INSTRUCTIONS TO GENERATE CONTRACT

DOCUMENTS

1. CONTRACTS TRACKER:

Contracts Tracker is a Google Spreadsheet [Link] where we input all the required information for
generating a Contract Document for new & modified scope(s). It also fetches few key information from
the Opportunity Tracker like Opportunity Name, Scope, Status of Opportunities etc. (out of which few
columns are editable here and few are non-editable)

Contracts Administrator will be playing the role of creating various Contract Documents as specified in
the following instructions and he/she will be accountable for maintaining information in the Contracts
Tracker.

Ensure the Opportunity Status is changed to “awarded” in the opportunity tracker without which the
data won’t be imported.

How to fill in Contracts Tracker for New Contract?

Please check (by using temporary filter) if there already exists another row in the contracts tracker that
has the same Contract # as your row? It might be possible that scope that you are providing is a new
scope for that project, but that project may already have an executed contract for a different vConstruct
scope. In that case, you should issue a “change order” document and not a “new contract” document.
One customer project can have a maximum of 2 new contracts. One with SEZ Unit 1 and another with
SEZ Unit 2. For e.g. Project A has an executed contract with PAS, and after that they request VDC
scope. VDC, although is new scope of work, needs to be contracted via a Change Order with that
project. (Change Order instructions mentioned separately below)

i. First step is to Create a temporary filter view:

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a.
b. Hide all empty rows that are not statused as awarded:

i.
c. This is how your sheet should look now:

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 i.
i. Finalize the right SEZ Unit# where the work will be executed.
i. Keep in mind that once it is determined here and the contract is executed between
vConstruct and the customer, there is no option of executing the work from the
other SEZ Unit. This is an irreversible action.
ii. Choose the Confirmed Contract Type
iii. Enter the Confirmed Contract Amount in USD
iv. Ensure that the Change Order value is “No” [Since it is the main contract]
v. Ensure that the CO# is blank [Since it is the main contract]
vi. Enter the Contract Effective Date
vii. Choose the right Contract Template Type from the three categories
1. DPR Projects
2. DPR Internal Projects
3. Non DPR Projects
viii. Contract Status to be updated by the Contract Administrator after these milestone events.
1. Ready for Document Generation
a. This status enables the availability of this row in the contract generation
template documents.
2. Submitted
a. Once you have generated the contract document and sent it to customer for
signature.
3. Executed
a. Once you the contract is executed by both the parties (Customer and
vConstruct)
4. Submitted after Revision

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 a. If there have been revisions made to the contract after initial submission
and after receiving comments from customer.

Please note that the Contracts Template will fetch data from this online data source [this will be
explained in Section 2] only when the Status [Column Q] is set to “Ready for Document
Generation”
ix. If in case of multiple rows cumulating to one contract #, Contract Administrator to ensure Consistency
in the key information (like Contract Signatories; Contract Status; Contract Template Types; Contract
Submission Date, etc.)
x. Please make sure your row in contracts tracker does not have this “peach color”. If it still has the
“peach color” then it means that you cannot generate a contract document because some information
(missing information cell is highlighted in “red”). Add the required information, the “peach color” will
go away in 5-10 secs and then your information is complete and ready for contract document
generation.

How to fill in Contracts Tracker for Change Order (s)?

Please check (by using temporary filter) if there already exists another row in the contracts tracker that
has the same Contract # as your row? It might be possible that scope that you are providing is a new
scope for that project, but that project may already have an executed contract for a different vConstruct
scope. In that case, you should issue a “change order” document and not a “new contract” document.
One customer project can have a maximum of 2 new contracts. One with SEZ Unit 1 and another with
SEZ Unit 2.

i. Ensure that the Change Order value is “Yes” [This step will automatically fetch the Main Contract #
based on the information provided]
ii. Ensure that the incremental value in the change order number is accurately filled. [for e.g., Increment
number will be “1” for the first Change Order after the Main Contract is signed.]
a. If in case of Multiple rows / scopes in the same Change Order, then the contract Increment
number should be same for all the rows.
b. Change Order number gets determined based on the contract increment number
ii. Change Order must be status-ed the same way as the mail contract for it to be available to generate
change order documents.

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 2. GENERATING CONTRACT & CHANGE ORDER DOCUMENTS
USING “MAIL-MERGE”
What is Mail Merge?

The automatic addition of values [or any fields] from a database [Contracts Tracker in this case] to letters and
envelopes [Contracts Template in this case] in order to facilitate generating contract documents for it to be
eventually DocuSign-ed between vConstruct and the customer.

For Setting up you will have to do the following steps,

 
1. “Sync” all the contents from this SharePoint folder to your local drive.

2. Select the right Template based on respective SEZ Unit (Unit 1 / Unit 2) from this SharePoint
Templates. Please DO NOT Sync this folder. It is recommended to first Open these Documents Online
and then “Edit in Word”.

a. Typically, the Templates are structured as follows, (Below example is for Unit 1. Similar Structure
can be found for Unit 2)

New Contract /
Template Files from SharePoint Online Project Type
Change Order

01 Change Order_DPR Projects - SEZ Unit 1 - rev. 12.5.18 01 DPR Projects Change Order

01 Request Form - Project Work Authorization - SEZ Unit 1 01 DPR Projects New Contract

02 Change Order_DPR Internal Projects - SEZ Unit 1-rev. 12.7 02 DPR Internal Change Order

02 Change Order_DPR Internal Projects - SEZ Unit 1-rev. 12.7 02 DPR Internal New Contract

03 Change Order_Non-DPR - SEZ Unit 1 - rev. 12.7.18 03 NON DPR New Contract

03 vConstruct - Non-DPR - Template-SEZ Unit 1 03 NON DPR Change Order

b. Select the Right Template and choose “Edit in Word” as shown Below,

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c. If the following Error is displayed, Say “Yes”. Else move to next step

d. Once the file is Open, click on “Select Recipients” and choose “Use an Existing List”

e. Navigate to the [Don't Delete] Unit 0X Contracts Tracker 1.0 (where X will be 1 for SEZ Unit 1
or 2 for SEZ Unit 2) file within the synced SharePoint folder and Click “Ok” [snapshot below].
(Please make sure you don’t map a unit 1 template with a unit 2 data source or vice-versa)

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f. Choose The appropriate Table for your Template. [Don’t choose “External Data”] and click
“Ok”. This will fetch the Data from the Google Spreadsheet.

Please note that currently it is getting refreshed by the Admins at a frequency of 5 minutes. If
you don’t see the project for which you need to generate the contract template, then please reach
out to either A.K Harikrishnan or Anwesh Gangula [After 5 minutes!].

g. Choose “Edit Recipient List” and Use “Checkbox” to select the required Contract.

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h. For saving the Contract in Word Format, follow these 3 steps after clicking on “Finish & Merge”
as shown below

i. Save the File in “Word Doc - 97-2003” Format with File Name as the “Contract No.” [“Change
Order No.” in case of Change Orders] in the folder location –

DPR Projects: C:\Users\ [Your User Name] \DPR Construction\vConstruct Contracts -

Contracts_Sync\01 SEZ Unit 1 or 01 SEZ Unit 2\ 04 Request for Contracts (Word Format)

DPR Internal & Non DPR: C:\Users\ [Your User Name] \DPR Construction\vConstruct
Contracts - Contracts_Sync\01 SEZ Unit 1 or 01 SEZ Unit 2\ 03 DPR Internal & Non DPR
Contracts (Word Format)

j. Make necessary edits for the “Manual Insert” Fields and wherever necessary and save the file in
PDF format in the following folder location –
C:\Users\ [Your User Name] \DPR Construction\vConstruct Contracts - Contracts_Sync\01
SEZ Unit 1 or 01 SEZ Unit 2\02 PDF - Submitted,
Go back to contracts tracker and change the status of the relevant row(s) to “Submitted”

k. Remove the unused Rows from the Scope Table [as shown below]

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l. Once the Contract is Approved [DocuSign Workflow] save the PDFs in the following folder
location,
C:\Users\ [Your User Name] \DPR Construction\vConstruct Contracts - Contracts_Sync\01
SEZ Unit 1 or 01 SEZ Unit 2\ 01 PDF – Signed
Go back to contracts tracker and change the status of the relevant row(s) to “Approved”

m. Sample File Names: U1-01-1819-0004; U2-03-1819-0103-CO04;

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3. BEST PRACTICES / TIPS TO FOLLOW
a. Optional Setup for Easy Identification of Mail Merge Fields. This feature will highlight all
the Mail Merge fields in Grey and won’t be a part of the Printed PDFs

b. If in case the information in dynamic fields [grey highlighted text] get modified accidentally, we can
always right click and “Update Field” to bring the data back

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 c. Always Save and Close the Word files as soon as editing is done to ensure the latest and greatest
information is available from the Data Source Spreadsheets. [If any of the Templates is kept
open, it will prevent the linked spreadsheet data from Synchronizing from its Cloud version]
d. Ensure to update the Statuses in Contracts Tracker as and when milestone events are completed.
Like after generating the PDFs, after Approvals, after saving Word Files
e. Maintain consistency of statuses across all the rows

Please reach out to A. K. Harikrishnan for any queries related to the instructions.

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