisation/demobilisation, over time etc
Create Software / Equipment Rates
Navigate to ‘Software Rates’ or ‘Equipment Rates’ via the white horizontal submenu
Click ‘Create Software/Equipment Rate Table’
Input rate table name and select rate type (hour/day) and timesheet unit
Review tick box ‘Rates to be overridden at the Proposal level’
Select the Assets you want to add to this rate table and populate the charge out rate
Click ‘Submit’ and repeat for all rate tables.
‘Rate Type’ the unit you want to appear on proposal, track resource progress and invoice in
‘Hours per day’ the number of hours assets can be utilised for the applicable rate
‘Rates to be overridden at the Proposal level’ if not selected, the rates will pull into proposal/project locked and cannot be manually overwritten.
‘Rates to be overridden at the Proposal level’ if selected, there is currently no rules/Audit trail for changed rates - so use this functionality with caution.
This is charge out to clients, that will appear in proposal, track resource progress and pull into invoices
Estimated Proposal and Project margins are calculated and displayed in Proteus using the Asset ‘average cost’ and Contract ‘charge out’
If a cell cannot be entered, it means the corresponding ‘average cost’ has not been entered in for this Asset - which would corrupt margins. An item and rate will need added first to the Asset before it can be used in a Contract Rate Table
Any new/missing Assets will need added first to the Assets so that it can appear in contract rate table
Multiple rate tables allows you to have multiple rates on contract eg hourly, daily, onshore, offshore, mobilisation/demobilisation, over time etc