Step by Step Instructions for a "Simple/Basic" Contract Setup

Planning Phase

Create a new contract by clicking ‘+Add’.
1. Major areas of attention
  1. Contract Number and Name
  2. Show on Public Dashboard (used to be ‘send to eGram’). You can control who sees what by setting the access rights
  3. Location – use the drawing tools
  4. Combine Items by: contract, project, category
  5. Project Information
    1. Manager
    2. Number
    3. Title
    4. Engineer

DO NOT SET THE NAME OF THE CONTRACTOR AT THIS POINT

Click ‘Save’ or if you are adding multiple, click ‘Save and add another’.

Click ‘Back’ or the back arrow to return to the Contract Dashboard.

Click ‘Details’ on the contract you just created. Select “Contract and Project Details” in the menu if you are not currently.

Scroll to the bottom of the page

To add more projects to the contract, click ‘+Add’ in the project table. Same Instructions as previous.

Click ‘Back’ to go to the contract information.

To add Items to a project, click ‘Details’ on the specified project.

You can import an item list if you have it in a CSV file format (save an Excel spreadsheet as a CSV file)
You can copy items from another contract/project
You can manually enter items by clicking ‘+Add’.
1. If the category is not available in the dropdown, simply type the category you wish to use. After you use it once and save the item, it will be a choice for you in the drop down menu for future items.
2. Look up the item you wish to use
3. Select Base/Alt
4. Specify Project Quantity and Estimated Price (can look up historical pricing).
Click Save!!!!!

Navigate back to the Contract Menu.

Add any messages, agreements or permits pertinent to the contract.

Set up Funding – this is for the entire contract, and not on a per-project basis

Sources
1. Click ‘+Add’.
2. Numbering your sources just gives it a unique identifier – this can also include letters/names. i.e. 1 or 1-Federal
3. Set Max Funding for that source for the contract
4. Click ‘Save’ or “Save and add another’
5. Click ‘Back’ to go back to the sources page
Splits – some agencies set up their funding split categories as the SAP numbers, others relate it to the item category, etc.
1. Click ‘+Add Category’.
2. Enter in the name
3. Default selection is Final Category
4. Click ‘Add’
5. Under the category, click ‘Split’.
  1. All splits must add to a total of 100%. If you are splitting funding equally between two sources, percent would be 50% for each. If you want to have all items funded through one source FIRST and then the rollover to go to the other source second, enter the first as 100% with a max funding, and then the 2^nd with 0% and no max (or a max, whatever is applicable).
  2. Select Funding Source
  3. Click ‘Ok’.
Item Setup
1. Assign each item funding from the category you wish it to be funded from.
2. If you have multiple funding categories (high level groups, not splits) you can fund an item from multiple funding categories. If you only have one, you must assign all funding to that category.
3. Click ‘Save item funding

Bidding Phase

Bidding Section

bidVAULT user?

If you are an RTVision bidVAULT user, you may use this section to sync data to bidVAULT.
If you are NOT an RTVision bidVAULT user, you will still need to do a few steps here

To move a contract to ‘Bidding’ Status

Under ‘Ad for Bid’ set the ‘Bid Opening Date’ and ‘Release to Public’ date.
Add plan holders – you will need to do this in order to award a winning contractor – that is taken from the list of plan holders.
Post to eAdvert
Create a Planning Ad
If bidVAULT user – sync after closing bids and this will give you bid entries
If NOT bidVAULT user – add Bid Entries

Construction Phase

To move a contract to ‘Construction’ status

Click on ‘Edit’ for the contract
1. Award the winning contractor (there is a field called ‘Contractor’, the list of plan holders shows here)
Make sure funding is set up
Inspections (previously known as Daily Diaries)
IRA - Item Record Account (entering/adding quantities)
1. Transactions
2. Material On Hand
Weekly Diary
Contract Changes
1. If you are adding items through a contract change, you will need to also set up funding for those new items. Go back to Funding > item setup and assign funding to the new items.
Payments
1. You must validate funding before you can select ‘completed’ and ‘completed by’ under the payment information.
2. Click ‘edit’ on the payment.
3. On the left side menu click on ‘funding validation’
4. If there are no red errors showing, click ‘save funding’
5. If there are red errors, fix the errors, and then click ‘save funding’
  1. IF you get an error about item funding needing to be set up, you need to go back to Funding > item setup and assign a funding category to your items. Then, go back to funding validation.
6. Go back to the payment. Click ‘edit’. Click ‘completed’ and select the date. Click ‘completed by’ and select the user. Click ‘save’.
7. Generate a payment document.
Contractor Punch List – new feature – a way to assign ‘to-do’ items to a contractor to complete and mark complete.

Documents & Reports

There are many templates and reports that can be utilized within OneOffice. If you are looking to see which ones are available, follow these steps:

A List of Document Templates: Go to the main OneOffice dashboard page. Open the 9 dot menu on the upper left hand corner. Click on ‘Templates’. There you will see a list of all available templates. The templates are also assigned to certain sections based on their use so, for example, if you’re looking for a payment template, look under the payments section, contract change, look under the contract change section, etc.

Reports: Under contract details, under the 9 dot menu, click on ‘Reports’ (typically a few below payments). There are many reports available here along with different types. One report to note is the Audit report. This report shows all changes made on the site, by whom, and when the change was made. The Daily Diary report is also listed here.

Step by Step Instructions for a "Simple/Basic" Contract Setup

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