Maintain BPO Services Contract

Select the “Maintain BPO Services Contract” activity under the component “BPO Project Execution”.

The “Maintain BPO Services Contract” page appears.

Note: This page is accessible only if the SRP BPO applicable parameter is set as “Yes” in Set Process Parameters activity of HR Process Parameters component under HR Setup.

Enter the following field details in the header:

Organization Unit	From the drop-down list box, select the login organization unit. The login OU is defaulted on launch of the page. Mandatory.
Customer	From the drop-down list box, select the customer code and customer name. The combo is loaded with customers who are applicable in the relevant login OU from finance customer masters component. On selecting the customer, the customer name is defaulted.
Date Format	The date format is displayed. For Ex: DD/MM/YYYY, DD/MMM/YYYY, MM/DD/YYYY

Enter the following field details in the “Contract Details” section:

Contract Number	From the drop-down list box, select the contract number and contract name. The combo is loaded with various contract numbers. The system displays “New” by default on launch of the page. Mandatory. Note: The contract number is auto generated unique number and cannot exceed 10 characters.
Contract Name	Enter the unique name of the contract. On selecting an existing contract number, contract name is displayed.
Contract Status	From the drop-down list, select the contract status. The combo is loaded with “Active”, “Inactive” and “Terminated” options. The system displays “Blank” by default on launch of the page. Note: New contract number is created only when it is in “Active” status. When “Terminated” option is chosen it is mandatory to give “Termination Date”.
Contract Type	From the drop-down list box, select the contract type. The combo is loaded with values as in “Maintain Quick Codes” activity of “HR General Information” component. Mandatory. The system displays “Blank” by default on launch of the page.
Effective From	The date from which the contract is effective. Note: The effective from can be changed only until PO / SOW are created against the contract. Even if one line number under contract is converted to PO / SOW the same cannot be changed.
Expiry Date	The expiry date of the contract. Ensure that this date is greater than the effective from date.
Execution Status	From the drop-down list box, select the execution status of the contract. The combo is loaded with values as in “Maintain Quick Codes” activity of “HR General Information” component. Mandatory. The system displays “Blank” by default on launch of the page.
Auto Renewal Version	The number of times the contract has been renewed is displayed. This value will appear only when Auto renewal check box is enabled.
Last Renewed Date	The previous / last expiry date.
Pay Term	The valid pay term created in finance. Help Facility Available.
Termination Date	The date on which the contract has been terminated. This date can be entered only when Contract Status is chosen as “Terminated”. Note: Termination Date should be within contract date range.
Termination Letter	Click icon to attach the termination letter. The “Upload File” dialog box appears. Enter the file ID and click “Browse” to attach the document. Click “Upload” to attach the document. Click “Delete File” to delete the document. Click the Data hyperlink to view the termination letter. The termination letter can be used only when contract status is chosen as “Terminated” and “Termination Date” has been entered.

This page consists of the following tabs:

1. Services Covered in the contract

2. Terms

3. Discount & Penalties

4. Attachments

5. History

Tab: Services Covered in the Contract

Note: This tab is mandatory to create contract. At least one line in the multiline of this tab must be entered to create a contract.

On selecting the existing contract number, the service contract details are defaulted in the multiline.
If contract number is new, enter the following details in the multiline:

Line No	The line number is auto generated which indicates the number of services covered in the contract. Click the Data Hyperlink to launch the “Maintain BPO Contract Amendments” page. Mandatory.
Service Description	Enter the service description of the contract. Mandatory.
Billing Rule	From the drop-down list box, select the billing rule. The combo is loaded with “Flat FTE / Hourly”, “Outcome Moving Average”, “Outcome based”, “Productivity based FTE / Hourly”, “Transaction based” and “Transaction Slab based”. Mandatory.
Rate Card	Enter the rate card ID. This ID is auto generated if it is left blank. Note: This ID is used in rate card during creation of rates against relevant contract line number. Rate card id can be associated to only one contract line number combination.
Amendment Number	The amendment number is auto generated in Contract Amendment screen. Click the Data Hyperlink to launch the “Maintain BPO Contract Amendments” page. When new line is created the amendment number is "0".
Effective From Date	The date from which the services covered in the contract is effective. Mandatory. Note: This date should be greater than or equal to Effective from date in the header.
Go Live Date	Enter the Go Live date. Note: The entered date should not be before Effective From date.
Physical SOW Required?	Check this box to indicate whether the line number is supported by physical SOW or not.
Remarks	Any remarks regarding the contract services.

Select the required row and click “Save” to save the entered details.

The system saves the details and auto generates the contract number and line number. For existing contract, contract status is changed from Active to Inactive at any time. Once the status is changed to “Terminated” the same cannot be edited or changed.

Note: Once line number is generated, it cannot be edited in this screen. You can launch “Maintain BPO Contract Amendment” screen to correct / update the line. Once line number is amended the same cannot be deleted in this screen i.e. only Zero version can be deleted in this screen until PO / SOW is generated against the line number. If any PO / SOW is not generated and the amendment version is Zero then the line can be successfully deleted.

Click “Delete” to delete entire contract details.

The system deletes the contract details. Contract can be deleted until it is amended or until PO / SOW is generated that is if all the line numbers in services covered in the contract is in Zero Amendment version and the none of the line is mapped to PO /SOW then it can be deleted. Even if one line is mapped to PO / SOW or even if one line has been amended then the contract cannot be deleted.

Tab: Terms

Enter the following details in the multiline:

Contract Period	Enter the contract period. The value entered must be greater than zero. From the drop-down list box, select the unit of contract period. The combo is loaded with values “Days”, “Weeks”, “Months” and “Years”. Mandatory if the contract period is entered. The system displays “Blank” by default on launch of the page.
Auto Renewal	Check this box if the contract can be auto renewed.
Auto Renewal Period	Enter the auto renewal period. The value entered must be greater than zero. From the drop-down list box, select the unit of auto renewal period. The combo is loaded with values “Days”, “Weeks”, “Months” and “Years”. Mandatory if the auto renewal period is entered. The system displays “Blank” by default on launch of the page. Mandatory.
Renewal Notice Before	Enter the renewal notice which needs to be sent to customer. The value entered must be greater than zero. From the drop-down list box, select the unit of renewal notice period. The combo is loaded with values “Days”, “Weeks” and “Months”. Mandatory if the renewal notice before is entered. The system displays “Blank” by default on launch of the page. Mandatory.
Customer Contract Number Reference	Enter the customer contract reference number.
Contract Value	Enter the contract value. The value entered must be greater than zero. From the drop-down list box, select the currency of the contract value. The combo is loaded with currencies as defined in “Currency Master” activity. Mandatory if the contract value is entered. The system displays “Blank” by default on launch of the page. Mandatory.
Exchange Rate	Enter the exchange rate of the currency.

Click “Save” to save the entered details.

On save, the system display the expiry date if it is not entered but contract period is entered.

Click “Delete” to delete the entered details.

Tab: Discounts & Penalties

Enter the following details in the multiline:

Discount / Penalty Type	From the drop-down list box, select the discount and penalty type. The combo is loaded with values as in “Maintain Quick Codes” activity of “HR General Information” component. Mandatory if any other column in this multiline is entered. The system displays “Blank” by default on launch of the page.
Description	Enter the description of the discount and penalty type. Mandatory if “Discount / Penalty Type” is selected.
Remarks	Any remarks regarding the discount and penalty details.

Select the required row and click “Save” to save the entered details.
Select the required row and click “Delete” to delete the entered details.

Tab: Attachments

Enter the following details in the multiline:

Attachment Type

From the drop-down list box, select the attachment type of the contract. The combo is loaded with values as in “Maintain Quick Codes” activity of “HR General Information” component. Mandatory if you want to attach a document. The system displays “Blank” by default on launch of the page.

Attachment

Click icon to attach the document.

The “Upload File” dialog box appears.

Enter the file ID and click “Browse” to attach the document.
Click “Upload” to attach the document.
Click “Delete File” to delete the document.

Click the Data hyperlink to view the attachment.

Remarks

Any remarks related to attachments.

Select the required row and click “Save” to save the entered attachment details.
Select the required row and click “Delete” to delete the entered attachment details.

Tab: History

Enter the following details in the multiline:

Date of Change	Enter the date of change. Mandatory if any other column in this multiline is entered.
Change Type	From the drop-down list box, select the type of change. The combo is loaded with values as in “Maintain Quick Codes” activity of “HR General Information” component. Mandatory if any other column in this multiline is entered. The system displays “Blank” by default on launch of the page.
Description of Change	Enter the description of change. Mandatory if any other column in this multiline is entered.

Select the required row and click “Save” to save the entered details.
Select the required row and click “Delete” to delete the entered details.

The system displays the following details in “Data History” section:

Created By	The login ID of the user who created the contract details.
Created Date and Time	The date and time on which the contract details was created.
Last Modified By	The login ID of the user who last modified the contract details.
Last Modified Date and Time	The date and time on which the contract details were last modified.