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PPM Time & Materials

Time & Materials contracts are used to support service arrangements where bulk payments are used to cover service costs at predefined sites and service categories. Follow the directions below to setup a new Time & Materials PPM contract.

Step 1: To start, choose Time & Materials PPM Contract from the Contract Types menu. This is located at the following navigation: Service Providers tab > (Select the relevant service provider) > Contracts > PPM Contracts - Time & Materials.

Step 2: Select the "New" button to create a new contract.

Step 3: Complete all required fields in the Contract Detail section, then select "Save."

Step 4: Add Sites to the Contract under the Sites Covered in Contract tab.

Step 5: Define site-specific charges, which will appear on the PPM invoice, using the Per Site Amount tab. NOTE: This tab will only appear if the PPM Charges Unit field under the Contract Detail tab is set to "Per Site" (see Contract Detail section below for more information).

Step 6: Choose the Site Specific PPM Details tab.

The Contract Detail tab

After a contract type has been selected, users must complete and save the contract detail section. Once the contract has been saved, additional tabs will appear for users to add additional information about the contract.

Field Type Description
Client Chooser Allows the user to choose the client for this contract, and, typically, there will be only one client available, to which the active user belongs
Contract Reference # Free text Used to capture the reference number that may be used to identify the contract; this value will appear on invoices covered under the contract
PPM Name Free text Appears as the work order name in smart tables and must be unique per service provider
PPM Description Free text Free-text field that may be used to describe the terms of the contract
PPM Contract Detail Drop-Down Selector

Required Drop-Down Selector field with options of either Time & Materials or Comprehensive. This selection will determine whether or not comprehensive payment options (including site disbursement and contract payment) are available

If Time & Materials is selected here, the PPM contract will become a Time & Materials PPM Contract, even if the user is setting the contract up as a CPPM Contract or Comprehensive PPM Contract. The contract would move to the Time & Materials PPM Contract table (Service Providers tab > (Select the provider) > Contracts > PPM Contracts - Time & Materials).
PPM Charges Unit Drop-Down Selector

This field will only be populated when Time & Materials is selected in the PPM Contract Detail section, and it includes the following options:

  • Work Order: This option will add a line item to the PPM Charges block on all invoices covered under this contract (at the rate defined in the Price Per ...field below).
  • Asset: This option will add a line item to the PPM Charges section of the invoice. The rate defined below (in the Price Per... section) will be added for each asset (untagged and tagged) added to the work order.
  • Per Site: This option will enable the Per Site Amount tab, which becomes available once the contract is saved. The Per Site Amount tab will allow the user to choose a different price (and tax) for each site. This charge will be reflected in the PPM Charges block on invoice s covered by this contract.
Price Per ... (above) Numeric, Price

This field will become available when Time & Materials has been selected in the PPM Contract Detail section and the PPM Charges Unit is either Work Order or Asset

This field controls the rate that will apply to the PPM Charges Unit (either asset or work order), and, on the invoice, this amount will be charged on the PPM Charges block on the invoice
Reference Time & Materials Contract Drop-Down Selector

The four options for this field are:

  1. No
  2. Use Labor Rates Only
  3. Use Labor Rates and Provider Schedule
  4. Use Provider Schedule Only

When No is selected, the contract will not reference an existing time and materials contract.

When option 2, 3, or 4 is selected, an additional field will appear, called Referenced Time & Materials Contract. Users will then have an opportunity to choose a time and materials contract to reference. By selecting a contract to reference, the contract values (labor rate, trip charge, mileage, etc.) and/or schedule will be enforced on invoices covered by the comprehensive contract.
PPM Charges Unit Drop-Down Selector

This field will only be populated when Time & Materials is selected in the PPM Contract Detail section, and it includes the following options:

  • Work Order: This option will add a line item to the PPM Charges block on all invoices covered under this contract (at the rate defined in the Price Per ...field below).
  • Asset: This option will add a line item to the PPM Charges section of the invoice. The rate defined below (in the Price Per... section) will be added for each asset (untagged and tagged) added to the work order.
  • Per Site: This option will enable the Per Site Amount tab, which becomes available once the contract is saved. The Per Site Amount tab will allow the user to choose a different price (and tax) for each site. This charge will be reflected in the PPM Charges block on invoice s covered by this contract.
Price Per ... (above) Numeric, Price

This field will become available when Time & Materials has been selected in the PPM Contract Detail section and the PPM Charges Unit is either Work Order or Asset

This field controls the rate that will apply to the PPM Charges Unit (either asset or work order), and, on the invoice, this amount will be charged on the PPM Charges block on the invoice
Reference Time & Materials Contract Drop-Down Selector

The four options for this field are:

  1. No
  2. Use Labor Rates Only
  3. Use Labor Rates and Provider Schedule
  4. Use Provider Schedule Only

When No is selected, the contract will not reference an existing time and materials contract.

When option 2, 3, or 4 is selected, an additional field will appear, called Referenced Time & Materials Contract. Users will then have an opportunity to choose a time and materials contract to reference. By selecting a contract to reference, the contract values (labor rate, trip charge, mileage, etc.) and/or schedule will be enforced on invoices covered by the comprehensive contract.
PPM Charges Unit Drop-Down Selector

This field will only be populated when Time & Materials is selected in the PPM Contract Detail section, and it includes the following options:

  • Work Order: This option will add a line item to the PPM Charges block on all invoices covered under this contract (at the rate defined in the Price Per ...field below).
  • Asset: This option will add a line item to the PPM Charges section of the invoice. The rate defined below (in the Price Per... section) will be added for each asset (untagged and tagged) added to the work order.
  • Per Site: This option will enable the Per Site Amount tab, which becomes available once the contract is saved. The Per Site Amount tab will allow the user to choose a different price (and tax) for each site. This charge will be reflected in the PPM Charges block on invoice s covered by this contract.
Price Per ... (above) Numeric, Price

This field will become available when Time & Materials has been selected in the PPM Contract Detail section and the PPM Charges Unit is either Work Order or Asset

This field controls the rate that will apply to the PPM Charges Unit (either asset or work order), and, on the invoice, this amount will be charged on the PPM Charges block on the invoice
Reference Time & Materials Contract Drop-Down Selector

The four options for this field are:

  1. No
  2. Use Labor Rates Only
  3. Use Labor Rates and Provider Schedule
  4. Use Provider Schedule Only

When No is selected, the contract will not reference an existing time and materials contract.

When option 2, 3, or 4 is selected, an additional field will appear, called Referenced Time & Materials Contract. Users will then have an opportunity to choose a time and materials contract to reference. By selecting a contract to reference, the contract values (labor rate, trip charge, mileage, etc.) and/or schedule will be enforced on invoices covered by the comprehensive contract.
PPM Template Chooser

Use the magnifying glass at the end of the field to select a pre-defined template (if no templates are defined, the user must firstly create a template). Once the PPM Template is selected, select the "View" button for a summary of template details.

Note: PPM Templates are used to define the scope of work (asset categories, activities, etc.) and scheduling for PPM work orders.
Category Read-only Automatically populates once a PPM Template has been selected
Subcategory Read-only Automatically populates once a PPM Template has been selected
Asset Type Read-only Automatically populates once a PPM Template has been selected
Location Read-only Automatically populates once a PPM Template has been selected
PPM Type Drop-Down Selector

Required Drop-Down Selector field that offers a way to categorize PPMs and includes the following options:

  • Regulatory
  • Health & Safety
  • Preventative
  • Scheduled
  • Statutory Compliance
    • When the PPM Type of Statutory Compliance is selected, the options for Compliance Category and Document Required per Asset become available.If a PPM Type has been indicated on the PPM Template, the PPM Type will automatically populate here.
Compliance Category Drop-Down Selector

Client-defined value, which is set up at the following navigation:

Sites tab > Organizations > (Select the HQ Org) > Admin > Compliance Categories
Document Required per Asset Drop-Down Selector

Options for this field are Yes or No.

  • If Yes is chosen, service providers will be required to upload a document (certificate) before they can invoice for the service
  • If No is chosen, a document will not be required
Scheduling Method Read-only Automatically populates once aPPM Template has been selected
PPM Preview Behavior Drop-Down Selector

The two options for this field are Count Forward and Count Backward

  • If Count Forward is selected, PPM work orders will open to a status of PPM Preview on the run date, and the PPM will be released to service providers when the preview period has ended.
  • If Count Backwards is selected, PPM work orders will be released to service providers on the next run date. The work order will open to a status of PPM preview X days prior to the next run date (where X = PPM Preview Period).

For example, if the next run date is February 1st, the scheduling method is count forward, and the PPM Preview Period is 5 days, the PPM will open to a status of PPM Preview on February 1st and then be released to the contractor five days later. If count backward is selected, the PPM will open to a status of PPM Preview five days before the next Run Date, and the work order will be released to the contractor on the next run date.
PPM Preview Option Drop-Down Selector

The two options for this field are Site Specific Preview Periods or Contract Preview Periods

  • If Site Specific Preview Periods is selected, the PPM Preview Period column will appear under the Site Specific PPM Details tab. With this option, users can assign custom PPM preview periods for each site included in the contract.
  • If Contract Preview Periods is selected, the PPM Preview Period option (below) will appear. This option will allow users to define preview periods that apply to all PPM work orders associated with this contract.
PPM Preview Period (days) Numeric The PPM Preview Period is the number of days a PPM will be available in a status of PPM Preview before it is released to the service provider. Work orders in a status of PPM Preview cannot be actioned by the service provider. For a list of work orders in a status of PPM Preview, navigate to: Service tab > Preview Work Orders.
SLA Options Read-only Automatically populates once a PPM Template has been selected
Fix SLA Numeric

Fix SLA (Service Level Agreement) is a required value that is used to define the number of days that it should take a service provider to complete the service. If work orders are not completed within the SLA, the work order will appear on the Action List

The title of this field will change depending on whether Months or Days was selected on the PPM template. Additionally, this field will automatically populate based on the Fix SLA indicated on the PPM template.
Auto-Advance (days) Numeric

Optional field that allows the user to specify the number of days (with a maximum of three digits) before the PPM Work Order is advanced. The status in which the PPM will end up depends on the status in which it is in before it gets auto-advanced, as described below:

  • Pend., Pend. Accept, or Assigned: The status of these work orders will advance to EOL (End-of-Life). The EOL work order history event will be recorded to reflect the fact that the work order was auto-advanced by the system.
  • In Progress or Service Incomplete: The status of these work orders will advance to Service Complete. The Service Complete work order history event will be recorded to reflect the fact the work order was auto-advanced by the system.
  • For all statuses after Service Incomplete, the work order will not be auto-advanced.
Contract Start Date Date chooser Use the calendar chooser to enter the contract start date
Contract End Date Date chooser Use the calendar chooser to enter the contract end date; once a contract is past the end date, it will automatically be set to a status of inactive
Permission to Work Required Drop-Down Selector

The options for this field are Yes or No.

  • If Yes is selected, work orders covered under this contract will require a permit before starting work. This will invoke vx Suite's Permission to Work functionality.
  • If No is selected, work orders covered under this contract will not require a permit before starting work.

This field is configurable by client. It will only appear if the client uses vx Suite's Permission to Work functionality
Enforce Asset Indication Drop-Down Selector

The options for this field are Yes or No.

  • If Yes is selected, service providers will be required to indicate whether or not an asset was serviced. If users attempt to complete a work order without indicating whether or not an asset was serviced, they will be prompted with this message: "This PPM requires that you indicate which assets have been serviced or confirm that no assets have been serviced on the 'Indicate PPM assets' screen in order to close the work order."
  • If No is selected, service providers will not be required to indicate whether or not an asset was serviced.
Auto-Renew Contract Drop-Down Selector

The options for this field are Yes or No.

  • If Yes is selected, this comprehensive contract will automatically renew when the end date is reached.
  • If No is selected, this comprehensive contract will not be renewed after the Contract End Date. Once a contract is past the end date, it will automatically be set to a status of inactive.
Open To Drop-Down Selector

Defines in which status the PPM Work Order should be opened, with the following options: Pend. Accept, Pend Prov Notif, or Assigned
Account Code Chooser

Auto-populated field that shows the applied account code based on the detail in the PPM Template. This can be amended by selecting an alternative code using the magnifying glass at the end of this field.

Default Accrual Amount

 Numeric, Price

For accrual reporting, users can enter the default accrual amount for the PPM work order

The Sites Covered in Contract tab

To add sites to a contract, click on the Sites Covered in Contract tab on the Contract Detail screen.

Sites can be added by selecting the "Add Sites" button (#1 in the screenshot below), which generates the Select Sites pop-up for users to choose which sites to include in the contract.

To remove sites from a contract, tick the boxes that appear on the left-hand side of the page. Once a box has been selected, the "Remove Sites" button (#2) will become available at the bottom of the screen. There is also an uploader that is available by selecting the "Import Contract Sites" button (#3). This will allow users to upload sites from a .csv file, instead of manually adding sites.

# Functionality b
1 Add Sites generates the Select Sites pop-up for users to choose which sites to include in the contract.
2 Remove Sites generates the Select Sites pop-up for users to choose which sites to remove from the contract.
3 Import Contract Sites

allow you to upload sites from a .csv file, instead of manually adding sites.

The Per Site Amount tab

The Per Site Amount tab provides users with a method for defining site-specific charges that will appear on the PPM Charges block of PPM invoices.

Sites that were selected in the Sites Covered in Contract tab will appear in the Per Site Amount tab.

The following functionality in this tab may be located in the screenshot above by the corresponding number:

# Functionality Description
1

Amount Saved Block 

 Read-only field displaying the sum of Amount and Tax that have been saved on this page
2 Current Amount Block Block will automatically sum all charges that appear on this page and will update in real-time as the user makes changes to the page
3 Per Site Amount  The Per Site Amount defined here will appear on the PPM Charges block on the invoice for this PPM work order, and these charges will not be editable by the service provider
4 Disbursement Tax  Read-only field that will update based on the Tax Rate selected
5 Per Site Tax Rate Drop-down selector will populate based on the location of the site, and, depending on the country, there may be many tax rates available

The Site Specific PPM Details tab

The Site Specific PPM Details tab allows users to make site-specific updates to the PPM work order schedule: Start Date, Next Run Date and PPM Preview Period.

The sites that appear in the Site Specific PPM Details tab (shown here) are chosen in the Sites Covered in Contract tab.

Once the "Update Site Specific Details" button is selected (as shown above), the Update Site Specific Details pop-up will appear:

The following functionality in this tab may be located in the screenshots above by the corresponding number:

# Functionality Description
1

Update Site Specific Details

 To update the details of one or many sites, click each site and then hit the "Update Site Specific Details" button, which will generate the Update Site Specific Details pop-up to appear
2

Next Run Date

Defines the next date that a PPM work order will generate for the chosen site(s)

Interrupting a PPM schedule with Next Run Date

During setup, if Interval has been selected in the PPM template and the user sets a new Next Run Date, the interval-based schedule will resume as usual after the next run date. If annual or one of many monthly scheduling options has been selected, the schedule will continue as scheduled after the Next Run Date. If Specified Date was selected in the PPM template, the creation dates will proceed as scheduled after the Next Run Date.
3 PPM Preview Period

This option will appear when Site Specific Preview Periods is selected in the PPM Preview Option field that appears on the Contract Detail tab; using this field, users can define a PPM Preview Period (in days) for each site

Work orders that are in a status of PPM Preview cannot yet be actioned by a service provider. The PPM Preview Period is the number of days that a PPM will reside in PPM Preview before moving into an actionable status.
4

PPM Start Date

(not shown in screenshot)

 If a contract is new and no PPMs have been generated yet, the pop-up shown here will ask for a PPM Start Date instead of a Next Run Date