An InfraLink Contract may represent a single maintenance agreement between two or more parties. These parties are the Contract Participants. Contract Participants typically include the infrastructure owner and the contractor providing the maintenance services. Sometimes, an infrastructure owner will utilize a contract management organization, a trusted third party (e.g., PMO), to manage multiple contractors that maintain different components of its infrastructure. In that scenario, the contracting agent would also be a Contract Participant.

While the above is a traditional, straightforward scenario, needs across InfraLink instances vary significantly. In some instances, Contract Participants may represent completely different values. Examples are provided in the below guidance for reference.

Contract Participants are defined at the Instance level, and these Contract Participants can be selected and associated with new Contracts as they are created under the Instance. Contract-level Users will only see the Contract Participants associated with the Contract(s) they support.

This article discusses the following topics related to the management of Contract Participants:

Contract Participants Grid View

Contract Participants are created, viewed and edited from the Contract Participants grid view, which employs the standard viewing pane layout. To access the Contract Participants grid view:

  1. From the top-level navigation toolbar, select Configure.
  2. Select Contract Participants to open the Contract Participants grid view.

Filters - Filters along the left side of the view allow users to refine the Contract Participant records displayed within the grid view.

  • The Name and Abbreviation filters allow you to quickly locate a particular Contract Participant.
  • The Deleted Items filter allows you to include and exclude deleted records from the grid view, as well as display only deleted records.
  • The Imported Items filter allows you to show or hide records that were imported.
    • Note: This applies only to Instances that import records from Contract Management System (CMS). Not typical.

Organization Details Panel - Selecting any Contract Participant from the Contract Participants grid view will open the corresponding Organization details panel along the right side of the viewing pane. The Organization's basic identifying information (i.e., name, abbreviation, description), Mailing Address, and Contact Information are displayed at the top of the details panel.

The Organization Details panel also displays information about the Organization's Contract associations.

  • Customer in Contracts - lists all Contracts in which the selected Contract  Participant is the Customer
  • Contractor in Contracts - lists all Contracts in which the selected Contract Participant is the Contractor
  • Job Numbers - lists all Job Numbers the Contract Participant is associated with; applicable only if Instance supports Job Numbers

Creating Contract Participants

  1. From the top-level navigation toolbar, select Configure.
  2. Select Contract Participants to open the Contract Participants grid view.
  3. Click the New button from the grid commands at the top of the grid view. This will open the New Customer/Contractor form.
    1. Enter the Name of the Contract Participant. The Name value must be unique.
    2. Enter an Abbreviation for the new Contract Participant. Be sure the abbreviation is self-explanatory and easily distinguishable from other Contract Participants.
    3. Enter a Description of the new Contract Participant.
    4. Expand the Contact Information section to Add a Point of Contact for that Contract Participant.
      1. Enter all known information (e.g., name, title, phone, email, etc.) for the point of contact into the fields provided.
      2. Repeat as necessary for multiple points of contact.
  4. Expand the Mailing Address section to add the Contract Participant's location details.
  5. Select OK.
  6. The newly created Contract Participant will now be listed within the Contract Participants grid view, as well as the All Organizations grid view.

Editing Contract Participants

Over the life of a Contract, a Contract Participant may relocate its headquarters or assign new personnel to the project. InfraLink allows authorized Users to quickly access and edit a Contract Participant record.

  1. Click Configure within the top-level navigation toolbar.
  2. Select Contract Participants to open the Contract Participants grid view.
  3. Search by Name or Abbreviation within the Filters panel to locate the desired Contract Participant.
  4. Select the desired Contract Participant from the grid view. This will open the Organization Details panel along the right side of the viewing pane.
  5. Click the Edit button from the grid commands at the top of the grid view or in the top right corner of the Organization Details panel.
  6. Edit or add to the Organization's information as needed.
  7. Click OK to save your changes.

Deleting Contract Participants

  1. Click Configure within the top-level navigation toolbar.
  2. Select Contract Participants to open the Contract Participants grid view.
  3. Search by Name or Abbreviation within the Filters panel to locate the desired Contract Participant.
  4. Select the desired Contract Participant from the grid view.
  5. Click the Delete button from the grid commands at the top of the grid view.
  6. InfraLink will prompt, "Are you sure you want to delete selected entry?"
  7. Click Yes to delete the Contract Participant.
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