Unanet would like to thank Eric Cochran and deciBel Research for their contribution of a Contract Brief template for this Knowledge Center entry.
Title: Quick Topic - Contract Management, Modifications, and Contract Briefs
The page below outlines information related to Contract Management, Modifications, and Contract Briefs.
What’s covered in this document:
Below are three methods for tracking contract modifications in Unanet. You will want to assess early on which method you want to use for Contract Modifications.
Just as Project Management is an expertise with standard methodology, so is Contract Management. Contract Management is a process.
Contract Management is an administrative effort centered on compliance with the rules and regulations that govern the relationship between the contractor and the Government.
The Contract Management process should apply to all the contracts (with customers as well as with suppliers and subcontractors).
A Contract Brief is a document. Contract briefs contain information including but not limited to statement of work, contract funding, ceilings, fees, requirements, waivers, modifications, contacts, and relevant FAR clauses. Contract Briefs are required for certain types of contracts for which the federal government is the ultimate customer whether the user firm is a prime contractor or a subcontractor (any tier). The requirement arises out of the clause at FAR 52.216-7, Allowable Cost & Payment (attached here with highlighting of the sections discussed here) which is mandatory in all cost reimbursable and T&M contracts. It is one of the schedules that may be required in contractors’ annual incurred cost proposals. A copy of the clause is attached with highlighting of the sections discussed below.
The clause identifies the contract brief as “Supplemental Schedule O” of the required annual Incurred Cost Proposal. The FAR does not define the content of a contract brief, but the DCAA Incurred Cost Electronic (ICE) model does. The following italicized sections are also highlighted in the attached Allowable Cost & Payment document.
“The Contractor shall submit an adequate final indirect cost rate proposal to the Contracting Officer (or cognizant Federal agency official) and auditor within the 6-month period following the expiration of each of its fiscal years.”
“An adequate indirect cost rate proposal shall include the following data,” as a list of 15 separate items lettered from (A) to (O).
DCAA’s ICE model (spreadsheet) includes a tab for the contract brief that includes what they consider to be the minimum content for a contract brief. Attached is a copy of the most recent ICE model spreadsheet open to the Contract Brief tab. Many contractors furnish their contract briefs separate from the ICE spreadsheet because they can be voluminous. Adding a separate tab to the spreadsheet for each contract would make it very difficult to work with. Having all the contracts mixed on one tab would be equally hard.
Maintaining a similar document for contracts with subcontractors and suppliers is a best practice, but also not required by the regulations.
In Admin > Setup, create Project Note Types to support Contract Storage and FAR clauses. For example, create Note Types called "FAR Clause" and "Contract Document."
Step 2.1: If you are using Tasks to track Mods (Option 2 in Contract Modifications section above), then you will want to set up the following Task User-Defined Fields under Admin > Setup > User-Defined Fields:
Step 2.2: Set up the following Project User-Defined Fields under Admin > Setup > User Defined Fields:
Do this in Admin > Setup. This will allow you flexibility in reporting.
You will want to save a standard Adhoc report that you will use to refresh your Excel Workbook. We recommend a Refreshable Web Query (RWQ). More information is available on RWQ's via the link in the Additional Information section below.
Perform the steps below to set up each Contract in Unanet.
Set up the Contract as a Unanet Project; this is the Charging Project, which will have labor and expense charges placed against it. If there are multiple Projects under the Contract, see the next section regarding recommending naming convention.
After setting up the Contract as a Project in Unanet, set up a separate project for the purposes of the Contract Brief. The Contract Brief project will have zero charges against it. All charges will go to the main Project. The purpose of the Brief project is to record the Mods of the Contract as Unanet Tasks.
The Brief Project can be a copy of the original project as in the screenshot below, except that you should make it inactive and of Project Type "BRIEF" (so that it can be included or excluded from various reports).
When Mods arise, you will record them as Tasks on the Contract Brief project.
Current Unanet customers handle this in the same manner as Costpoint Customers through the use of “smart-naming” the Project Codes. For example:
This allows reports to query on everything related to the Contract.
Other aspects of Contracts may be stored as User-Defined Fields. See the sample Adhoc report you set up above which outlines a mix of Unanet standard fields and Unanet user-defined fields which have custom labels.
CLINs can be sub-projects using the smart-naming convention, or tasks underneath projects.
Contacts can be loaded as Organization Contacts or Project UDFs.
Note that as Mods come in, you may decide to set them up as Tasks as well. See Option 2 in Contract Modifications above. Be sure to populate the "Detailed Comments" section on each Mod Task when it arises in order to capture the reason for the Mod.
In each project, create the Project Note with a Note Type of "FAR Clause" and "Contract Document" as appropriate.
The Contract document itself is stored as a Project Note.
FAR clauses are typically tracked via Project UDFs and/or Project Notes.
These will be Project Notes at the 10.10.1000 level, i.e., the Contract level (if you have created a project per contract year).
Set up your Contract Brief Template shell in Excel. This page offers two samples, one from DCAA's ICE workbook and the other from a real world government contractor. Download one of the following.
Sample DCAA Contract Brief template
The following ICE spreadsheet includes a tab for DCAA's minimum requirements for a Contract Brief: ICE_Model
Many contractors furnish their contract briefs separate from the ICE spreadsheet because they can be voluminous. Adding a separate tab to the spreadsheet for each contract would make it very difficult to work with. Having all the contracts mixed on one tab would be equally hard.
Sample Contract Brief Template
Labor and expenses should be charged to the Contract's Projects, not to the BRIEF project.
See the section above regarding how to create Modifications.
Open the Contract Brief (you have configured the RWQ in the initial contract setup step) and go to the tab with your Unanet data (Adhoc report).
Right-click on any cell and login with your Unanet credentials.
Select the data area represented in the Excel spreadsheet (the yellow arrow under the word Unanet) and click Import.
Go to your main display tab for the Contract Brief and you will see data updated from live Unanet updates.
Help Docs - Org Contacts
Help Docs - User Defined Fields
Help Docs - Project Notes
Help Docs - Project Tasks
KC - Quick Topic - Using Tasks in Unanet
KC - Refreshable Web Queries
ICE_Model (2.0.1f) open to Contract Brief tab.xlsm
Allowable Cost Payment (with highlighted sections pertaining to Contract Brief).docx