This document provides the Program Office and client users with the steps necessary to amend a SOW after it has been promoted to a Project. Users need access to Microsoft® Word to revise the SOW terms and conditions. The exchange of these revised documents is managed within Beeline Enterprise. The SOW financials, however, are managed entirely within Beeline Enterprise. This guide is based on standard Beeline Enterprise configuration. Client-specific configurations may vary slightly from what is explained here.
To amend a SOW:
- Navigate to your Beeline Enterprise Home screen.
- Select Search Projects from the drop-down selection list in the Simple Search box located above the Header Menu bar.
- In the Search box, enter all or a portion of the project number, project name, or vendor.
As you type, the auto suggestion/type ahead feature begins suggesting search results.
- Click the Project associated to the SOW from the list of suggestions. The Project Profile screen appears.
- In the Launch Pad section, click the Manage Project drop-down arrow and select Amend SOW. A dialog box appears.
- Complete/Update data fields as needed. Required fields are indicated by an asterisk (*).
- Click OK. The SOW Profile screen opens and indicates a Ready to Negotiate status.
- Click View Details. The SOW opens in a tabbed view. Click the tab on the ribbon bar to open the SOW section you want to amend.
To amend Terms:
- Click Check-out to download the current version. The download format will be Word .docx.
- Turn Track Changes on in Word.
- Make all revisions in Word and save the document.
Remember to revise the filename of your saved document to match the version number of the upload!
- Drag the revised Word document into the “drag and drop” box located below the version control list or click in the “drag and drop” box and use the prompts to browse and upload your file.
As a best practice, contributors should adjust the Word .docx filename to reflect the new version number when they upload a document since the system cannot revise filenames automatically during the check-in process. Tracking documents throughout an extended negotiation process is easier if the version number in the Word document filename matches the version number assigned within Beeline VMS. Tracking documents throughout an extended negotiation process is easier if the version number in the Word document filename is consistent with the version number assigned within Beeline VMS. Beeline VMS version numbers are assigned as a single progression regardless of negotiating party. Filename numbers can reflect this single progression across both parties or each side can use a separate progression count (e.g., c.1, c.2, c.3 for client with v.1, v.2 for vendor) as long as the filename numbers are consistent. Consistence is much better than confusion!
Be Aware: Version Control tracks how many times a Word document with terms amendments passes back and forth between users while the Amended SOW tab in the Information section of the SOW home screen tracks how many times a SOW has passed between SOW and Project. Each “version” listed under this tab indicates amendments/change orders to either terms or financials.
To amend Financials:
- Click the Pencil icon to edit the milestone. An Edit Milestone dialog box opens. Required fields are indicated by an asterisk (*). Make your adjustments and click Save Milestone to exit and return to the tabbed view.
- Click the + Add Milestone link to create additional milestone line items to add to the current list. (Note: The prev | next link is used to move up and down the milestone list; the Next button takes you to the next Financials section.)
- Click the Comments icon to add notes to yourself or content to be shared during the Amend process. The number displayed within the comment icon indicates the total number of comments and is a helpful tracking feature. New comments can be created at any time. Use the check box if the comments are meant to be visible to the vendor.
Remember to click Save after each of the above modifications to retain your changes.
- Click the Next button to navigate to the next financials section; or click the section tab to go directly to the financials type you want to adjust. Depending on the nature of the SOW, there will be a separate financials section for each financials type. Options include milestones, units of measure, roles, non-billable resources, and resource funds. The modification process steps for Units of Measure are similar to those described for milestones. Follow the prompts in the Edit Unit of Measure dialog box to make your adjustments or use the “plus” option to create new ones. Roles and Non-billable Resources are both role-based financials. Follow the prompts in the Edit/Add Role dialog box to amend these records. Required fields are indicated by an asterisk (*). Remember to click save to retain all adjustments/changes. Resource Funds is a single text box where you enter the total Resource Funds Amount. The Summary is always the final Financials tab. Review your content and check the math!
- Once you have completed your amendments, click the check mark icon in the ribbon to proceed to the Action tab.
- Click Send to Vendor on the Action tab. A dialog box appears.
- Click OK to confirm your intent. A Perform Action dialog box appears.
- Click Submit. The system returns to the SOW Profile screen and displays an updated status of Pending Vendor Negotiation. The SOW record is routed to the vendor for approval.
The final approval workflow to amend a SOW follows the same process as the one used for the original SOW.
- Click Return to exit the SOW Profile and return to your Home screen.
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