How to create a New Contract once a Provider has been assigned to a Panel in 360 internal portal

Step-by-step guide

To create a new contract boilerplate 

1. Sign-in to https://360users.apetsoftware.com.au/ as a Boss or a Contract Manager

2. From the main menu, click. Panel

3. Click on Search All
4. Click on More Details the relevant panel tile
5. Click Panel Members 
6. Click Management Actions
7. Click Set Contract 
8. Click New Contract 
9. Click Save 
10. Click Management Actions
11. Click View Contract (navigate away from this page) 
12. Click Contract Actions 
13. Click Edit/Manage Contract
    1. General Information 
       1. Contract Name:    
       2. Type: Select Panel  
       3. Contract Details: (Description of the goods or services procured, list of variations, and other information about the state of the contract)
       4. Start Date: (Date in the future) 
       5. Initial Term: 
       6. Executed Date: ("Contract execution is a system event in which all appropriate parties sign the contract and the contract becomes a legal entity).  
       7. Add File: (i.e. Executed Contract) 
    2. Parties
       1. Provider: (Edit Details or Find Provider) 
       2. Auto sync provider details? (Choose this option if the contractor details should auto sync with their provider details entered in public portal).
       3. Contact information: (List any relevant contract information, i.e. you might list the different personnel for the contractor and when you can call them) 
    3. Establishment & Delivery Assurance
       1. Established through: (Search for the 360 request that was used and link it to the contract) 
       2. Establishment Process: (Provide details on how the contractor was awarded this contract (Optional)) 
       3. Delivery Assurance Info: (Deliverables, milestones, performance management information, KPIs, and other measures to assure the contract delivers value for money.)
    4. Costs & Performance
       1. Initial value: (The contract value at the start of the contract period) 
       2. Current Value: (Contract value after any variations) 
       3. Spend to date (internal): (Track how much has been paid to the Contractor to date) 
       4. Totals inclusive of GST?
       5. Performance (internal): (Track the Contractors' Performance over the term of the contract)
       6. Performance notes (internal): (Keep notes on why a Contractor Star rating is what it is) 
    5. Disclosure / Information Sharing
       1. Shared with colleagues? (Choose this option if all request managers and reporters are allowed to see this contract and its files once the contract has been signed)
       2. Shared with members? (Choose this option if all member organisations can see this contract and its files once it has been signed. The internal notes are never visible to member organisations).
       3. Public information:? (If any of the options above are selected, and the contract is signed, the contract will be listed in 360's public portal (sorted by Start Date).
14. Click Save 
15. Click Staff & Contractors
    1. Tick the Contract Manager access rights 
    2. Click Save 
    3. Click on Contract Dashboard.  
16. Click Panels (To view/manage panels that use this contract) 

17. Click Clauses (To view and manage clauses)

    How Contract Clauses Work

    Each written contract has terms and conditions that trigger follow-up tasks.

    360 is designed to help manage the follow-up tasks by:
    1. Notifying the contractor that an obligation is due
    2. Reminding the contact manager that a performance review is due
    3. Allowing the contract manager to record notes and enter a performance rating for the contractor against each contractual requirement and the contract as a whole

18. If applicable, review any existing Clauses by clicking More Details on each of the clause tiles.

19. Click Black

20. If additional clauses are required, Click New Clause
    1. Clause Details
       1. Principles: (It will list any templated principle and supporting clauses within the dropdown list; if you see a principle/clause that applies to your contract)
       2. If a relevant principle exists, select the Principles from the dropdown list and move on to b.Print Options 
       3. If no relevant principle exists, Heading: (Enter the name of the clause you are creating for this contract) 
       4. Type:
          • Standard Clause: (Clause that does not require an obligation or reminder to be set in 360)
          • Deliverable: (A clause with an obligation, i.e. reminding the contractor to do something)
          • Recuring Deliverable: (Clause with a deliverable that must recur over the contract period, i.e. sending an itemised invoice every month)
          • Performance Review: (A reminder to the contract manager that they are to schedule and complete a performance review)
          • Recurring Performance Review: (Recurring reminder to the contract manager that they are to schedule and complete a performance review)
       5. Clause: (Copy and paste the contract clause from the contract)
    2. Print Options
       1. Heading Level: (Choose a level for document creation purposes) 
       2. Page Break: (Document creation purposes) 
       3. Click Save
       4. Click Back

21. Click Obligations (There is an obligation status information on the tile so you can see what is due etc., at a glance) 

    How Obligations Work

    When the contractor must deliver something, they have an “Obligation”.

    Once an obligation has been scheduled, it is visible to the contractor, and they can:
    1. Receive up to three notifications (1st, 2nd, and date-due)
    2. Read the clause and follow its instructions (if specified)
    3. Communicate with the contract manager (via a direct message thread)

    Important! Obligations are visible to contracts the moment they are scheduled.

22. Click Actions on the relevant obligation tile
23. Click Edit/Schedule Obligation 
    1. Contractual Requirement & Instructions
       1. Instructions to contractor: (Write any instructions to the contractor regarding their clause obligations) 
    2. Schedule
       1. Task due date: (The contractor is notified, and the obligation turns/stays red after the due date has expired).
       2. 1st (amber) notification: (The contractor is notified, and the obligation turns amber (optional)) 
       3. 2nd (red) notification: (The contractor is notified, and the obligation turns red (optional)) 
    3. Performance (internal information)
       1. Task started: (The date that a task was initiated) 
       2. Task closed: (The date that the task was finalised (allowing you to track how long a task took from start to completion)) 
       3. Task performance: (Important, this is in relation to this obligation only, not as to the contract as a whole) 
       4. Task notes: (Keep notes on how the task is tracking and any performance items (Good or Bad) that you might need to keep track off) 
       5. Performance actions: (By clicking this, it will allow you to, 
          • Score Contract overall performance:
          • Record Notes for contract:  
       6. Suspend from all panels: (No (Default) or Yes - temporarily disassociate the provider)
    4. Click Save 
    5. Click Back
    6. Click Back again 

24. Click Reminders

    How Reminders Work

    When the contractor manager must do a performance review or something similar, they set a “Reminder”.

    Unlike obligations, reminders are never visible to the contractor. They are for the contract manager, so they can:
    1. Receive up to three notifications (1st, 2nd, and date-due)
    2. Read the clause and follow its instructions (if specified)
    3. Communicate with the contractor (via a direct message thread)

    Important! The reminder's clause and instructions are not visible to the contractor, but please be aware that the contract name is included in the direct messages.

25. Click Actions on the relevant reminder (There is a reminder status information on the tile so you can see what is due etc., at a glance) 
26. Click 
27. Click Edit/Schedule Reminder 
    1. Clause Requiring Review & Instructions
       1. Instructions to manager: (Write any instructions to the internal contract manager regarding how to action the reminder)
       2. Task due date: (The contractor is notified, and the obligation turns/stays red after the due date has expired)
       3. 1st (amber) notification: (The contractor is notified, and the obligation turns amber (optional))
       4. 2nd (red) notification: (The contractor is notified, and the obligation turns red (optional)) 
    2. Performance (internal information)
    1. Task started: (The date that a task was initiated) 
    2. Task closed: (The date that the task was finalised (allowing you to track how long a task took from start to completion)) 
    3. Task performance: (Important, this is in relation to this reminder only, not as to the contract as a whole) 
    4. Task notes: (Keep notes on how the task is tracking and any performance items (Good or Bad) that you might need to keep track off) 
    5. Performance actions: By clicking this, it will allow you to, 
       • Score Contract overall performance:
       • Record Notes for contract:  
    3. Suspend from all panels: (No (Default) or Yes - temporarily disassociate the provider)
    4. 1. Click Save 
       2. Click Back
       3. Click Back again 

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