Add a Proposal Outside of Change Management

Contents

Note: This procedure explains how to add a proposal directly in the Proposals module. You can only do this if you enabled the feature. You can also add a proposal using Change Management.

To add a Proposal:

1. Expand the Contract Information folder and click Proposals to open the Proposals Log Window.
2. Click Add Document to open a Proposal Document Window document window. Add Document only displays when creation of documents outside of Change Management is enabled.
3. Click the General tab. From the Type drop-down list, select Request for Proposal.
4. Click Select Contract next to the Contract field to open the Select Contract Dialog Box to choose the contract to which this Proposal applies.
5. Click Select To next to the To field to open the Select Contact Dialog Box. Use this dialog box to choose the company or contact to receive the Proposal.
6. Click Select From next to the From field to open the Select Contact Dialog Box. Use this dialog box to choose the company or contact creating the Proposal.
7. Contract Management automatically assigns a number in the Number field. You can change this number.
8. In the Title field, enter a title for the proposal document.
9. In the Date field, enter the date the proposal process began or click Select Date and choose one.

On the Status tab:

1. Click Select Ball in Court next to the Ball in Court field to open the Select Contact Dialog Box, and select the Ball in Court.
2. From the Priority drop-down list, select the priority level.
3. From the Status drop-down list, select the status of the proposal document.

   Note: In most cases, the person creating the proposal document would not also be an approver.

4. To approve a proposal, at least two contacts must sign off on it and be entered in two Acknowledged by sections with the approval dates.

On the Line Items tab:

Use the Line Items tab to enter itemized costs for the proposal.

1. Click Add Lump Sum to open the Contract Item/Lump Sum/Unit Price Dialog Box to enter lump sum line item rows for this proposal. See Add a Lump Sum Item to a Proposal Document for more information.
2. Click Add Unit Price to open the Contract Item/Lump Sum/Unit Price Dialog Box to enter unit price line item rows for this proposal.
3. Click Copy from Contract to open the Copy From Contract Dialog Box to copy the line items from the linked contract to this proposal.

On the Details tab:

1. Enter any detailed information in the Description field.
2. From the Spec Section drop-down list, choose the spec code.
3. From the Required Date pop-up calendar, choose the required date.
4. From the Acknowledged Date pop-up calendar, choose the acknowledged dates.
5. From the Reason for Request for Proposal drop-down list, choose the reason code for the change.

On the Schedule tab:

1. Click Select next to the Activity ID field to enter the Activity ID associated with the change. The Select Activity Dialog Box will open.
2. Click Select Date next to the Start and Finish fields to enter dates for these fields.
3. Enter the Time Change (days).

On the Issues tab:

Use this tab to link this Proposal to existing issues. Click Link to open the Select Issue Dialog Box, and select an issue.

On the Attachments tab:

• Click Attach File to open the Attach File Dialog Box to attach a file to the document.
• Click Attach from Repository to open the Attach Document Dialog Box, which you can use to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This will not display unless the administrator set the Contract Management project content management properties to use the Repository. See Configure the Content Management Version Document and Attachment Feature for more information.
• Click Attach URL to open the Attach URL Dialog Box to attach a web address to the document.

  Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.

On the Custom Fields tab:

If you want to define any additional information about a project, create custom fields by right-clicking on the top-level folder (All Projects), and choosing Custom Fields. The Custom Fields tab only displays when one or more custom fields have been defined for the module.

On the Versions tab:

You can maintain different versions of the Proposal document on the Versions tab. Once you save changes to your document, choose Select an action, Version Document to create a new version of the current document. This tab only displays when the document is opened in view mode, not in edit mode. For more information about versions, see Version Document Overview.

Save the document:

Click Save when finished.