Retainer contracts section covers the electronic workflow of contracts for contractors working under a retainer contract. To be able to create a new retainer contract for a contractor, it is important to make sure that a contractor has “Retainer/Freelancer” type specified in his or her profile in the roster.
To create a new retainer order, please go to the “All Ret. Contracts” list of the “Retainer Contracts” group in the menu pane and press the “Add New Retainer Contract” link in the right upper corner of the screen (Fig. 10.1):
Figure 10.1 – Creating a New Retainer Contract
A new retainer contract form will be created. Please fill in all the fields in the upper part of the form. The “Contractor” field will be filled by clicking a button to the right of the field and choosing a contractor whose profile type is set to “Retainer/Freelancer” in the roster. A contract number is generated automatically. The “Valid from” and the “Valid to” fields can be filled in by using the calendar tool available next to them. The remarks field is optional. Information entered here will not show on the PDF version of the retainer contract available to the contractor and will only be visible to the Contractual Services team.
Before continuing with the text of the retainer contract, please make sure to tick the “Mark contract tags” box. This will highlight all the fields that have to be filled in manually in the text, such as the type of the service, languages, etc. The sample text of the retainer contract is stored in CMA and can be changed under the “Maintenance Functions” section of CMA. This part will be covered in more detail in the following sections of this manual. The retainer contract form was designed in a way to allow for changes in the text of the retainer contract, so that all possible types of services can be covered by it.
After you finish editing the text, please press the “Save” button to save it, or the “Submit” button to submit the contract for approval (Fig. 10.2).
Figure 10.2 – Working With Retainer Contract Form
We would now like to list all the statuses of the retainer contract on its way through the electronic workflow in a summary below:
"Created" - When a retainer contract form is filled in and saved, the status of the retainer contract changes to “Created”.
"Submitted" - After a contract is submitted to the supervisor of Contractual Services by pressing the “Submit” button for approval, the status of the contract is changed to “Submitted”.
"Checked" - After a contract was inspected by the supervisor of Contractual Services and the “Checked” button is pressed (available in the “Submitted” list), the status of the contract is changed to “Checked”.
"Returned by CMU" - Should the retainer contract be changed, the supervisor of Contractual Services can return the retainer contract by pressing the “Return” button. The status of the retainer contract is then changed to “Returned by CMU”.
"Approved (1st level)" - At this stage the retainer contract is approved by the Chief of DMU. The chief of DMU approves the contract by pressing the “Approved 1st level” button available under the “Checked” list. The status of the contract is then changed to “Approved 1st level”.
"Approved (2nd level)" - At this stage the contract is approved by the Chief of CMS. The chief of CMS approves the contract by pressing the “Approved 2nd level” button available under the “Approved 1st level” list. The status of the contract is then changed to “Approved 2nd level”. It is now important to offer the retainer contract to the contractor. To do so, please press the “Offer” button available under the “Approved 2nd level” list.
"Offered" - After the retainer contract is offered to the contractor, its status changes to “Offered” and it is visible in contractor’s CMA.
"Returned by contractor" - Should the contractor decide to reject the contract, he or she may do so by pressing the “Reject” button in CMA. The status of the retainer contract is then changed to “Returned by contractor”.
"Accepted" - Should the contractor press the “Accept” button, the retainer contract will be signed by using the signature stored in the system, as well as all the necessary details stored in contractor’s profile. The status of the contract then changes to “Accepted”.
"Finished" - After the retainer contract has come to its end, please press the “Finish” button to close the contract. The “Finish” button is available on the retainer contract form for all contracts with “Accepted” status.
"Cancelled" - All cancelled retainer contracts are stored here.
Please note that you can always search for retainer contracts under the “All Ret. Contracts” list of the “Retainer Contracts” section of CMA. You can also view the PDF version of retainer contracts by clicking the contract icon (Fig. 10.3).
Figure 10.3 – Searching for Retainer Contracts