Administrator Use of Contractual Changes

✏️Note: The add/modify operations for items with an approval chain (e.g. purchase orders) are blocked when the item status is approved.

Define the authorized change types for all purchase orders

Define the authorized change types for a specific purchase order

Manage approval chains for groups

Manage contractual change groups and types

Manage role permission for contractual change groups and types

Define custom fields for all contractual change groups

Define the Authorized Change Types for all Purchase Orders

Defining a default type means that the contractual change type will be authorized by default for all purchase orders. The default change types will generally be those recommended by Aidi (i.e. Directive and Change order (CO)). To make other types of modification (e.g. Amendment, Penalty, Administrative CO, etc.) default after their creation (the menu displayed for creation/modification is the same), you need to perform the following steps.

Open the Admin section and select Contractual changes. Click on the Edit button associated with the change you want to update. In the creation modal, check the box By default on PO and click Save.

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Define the Authorized Change Types for a Specific Purchase Order

Prerequisite

• Purchase order

Steps

• Access the Purchase order page from the Execution section.
• Double-click on the purchase order for which you want to authorize change types.
• Access the Purchase order information section and select the types of change you want to authorize from the dropdown list.

The type of changes are displayed in this section.

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Manage Approval Chains for Groups

Prerequisite

• Purchase order

Steps

• Access the Purchase order page from the Execution section.
• Double-click on the purchase order for which you want to define an approval chain.
• Go to the Configure approval chain section.
• Read the article Configuration of approval chain for more detailed steps.

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Manage Contractual Change Groups and Types

Access the Contractual changes section from the Admin menu.

This page allows you to perform the following actions:

• Add a new contractual change group.

• Add a new type of contractual change.

• Edit the information related to a group or a type of contractual change.

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Manage role permission for Contractual Change groups and types

Access the Access section from the Admin menu and click on the Create button.

1. In the creation modal, select the role for which the permission has to be created.
2. Select the resource to add a permission:
   • Contract_modification_1 to 10
     • The number indicates the order in which the group is displayed.
     • Define access to all group types.
   • Contract_modifictaion_approval_1 to 10
     • The number indicates the order in which the group is displayed.
     • Define when a person can approve approval chains linked to the group.
     • The write privilege (add/modify) must be the only access added.
   • Contract_modifictaion_cause_1 to 10
     • The number indicates the order in which the group is displayed.
     • Defines accesses for the Causes box for the group contractual changes.
   • Contract_modifictaion_circuit_1 to 10
     • The number indicates the order in which the group is displayed.
     • Defines who can view the approval chain.
     • The read privilege (consultation) must be the only access added.
   • Contract_modifictaion_data_1 to 10
     • The number indicates the order in which the group is displayed.
     • Gives access to data linked to the contractual change group (may be required for other functions).
     • The read privilege (consultation) must be the only access added.
     • It is recommended to give this permission for all groups on all roles to avoid errors in the application.

✏️Note: Granting access to this permission will not allow the user to consult the contractual change pages of one or more groups.

1. • Contract_modification_estimated_costs_1 to 10
     • The number indicates the order in which the group is displayed.
     • Defines accesses for the Estimated amount field in the Cost section.

3. Select the Privilege according to the need and the resource.

4. Save.

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Define custom fields for all Contractual Change groups

Access the Custom fields menu from the Admin menu and click on the Create button.

1. Name the new field
2. Select an entity (change notice or change order)
3. Select the type of information the new field will require (check box, text, date, dropdown, etc.)
4. Save.

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