Contract Inspection

Overview

Inspections are an important control tool within Contract Management.  Physical Inspections will be performed on Inspection Dates, although more inspections could be executed as necessary.  Inspections can be scheduled and alerts will be sent when applicable.  The System will send notifications to Managers ahead of time to make them aware that an Inspection needs to be performed.

Inspections can be entered in two stages:During the Contract Planning, or when Physical Inspection were completed.

Inspections include advances or percentages of progress of each Drop (or Work Item).  Therefore, a Drop can have one or several Inspections. Inspections allow registering Contract physical progress for any type of Contract (Goods, Services, or Works). For Contracts of Goods, Inspections can be seen as receptions. 

The Inspector must register the collected information during the Physical Inspection for a specific Drop (or Work Item) within Contracts with status equal to In Execution and Drop with valid status or status equal to Ready for Execution.

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Contract Management ►Contract Inspection

Contract Inspection screen Fields 

• Fields	Description
  Managed Contract	Managed Contract ID.
  Line Item	A Line Item can refer to a Good, Service, or Work.
  Line Drop	Collection of 0 or more Drops which are part of the Line item.
  Inspection ID	Unique auto-generated identifier for the Inspection.
  Workflow Status	This attribute can be: Planned, Expired, Completed, or Cancelled.  Default value is Planned.
  Planned Date	Planned Date for the Inspection.
  Inspection Date	Date when the Inspection was completed.
  Inspector Responsible	Employee who is responsible for the Physical Inspection.
  Drop Physical Current Progress	Percentage representing the current physical progress of the Drop (Good, Service, or Work).  Ex. For 20% input 20 in the field.
  Comments	Any comment of the user about the Inspection (when it is planned or completed).
  Quantity Received	The quantity received as recorded
  Institution	The institution related to the contract.

Register a Complete Inspection

 

Navigation (By default, you will be in Search Mode.) Overview When Information regarding the Inspection is saved, the System will automatically change the Inspection Status to Completed.  Once the Inspection status is Completed, the System automatically updates the following attributes: Drop Physical Current Progress, Line Item Physical Current Progress, and Contract Physical Current Progress. Once the Contract Inspection Status is Completed, the following attributes are automatically updated: For Updates to Drop Physical Current Progress: Note: This attribute will be updated only if Mandatory Goods/Services Receive Notes is false.  If Mandatory Goods/Services Receive Notes is true, the Drop Physical Current Progress will be updated through the Goods/Services Receive Note (GSRN) process (refer to Mandatory Goods/Services Receive Notes for more information). As a Drop can have one or more Inspections, the Drop Physical Current Progress will be automatically updated by with the value of the latest completed Inspection registered. The latest completed Inspection will be determined with the latest value of the Inspection Date, which is taken from the Inspection Entity (refer to Contract Inspection for more information). For Updates to Line Item Physical Current Progress: This attribute is automatically updated by the System with the following formula: Sum of (Drop Prorated Cost of Total * Drop Physical Current Progress) for valid Drops belonging to the Line Item (see Contract Line Item Drops for more information). For Updates to Contract Physical Current Progress: This attribute is automatically updated by the System with the following formula: Sum of (Line Item Prorated Cost of Total * Line Item Physical Current Progress) for valid Line Items belonging the Contract (see Managed Contract for more information).