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PROCON 7 REPORTS

PP1005-10 / Apr. 2019

PROCON 7 REPORTS PAGE 2 OF 36

CONTENTS

About This Guide .......................................................................................................................... 3

ProCon Reports by ProCon Area ................................................................................................. 5 Organisation Reports ..................................................................................................................................... 5 Business Unit Reports ................................................................................................................................... 5 Project/Department Reports .......................................................................................................................... 6 Tender Reports .............................................................................................................................................. 6 Contract Reports ............................................................................................................................................ 6 Contractor Reports ........................................................................................................................................ 7

ProCon Report Details .................................................................................................................. 8 Business Process Role Members .................................................................................................................. 8 Communication Template Configurations ..................................................................................................... 8 Contract Active Alerts .................................................................................................................................... 9 Contract Communication Details ................................................................................................................. 10 Contract Communications ........................................................................................................................... 11 Contract Report of Financial Communications ............................................................................................ 13 Contract Roles Summary............................................................................................................................. 14 Contract Summary Details By Category ...................................................................................................... 16 Contractor Addresses .................................................................................................................................. 17 Contractor and Contacts By Product Code ................................................................................................. 18 Contractors By Product Code ...................................................................................................................... 19 Contractor Risk Cover ................................................................................................................................. 19 Contractor Summary Report ........................................................................................................................ 20 Contracts Without Documents ..................................................................................................................... 21 Global Financial Forecast ............................................................................................................................ 22 Open Contract Expiry Summary .................................................................................................................. 23 Pre-Award Compliance Report .................................................................................................................... 24 ProCon User Role Summary Report ........................................................................................................... 25 ProCon Users By Business Unit .................................................................................................................. 25 ProCon Users By Role ................................................................................................................................. 26 Project License Account Report .................................................................................................................. 27 Project Line Items ........................................................................................................................................ 28 Stage Gate Business Process Role Status For Contract Award Stage Gates ............................................ 29 Stage Gates Awaiting Approval ................................................................................................................... 30 Tender Audit Summary ................................................................................................................................ 31 Tender Progress Report .............................................................................................................................. 32 Tender Summary By Product/Service ......................................................................................................... 33 Tender Summary Status Report .................................................................................................................. 34 Tender Templates ........................................................................................................................................ 35


About This Guide

ProCon Version This guide applies to ProCon 7.

Audience This document is intended for ProCon Super Users who wish to understand the reports available in ProCon.

Support Contact Details Telephone UK: +44 20 3318 5960

USA: +1 71 3242 1462

Australia: +61 8 6555 8127

Email [email protected]

Document Conventions The following conventions are used in this document.

Formatting Description

Bold Name of option, check box, menu, field, etc.

Italic Name of menu option Emphasis Application messages, error messages, etc. Other reference documents

Fixed Font Command prompt input Code sample

Italic Dark Green File or folder name Registry key

Italic Green Hyperlink to another section in this document

Document Versions Version Date Author Description

0.1 05/09/2014 Catherine Sharp First draft created/updated from ProCon 2014 R1 Reports.

1.0 10/09/2014 Approved

2.0 26/11/2014 Catherine Sharp Updated for ProCon 2014 FP2.

3.0 01/05/2015 Catherine Sharp Updated for ProCon 2014 FP3.

4.0 Aug 2016 Catherine Sharp Updated for ProCon FP6. New report: Contract Roles Summary

5.0 Jan 2017 Catherine Sharp Updated for ProCon FP7.

mailto:[email protected]


Version Date Author Description

5.1 Mar 2017 Catherine Sharp Revised to correct field names in various reports.

6.0 Aug 2017 Catherine Sharp Updated for ProCon 6.8.

7.0 Nov 2017 Catherine Sharp Updated with additional information about the Project License Account Report.

8.0 Jan 2018 Catherine Sharp Updated for ProCon 6.9 – includes the new Global Financial Forecast and Project Line Items reports.

9.0 Oct 2018 Catherine Sharp Updated for ProCon 6.10 – includes updates to the Global Financial Forecast report.

10.0 Apr 2019 Catherine Sharp Updated for ProCon 7 - includes updates to the Project Line Items report due to new line item types.


PROCON REPORTS BY PROCON AREA

ORGANISATION REPORTS The following reports are available at Organisation level:

Business Process Role Members page 8

Communication Template Configuration page 8

Contract Active Alerts page 10

Contract Roles Summary page 14

Contract Summary Details By Category page 16

Contractor Addresses page 17

Contractor and Contacts By Product Code page 18

Contractor Risk Cover page 19

Contractor Summary Report page 20

Contractors By Product Code page 19

Contracts Without Documents page 21

Global Financial Forecast page 22

Open Contract Expiry Summary page 23

Pre-Award Compliance Report page 24

ProCon User Role Summary Report page 25

ProCon Users By Business Unit page 25

ProCon Users By Role page 26

Project License Account Report page 27

Stage Gate Business Process Role Status For Contract Award Stage Gates

page 29

Stage Gates Awaiting Approval page 30

Tender Progress Report page 32

Tender Summary By Product/Service page 33

Tender Summary Status Report page 34

Tender Templates page 35

BUSINESS UNIT REPORTS The following reports are available at Business Unit level:








ProCon Users By Business Unit page 25



page 29





PROJECT/DEPARTMENT REPORTS The following reports are available at Project/Department level:



Contract Communication Details page 10

Contract Communications page 11

Contract Report of Financial Communications page 13






Project Line Items


page 29




TENDER REPORTS The following reports are available for Tenders:

Tender Audit Summary page 31



CONTRACT REPORTS The following reports are available for Contracts:



Contract Communication Details page 10

Contract Communications page 11

Contract Report of Financial Communications page 13



CONTRACTOR REPORTS The following reports are available for Contractors:



PROCON REPORT DETAILS

BUSINESS PROCESS ROLE MEMBERS Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.

Available In Organisation

Description Displays all business process roles in the Organisation Best Practice Library, with details of their members. Business process roles with no members are not displayed. No-grid format: grouped by business process role.

Use This report details the business process role members associated with each defined business process roles. It is used by Process Owners when setting up tender processes, to assign business process roles to tender processes.

Report Criteria None.

Fields Displayed

Field Description Notes

Business Process Role The name of the business process role.

Number of Members The number of members in the business process role.

Not displayed in grid format

Last Name The last name of the business process role member.

First Name The first name of the business process role member.

Role The user role assigned to the business process role member.

Phone The telephone number of the business process role member.

Mobile The mobile telephone number of the business process role member.

Email The email address of the business process role member.

Last Login The date and time that the business process role member last logged in to ProCon.

COMMUNICATION TEMPLATE CONFIGURATIONS Available In Organisation, Business Unit, Contract

Description Displays all communication templates configured in the Best Practice Library/Configuration for the level of the report (Organisation, Business Unit or Contract).


Use This report details the communication templates configured in the Best Practice Library/Contract Configuration. It is used by Process Owners to ensure that company standards are adhered to.


Fields Displayed

Field Description

Communication Template Name and Abbreviation

The name and abbreviation of the communication template.

Routing Path The routing path of the communication: ▲ Company to Contractor ▲ Contractor to Company ▲ Company to Company (Internal Correspondence)

Required Response Indicates whether a response is required from the recipient of the communication: ▲ None ▲ Agreement Only ▲ Reply Only ▲ Agreement and Reply

Record Financial Values Indicates whether the communication contains financial values.

Is Expenditure Indicates whether the communication is expenditure.

Record Schedule Values Indicates whether the communication contains schedule values.

Generation Type Indicates whether the communication Reference Code is generated automatically or manually.

Reference Number Seed The base number for automatic generation of Reference Codes.

Communication Template Custom Fields

A list of custom fields used in the communication template: ▲ Custom Field Name ▲ Field Type ▲ Field Size ▲ Mandatory

CONTRACT ACTIVE ALERTS Available In Organisation, Business Unit, Project/Department, Contract

Description Displays alerts which are currently active for contracts in the level of the report (Organisation, Business Unit, Project/Department or Contract).

Use This is a management report that allows the user to identify contracts which require action. It displays alert levels so that the user can quickly identify which contracts need immediate attention.


Report Criteria

Criteria Description

Filter by Alert Type Select which alert types to display: ▲ All Alert Types ▲ Contractual Obligation ▲ Best Practice ▲ Informative

Fields Displayed

Field Description

Business Unit The name of the Business Unit which the contract belongs to.

Project Ref The reference of the Project/Department which the contract belongs to.

Project Name The name of the Project/Department which the contract belongs to.

Category The category which the contract has been assigned to.

Contract Ref The reference of the contract.

Contract Name The name of the contract.

Contract Type The type of contract: Standard, Framework Agreement, Call Off.

Parent Framework Agreement Ref

The reference of the parent Framework Agreement, if any.

Parent Framework Agreement Name

The name of the parent Framework Agreement, if any.

Contractor Ref The reference of the contractor.

Contractor Name The name of the contractor.

Alert Title The title of the active alert.

Alert Level The type of the active alert: Contractual Obligation, Best Practice, Informative.

CONTRACT COMMUNICATION DETAILS Available In Project/Department, Contract

Description Displays details of each contract communication at the report level. Grouped by Business Unit, Project/Department and contract.

Use This report is used by Contract administrators and Project Managers to view a detailed list of contract communications.

Report Criteria


Filter by Abbreviation Enter the abbreviation of the activity type you want to display.

Filter by Communication Template Name

Enter the name of the activity type you want to display.



Originated From Date Select the start of the date range for the Originated Dates of the activities.

Originated To Date Select the end of the date range for the Originated Dates of the activities.

Fields Displayed


Framework Agreement The reference and name of the parent Framework Agreement.

Only displayed for Call Offs


Contract The reference and name of the contract.


Communication The reference and name of the communication.

State The state of the communication: Draft, Awaiting Response from Recipient, Agreed, Not Agreed, Approved, Rejected.

Originated Date The originated date of the communication.

Linked Communications Details of any linked communications: ▲ Reference Number ▲ Title

Communication Reviews Details of any communication reviews: ▲ Review Type ▲ Decision Set Name ▲ Review Title ▲ Responsible Parties ▲ State ▲ Decision Made By ▲ Reviewer Comments ▲ Review Due Date

Communication Files Details of any attachments: ▲ Reference Number ▲ Name

CONTRACT COMMUNICATIONS Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.

Available In Project/Department, Contract

Description Displays a summary for each contract communication, including financial and schedule values, at the report level. Non-grid format: grouped by Business Unit, Project and Contract.


Use This report is used by Contract administrators and Project Managers to display a summarised list of communications on a contract or in all contracts they are responsible for.

Report Criteria







Fields Displayed



Project/Dept Name The name of the Project/Department which the contract belongs to.



In non-grid format, only displayed for Call Offs.

Framework Agreement Ref The reference of the parent Framework Agreement, if any.

Displayed in grid format only

Framework Agreement Name



Contract Ref The reference of the contract. Combined with Contract Name in non-grid format

Contract Name The name of the contract. Includes Contract Ref in non-grid format

Contractor The name of the contractor.

Communication Ref The reference of the communication. Combined with Communication Name in non-grid format

Communication Name The name of the communication. Includes Communication Ref in non-grid format

Recipient The name of the recipient of the activity. Displayed in grid format only

Originator The name of the originator of the activity. Displayed in grid format only




State The state of the communication: Draft, Awaiting Response from Recipient, Agreed, Not Agreed, Approved, Rejected.

Description The text of the communication.

Currency The communication currency. Included in Financial Value label in non-grid format.

Financial Impact The value (in the communication currency) of the financial value of the communication.

Schedule Impact (Days) The value (in days) of the schedule value of the communication.

CONTRACT REPORT OF FINANCIAL COMMUNICATIONS Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.

Available In Project/Department, Contract

Description Displays financial and schedule impact values for contract communications. Non-grid format: grouped by Business Unit, Project/Department and contract.

Use This report is used by Contract administrators and Project Managers to get a financial view of the status of the contracts they are responsible for.

Report Criteria







Fields Displayed



Project/Department The name of the Project/Department which the contract belongs to.


In non-grid format, only displayed for Call Offs.











Contract Currency The currency of the contract. Displayed in grid format only

Contract Award Value The award value, in the contract currency, of the contract.


Approved Contract Commitment

The value, in the contract currency, of the approved contract commitment.


Communication Ref The reference of the communication. Combined with Communication Name in non-grid format.

Communication Name The name of the communication. Combined with Communication Ref in non-grid format.

Communication Currency The currency of the communication. Included in Value label in non-grid format.

Financial Impact The value (in the communication currency) of the financial value of the communication.

Schedule Impact (Days) The value (in days) of the schedule value of the communication.

Communication State The state of the communication: Draft, Awaiting Agreement from Recipient, Agreed, Not Agreed, Approved, Rejected.


Originator The name of the originator of the communication.

Recipient The name of the recipient of the communication.

CONTRACT ROLES SUMMARY Available In Organisation, Business Unit, Project/Department

Description Provides details about the users and business process roles assigned to contract roles for all contracts in ProCon. Each row displays the data for a single contract. Users and business process roles are displayed for each contract role on a new line in the relevant table cell. The individual business process role members are also displayed.


Example:

Contract Administrator User 1 User 2 BPR 1 – User 3, User 4, User 5, User 6

Use This report is used by ProCon administrators and Project Managers to view which users are assigned to contracts so they can ensure that the correct people have the appropriate levels of access to contracts. It can also be used to ensure that users have been added at contract level to business process roles configured in the Organisation, Business Unit and Project/Dept best practice libraries.

Report Criteria


Filter by Business Process Role

The name of the business process role for which you want to display contracts.

Fields Displayed



Project/Dept Name The name of the Project/Department which the contract belongs to.



Start Date The start date of the contract.

Planned End Date The planned end date of the contract.

Contract Owner The name of the user assigned to the Contract Owner role.

Cannot be assigned to business process roles.

Contract Administrator The names of the users and business process roles assigned to the Contract Administrator role.

Company Representative The name of the user assigned to the Company Representative role.


Contract Auditor The names of the users and business process roles assigned to the Contract Auditor role.

Contract Budget Holder The names of the users and business process roles assigned to the Contract Budget Holder role.

Contract Process Owner The names of the users and business process roles assigned to the Contract Process Owner role.

Contract Requestor The names of the users and business process roles assigned to the Contract Requestor role.

Contractor Representative The name of the user assigned to the Contractor Representative role.




Contractor Administrator The name of the users assigned to the Contractor Administrator role.


Contractor Information Management

The name of the users assigned to the Contractor Information Management role.


Contractor Functional Support

The name of the users assigned to the Contractor Management role.


CONTRACT SUMMARY DETAILS BY CATEGORY Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.

Available In Organisation, Business Unit, Project/Department

Description Displays summary information for contracts, grouped by contract category. Non-grid format: grouped by Business Unit, Project/Department and category.

Use This report is used by Managers at all levels to get a financial summary list of categorised contracts they are responsible for.

Report Criteria


Filter by Post Award State Select the state of the contract: ▲ All States ▲ Open ▲ Closed

Filter by Product Description Enter the product description for which you want to display contracts.

Originated From Date Select the start of the date range for the Originated Dates of the contracts.

Originated To Date Select the end of the date range for the Originated Dates of the contracts.

Fields Displayed



Project/Department Name The name of the Project/Department which the contract belongs to.






Combined with Framework Agreement Name in non-grid format



Includes Framework Agreement Ref in non-grid format



Contractor The reference and name of the contractor.

State The state of the contract. Colour-coded



Contract Award Value The aware value, in the contract currency, of the contract.

Approved Contract Commitment

The actual value, in the contract currency, of the approved contract commitment.

Approved Contract Expenditure

The value, in the contract currency, of the approved contract expenditure.

Remaining Contract Expenditure

The value, in the contract currency, of the remaining contract expenditure; i.e. the approved contract commitment MINUS the approved contract expenditure.

CONTRACTOR ADDRESSES Available In Organisation, Contractor

Description Displays address details for contractors. You can drill-down to associated child contractors.

Use This report is used by all contractor management teams to provide a detailed list of contractors.


Fields Displayed

Field Description


Name The name of the contractor.

Address The first line of the contractor’s main address.


Field Description

City The city of the contractor’s main address.

State or Province The state/province of the contractor’s main address.

Postal Code The postal/ZIP code of the contractor’s main address.

Country The country of the contractor’s main address.

Telephone The telephone number of the contractor.

CONTRACTOR AND CONTACTS BY PRODUCT CODE Available In Organisation, Contractor

Description Displays contractor contact details. The report can be filtered by product code description to show only contractors with specific product codes.

Use This report is used by contractor management teams to provide a list of contractors, identifying the products or services each contractor provides.

Report Criteria


Product Description Enter part or all of the product code description you want to filter the report by.

Fields Displayed

Field Description

Contractor Ref The reference and name of the contractor.

Head Office The address of the head office for the contractor (Main Address)

Date Registered The date the contractor was registered on ProCon.

Web Address The URL of the contractor web site.

Contacts First Name The first name of the contact.

Last Name The last name of the contact.

Position The position held by the contact in the contractor company.

User Role Name The ProCon user role of the contact.

Telephone The telephone number of the contact.

Email The email address of the contact.

Product/Service Description

Code The product code of the product/service provided by the contractor.

Description A description of the product/service provided by the contractor.


CONTRACTORS BY PRODUCT CODE Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.

Available In Organisation, Contractor

Description Displays contractor details, filtered by product code description to show only contractors with specific product codes.

Use This report is used by contractor management teams to provide a detailed list of contractors, identifying the products or services each contractor provides.

Report Criteria


Product Description Enter part or all of the product code description you want to filter the report by.

Fields Displayed

Field Description


Head Office Address The main address of the contractor.

Main Telephone The telephone number of the contractor.

Code The product code of the product.

Description A description of the product.

CONTRACTOR RISK COVER Available in Grid format only.

Available In Organisation, Business Unit, Project/Department, Contract, Contractor

Description Displays details of contractor risk covers for contracts.

Use This report is used by contractor management teams to identify if any contractor risks have or are due to expire, highlighting the contracts to which the risks are relevant.

Report Criteria


Filter by Risk Category Select the type of risk to display the report for: ▲ No Filtering ▲ Insurance ▲ Guarantee ▲ Bond ▲ Other


Fields Displayed















Risk Type The type of risk

Risk Description A description of the risk cover.

Risk Category The category of risk: Insurance, Guarantee, Bond, Other.

Risk Certificate Indicates whether a risk certificate has been attached to the risk cover.

Risk Agency/Bank The agency/bank which provides the risk cover.

Risk Ref The reference of the risk cover.

Risk Expiry Date The expiry date of the risk cover. Colour-coded

Risk Value The value (in the contract currency) of the risk cover.

CONTRACTOR SUMMARY REPORT Available in Grid format only.

Available In Organisation, Contractor

Description Displays summary information for contractors, ordered by country. The number of contractors is displayed.

Use This report is used by contractor management teams to provide a detailed list of contractors.

Report Criteria


Country Name Enter the part or all of the name of the country for which you want to display the report.



Contractor Authentication Select the type of authentication for the contractor: ▲ Authenticated ▲ Unauthenticated ▲ Both

Fields Displayed

Field Description

Ref The reference of the contractor.


Contractor Name Language 2 The translated or transliterated name of the contractor, if any.

Main Address The main address of the contractor.

City The city of the contractor’s address.

State/Province The state/province of the contractor’s address.

Post/ZIP Code The postal/ZIP code of the contractor’s address.

Country The country of the contractor’s address.

Registered The date and time that the contractor was registered in ProCon.

Authenticated Indicates whether the contractor has been authenticated for ProCon.

CONTRACTS WITHOUT DOCUMENTS Available in Grid format only.


Description Display details of contracts for which no documents exist.

Use This report allows Managers at all levels to quickly identify the contracts they are responsible for which currently have no contract documents recorded, so these contracts can be updated.


Fields Displayed

Field Description









Field Description





Contractor Ref The reference of the contract.

Contractor Name The name of the contract.

Contract State The state of the contract.

Contract Start The start date of the contract.

GLOBAL FINANCIAL FORECAST Available in Grid format only.


Description Displays financial forecast information for all contracts in the Organisation.

Use This report is used to get a financial view of the status of all contracts in the Organisation.

Report Criteria


Post Award State Select the state of the contracts by which to filter the report: ▲ All States ▲ Open ▲ Closed

Fields Displayed

Field Description

Business Unit Name The name of the Business Unit which the contract belongs to.

Project/Department Reference The reference of the Project/Department which the contract belongs to.

Project/Department Name The name of the Project/Department which the contract belongs to.

Contract Reference The reference of the contract.


Contract Base Currency The base currency of the contract.

Exchange Rate Level The type of exchange rates used by the contract: Organisation or Contract.

Contract Award Level The award value of the contract.

Approved Contract Budget The value of the approved budget for the contract, which can include internal costs unrelated to the contractor.


Field Description

Not to Exceed Contract Value The Not to Exceed value of the contract; a financial commitment value related to the contract award value, which includes contingency for unplanned variations.

Approved Contract Expenditure The value of all communications in the Approved Contract Expenditure reporting category.

Pending Contract Expenditure The value of all communications in the Pending Contract Expenditure reporting category.

Potential Contract Expenditure The value of all communications in the Potential Contract Expenditure reporting category.

Approved Contract Expenditure The value of all communications in the Approved Contract Expenditure reporting category.

Potential Contract Changes The value of all communications in the Potential Contract Changes reporting category.

Pending Contract Changes The value of all communications in the Pending Contract Changes reporting category.

Approved Contract Changes The value of all communications in the Approved Contract Changes reporting category.

Potential Contract Commitment The pending contract commitment PLUS the potential contract changes.

Pending Contract Commitment The approved contract commitment PLUS the pending contract changes.

Approved Contract Commitment The contract award value PLUS the approved contract changes.

Remaining Contract Expenditure The approved contract commitment MINUS the approved contract expenditure.

Approved Contract Expenditure vs Approved Contract Commitment (%)

The approved contract expenditure as a percentage of the approved contract commitment.

Approved Contract Changes vs Contract Award Value (%)

The approved contract changes as a percentage of the contract award value.

Potential Contract Change vs Approved Contract Budget (%)

The potential contract changes as a percentage of the approved contract budget.

Potential Contract Commitment vs Not to Exceed Contract Value (%)

The potential contract commitment as a percentage of the Not to Exceed contract value.

Contract Start Date The start date of the contract.

Contract End Date The planned end date of the contract.

Next Review Date The next review date of the contract.

Contract Administrator The names of users assigned to the Contract Administrator contract role.

OPEN CONTRACT EXPIRY SUMMARY Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.



Description Displays expiry details for contracts at the report level, including Framework Agreements. Non-grid format: grouped by Business Unit and Project/Department. The number of contracts in each Project/Department is displayed.

Use This report provides Managers at all levels with a summary list of when contracts are due to expire, so that they can prepare contracts for contract close out.

Report Criteria


Contract Start Date The start date of the contract.

Contract End Date The planned end date of the contact.

Fields Displayed



Project/Department The name of the Project/Department which the contract belongs to.











Review Date The review date of the contract.


Contractor The name of the contractor.

Contract Administrator(s) The name of the contract administrator.

PRE-AWARD COMPLIANCE REPORT Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.


Description Displays a list of tender process templates defined for each tender template category, and gives the number and percentage of tenders which use each tender process template.


Use This report is used by Process Owners to track how compliant tender activity is to the company standard.


Fields Displayed

Field Description

Category The name of the tender template category.

Tender Process Template The name of the tender process template.

Description The description of the tender process template.

Tenders Using The number of tenders (in brackets) and percentage of tender using the tender process template.

PROCON USER ROLE SUMMARY REPORT Available In Organisation

Description Displays a list of the user roles, including the number of users in each role.

Use This report is used by system support to review each user role and which users have been allocated to these roles.


Fields Displayed

Field Description

User Role The name of the user role.

Number of Users The number of ProCon users who have been assigned this user role.

Description A description of the user role.

PROCON USERS BY BUSINESS UNIT Available In Organisation, Business Unit

Description Displays summary details of users in each Business Unit.

Use This report is used by system support to provide a detailed list of all users within the system.


Report Criteria


Filter by First Name Enter part or all of the first name you want to display the report for.

Filter by Last Name Enter part or all of the last name you want to display the report for.

Fields Displayed

Field Description

Business Unit The name of the business unit.

User Reference The reference of the user.

User Name The name of the user (Last Name, First Name).

Username The username of the user.

User Role Name The user role of the user.

Email The email address of the user.

Mobile The mobile telephone number of the user.

Phone The telephone number of the user.

PROCON USERS BY ROLE Available In Organisation

Description Displays summary details of users. Grouped by Business Unit and user role. The number of users in each user role per Business Unit is displayed.

Use This report is used by system support to provide a detailed list of all users for each business role within the system.


Fields Displayed

Field Description

Role Name The name of the user role.

Role Description A description of the user role.

Count The number of users who have that user role.

Last Name The last name of the user.

First Name The first name of the user.



Last Login The date and time that the user last logged in to ProCon.


PROJECT LICENSE ACCOUNT REPORT Available in Grid format only.


Description Displays a list of active licensed internal (company) and external (contractor) ProCon users in the Organisation. The total number of active accounts in the system and of each type is displayed.

Note: Internal users are counted as licensed users if they have a login enabled in ProCon and a user role other than (No Access) for ProCon. External users are counted as licensed users if they have a login enabled in ProCon and are assigned to a contract role.

Use This report is used by system support to track currently active and inactive users in the system. Users can appear multiple times depending on the number of project/departments (internal users) or contract roles (external users) they are assigned to, but the total ProCon License Count for all a user’s appearances in the report should be equal to 1. This is to allow the cost of licenses to be split across projects, for example. For example, if an External user has a role in two contracts, the ProCon License Count value will be shown as 0.5 for each row in which the user appears.

Note: An additional License Account Monitoring report is available, which is emailed to a specified contact only when the number of user accounts exceeds the number allowed for that ProCon system . The contact is set up as a Reporting Services server subscription (see the ProCon Installation Guide). This report counts: • Company users with enabled login accounts. • Read-only company users with enabled login accounts (determined by user role). • Contractor users with enabled login accounts AND contract roles for one or more open contracts.


Fields Displayed

Field Description

User Type The type of account: Internal (company) or External (contractor).

User Role The user role of the user.

Business Unit Internal users: The name of the Business Unit the user is assigned to. External users: The name of the Business Unit for the contract in which the user has a contract role.

Project/Dept Internal users: The name of the project/department that the user is assigned to. External users: The name of the project/department for the contract in which the user has a contract role.


Country The country of the user.


Company The company to which the user belongs. For external users, this is the name of the contractor company.


Field Description

Login Count last 30 days The number of times that the user has logged in to ProCon in the last 30 days.

Last Login The date and time that the user last logged in to ProCon. If they have never logged in, this displays Never Logged on.

First Login The date and time that the user first logged in to ProCon. If they have never logged in, this displays Never Logged on.

Months Active The number of months since the user’s first login.

Identity Provider The method by which the user logs in to ProCon, e.g. ProCon or external identity provider.

ProCon License Count The number of licenses consumed by the user.

PROJECT LINE ITEMS Available in Grid format only.

Available In Project/Department

Description Displays all line items defined for contracts in the project/department.

Use This report is used by Contract administrators and Project Managers to get information about the use and consumed quantities of line items defined for the contracts in the project/department.


Fields Displayed


Project/Department Reference

The reference of the Project/Department which the line item’s parent contract belongs to.

Project/Department Name The name of the Project/Department which the line item’s parent contract belongs to.

Contract Reference The reference of the line item’s parent contract.

Contract Name The name of the line item’s parent contract.

Control Account Code The project/dept control account which the line item is associated with.

Breakdown Item Name The contract breakdown item which the line item is associated with.

Line Item Code The code of the line item.

Supplementary Code An additional code used to identify the line item.

Title The name of the line item.

Unit Rate The price per unit of the line item, in the line item currency.

Unit Rate line items only



Currency The currency of the line item.

Initial Commitment The total price of the line item as initially agreed in the contract. For Unit Rate line items (displayed on the Summary view only), this is calculated as Unit Rate x Committed Quantity.

Unit of Measure The unit of measure of the line item. Unit Rate line items only

Committed Quantity The maximum quantity of the line item that should be used. This has been negotiated between the company and contractor, and committed to in the contract.


Financial Amount Claimed The amount of the line item so far claimed in the contract (i.e. in a Company to Contractor expenditure communication which has been Agreed/Approved).

Lump Sum, Milestone Payment and Reimbursable line items only

% Claimed The percentage of the line item so far claimed in the contract (i.e. in a Company to Contractor expenditure communication which has been Agreed/Approved).

Progressive Payment line items only

Quantity Claimed The quantity of the Unit Rate line item so far claimed in the contract (i.e. in a Company to Contractor expenditure communication which has been Agreed/Approved).


STAGE GATE BUSINESS PROCESS ROLE STATUS FOR CONTRACT AWARD STAGE GATES

Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.


Description Displays details of Stage Gates associated with contract awards, including the planned and actual number of days taken for the business process role members to reach an approval decision. Non-grid format: grouped by Business Unit, Project/Department and business process role.

Use This report is used by Managers at all levels to: ▲ Monitor how long tender stage gates take to be completed. ▲ Identify any bottlenecks in this process.

Report Criteria


Filter by Approval Status Select the approval status: ▲ All Approval States ▲ Not Passed by Business Process Role ▲ Passed by Business Process Role



Filter by Overdue Status Select the overdue status: ▲ Both Overdue and Not Overdue ▲ Not Overdue ▲ Overdue

Fields Displayed


Business Unit The name of the Business Unit which the tender belongs to.

Project Ref The reference of the Project/Department which the tender belongs to.

Project Name The name of the Project/Department which the tender belongs to.

Business Process Role The name of the business process role associated with the stage gate.

Tender Ref The reference of the tender.

Tender Name The name of the tender.

Stage Gate Schedule Name The name of the stage gate.

Stage Gate Package Name The name of the stage gate package.

Date First Issued The date that the stage gate package was first issued.

Requested Business Process Role Response Date

The date by which the business process role should respond.

Colour-coded

Actual Business Process Role Response Date

The date that the business process role responded.

Planned Approval Duration The number of days planned for the business process role to reach a decision.

Actual Approval Duration The actual number of days in which the business process role reached a decision.

Revisions The number of revisions made to the stage gate package.

Planned Contract Award Date

The planned award date for the contract.

Actual Contract Award Date The actual award date of the contract.

Last Approval Status The last status of the stage gate.

STAGE GATES AWAITING APPROVAL Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.



Description Displays all stage gates currently awaiting approval. Non-grid format: grouped by Business Unit, Project/Department and business process role.

Use This report is used by Managers at all levels to monitor which tender stage gates within their active tenders are awaiting approval.


Fields Displayed



Project Ref The reference of the Project/Department which the tender belongs to.

Combined with Project Name in non-grid format

Project Name The name of the Project/Department which the tender belongs to.

Includes Project Ref in non-grid format

Business Process Role The name of the business process role associated with the stage gate.



Stage Gate Name The name of the stage gate.

Issued By The name of the user who issued the stage gate package.

Role The user role of the user who issued the stage gate package.

Date Issued The date that the stage gate package was issued.

Requested Response Date The date by which the business process role should respond.

Estimated Approval Date The estimated date by which the business process role will respond.

Custom Field 1 The value of Custom Field 2 for the business process role.

Custom Field 2 The value of Custom Field 2 for the business process role.

TENDER AUDIT SUMMARY Available In Tender

Description Displays the audit report for the tender.


Use This report is used by Auditors to trace all actions carried out on a tender by both tender administrators and contractors who have been involved in the tendering process.

Report Criteria


Filter by Audit From Date Select the start of the date range for the audit.

Filter by Audit To Date Select the end of the date range for the audit.

Fields Displayed

Field Description

Name The name of the Project/Department which the tender belongs to.

Date/Time The date and time that the audit entry was logged.

Action The text of the audit entry, i.e. what happened.

User Name The name of the user who performed the audited action.

User Type The type of the user who performed the audited action: Company or Contractor.

Audit Item Name The item which the audited action was performed on.

Sub Audit Name The sub-item which the audited action was performed on.

Quad Item Name The third-level sub-item which the audited action was performed on.

TENDER PROGRESS REPORT Available in Grid format only.

Available In Organisation, Business Unit, Tender

Description Displays a list of all tender schedule items that have been completed.

Use This report can be used by Managers to: ▲ Track progress on tenders that they are responsible for. ▲ Identify work that has been completed.

Report Criteria


Completed From Date Select the start of the date range for the Completed Dates of the tender schedule items.

Completed To Date Select the end of the date range for the Completed Dates of the tender schedule items.

Fields Displayed

Field Description

Template Category The category of the tender process template used by the tender.

Template The name of the tender process template used by the tender.


Field Description


Project/Dept Name The name of the Project/Department which the tender belongs to



Schedule Item The name of the completed schedule item.

Completed On The date that the schedule item was completed.

Completed By The user who completed the schedule item.

TENDER SUMMARY BY PRODUCT/SERVICE Also available in Grid format – recommended for export to other applications, e.g. Microsoft Excel.


Description Displays summary information about tenders, including any product code and service. Non-grid format: grouped by Business Unit, Project/Department and tender category type.

Use This report provides Managers at all levels with a summary status of tenders they are responsible for.

Report Criteria


Filter by Tender State Select the tender state to filter the report by: ▲ All States ▲ Not Started ▲ In Progress ▲ Overdue ▲ Closed

Filter by Product Code Description

Enter part or all of the product description you want to filter the report by.

Started From Date Select the start of the date range for the Start Dates of the tenders.

Started To Date Select the end of the date range for the Start Dates of the tenders.

Fields Displayed



Project/Department The name of the Project/Department which the tender belongs to.

Category Type The category of the tender process template used by the tender.

Tender Name The reference and name of the tender.

Date Created The date the tender was created.



Administrator The name of the tender administrator.

Tender State The state of the tender: Not Started, In Progress, Overdue, Completed.

Colour-coded

Code Number The reference of the product code.

Code Description A description of the product code.

TENDER SUMMARY STATUS REPORT Available in Grid format only.

Available In Organisation, Business Unit, Project/Department, Tender

Description Displays tender details, including schedule information.

Use This report is used by management at all levels to provide a detailed summary of tenders they are responsible for, providing information on all activity and highlighting if these are behind schedule.


Fields Displayed



Project/Department The name of the Project/Department which the tender belongs to.

Tender The reference and name of the tender.

Planned Start Date The planned start date of the schedule item.

Planned End Date The planned end date of the schedule item.

Currency The currency of the tender.

Budget The tender budget, in the tender currency.

Tender Status The state of the tender: Not Started, In Progress, Overdue, Completed.

Colour-coded

Description A description of the tender.

Schedule Title The name of the schedule item.

Schedule Item Status The status of the schedule item: Not Started, Started, Overdue, Completed.

Colour-coded

Actual Start Date The actual start date of the schedule item.

Actual End Date The actual end date of the schedule item.

Calendar Days The planned number of days that the schedule item should take.



Actual Duration (Days) The actual number of days that the schedule item or task should take. For the schedule item, this is the sum of the values for its tasks.

Suggested Duration (Days) The suggested number of days that the schedule item or task should take. For the schedule item, this is the sum of the values for its tasks.

Marked Complete Indicates whether the schedule item or task has been completed in ProCon.

Colour-coded

Assigned Users The names of the users assigned to the schedule item.

TENDER TEMPLATES Available In Organisation

Description Displays details of all the tender process templates in ProCon. Grouped by tender template category.

Use The report is used by Process Owners to provide a detailed view of Tender Processes that have been setup and used throughout all Business Units using the system.


Fields Displayed

Field Description

Category The name of the category of the tender process template.

Template Title The name of the tender process template.

Template Description A description of the tender process template.

Schedule Item Title The name of the schedule item.

Suggested Duration The suggested duration, in days, of the schedule item.

Min Duration The minimum duration, in days, of the schedule item.

Max Duration The maximum duration, in days, of the schedule item.

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