> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Contract Management Admin Guide

> Module: GR-10 Contract Management Audience: Contract Managers, Administrators Version: 1.0.0 Last Updated: 2025-12-25 Status: Active

**Module:** GR-10 Contract Management\
**Audience:** Contract Managers, Administrators\
**Version:** 1.0.0\
**Last Updated:** 2025-12-25\
**Status:** Active

***

## Overview

This guide covers administrative functions for Contract Management, including creating contracts, managing approvals, tracking obligations, and configuring alert settings.

***

## Creating Contracts

### Create a New Contract

1. Navigate to **GR → Contracts**
2. Click **New Contract** button
3. Complete the contract form:

#### Basic Information

* **Contract Number**: Unique identifier (auto-generated if enabled)
* **Contract Name**: Descriptive name
* **Contract Type**: Vendor, Service, Lease, Employment, Compliance, Other
* **Description**: Detailed description of contract purpose

#### Parties

* **External Party Name**: Vendor, client, or partner name
* **External Party Type**: Vendor, Client, Partner, Government, Other
* **Internal Party**: Your organization contact (optional)

#### Dates

* **Effective Date**: When contract begins
* **Expiration Date**: When contract ends
* **Renewal Type**: Fixed term, Auto-renew, Evergreen
* **Auto-Renew Notice Days**: Days before expiration to send renewal notice

#### Financial Terms

* **Contract Value**: Total contract value
* **Currency**: USD (default)
* **Payment Terms**: Net 30, Net 60, etc.
* **Payment Frequency**: Monthly, Quarterly, Annual, One-time

#### Settings

* **Site**: Assign to specific location (optional)
* **Alert Days**: When to send expiration alerts (e.g., 90, 60, 30)
* **Is Confidential**: Restrict visibility
* **Tags**: Add searchable tags

4. Click **Save as Draft** or **Submit for Approval**

***

## Contract Lifecycle Management

### Contract Status Workflow

```
Draft → Pending Approval → Active → Expiring Soon → Expired
                     ↓              ↓
                 Rejected       Terminated / Renewed
```

### Approval Process

1. Contract creator submits for approval
2. Authorized approvers receive notification
3. Approver reviews and either:
   * **Approves**: Contract becomes Active on effective date
   * **Rejects**: Returns to Draft with comments
4. Creator can revise and resubmit

### Renewing Contracts

1. Open the contract detail page
2. Click **Renew** button
3. Enter new expiration date and any term changes
4. A new contract version is created, linked to the original

### Terminating Contracts

1. Open the contract detail page
2. Click **Terminate** button
3. Enter termination date and reason
4. Affected obligations are automatically cancelled

***

## Managing Obligations

### Add an Obligation

1. Open contract detail page
2. Select **Obligations** tab
3. Click **Add Obligation**
4. Complete the form:
   * **Title**: Brief description
   * **Description**: Detailed requirements
   * **Type**: Deliverable, Payment, Report, Review, Compliance, Other
   * **Due Date**: When obligation must be fulfilled
   * **Is Recurring**: Enable for repeating obligations
   * **Responsible Party**: Assign to staff member (optional)
   * **Payment Amount**: If applicable

### Track Obligation Progress

1. Click on obligation row to open detail
2. Update status: Pending → In Progress → Completed
3. Add completion notes and evidence
4. Mark as completed when fulfilled

### Recurring Obligations

For recurring obligations:

* Set recurrence pattern (daily, weekly, monthly)
* System automatically creates new instances
* Each instance tracks independently

***

## Managing Milestones

### Add a Milestone

1. Open contract detail page
2. Select **Milestones** tab
3. Click **Add Milestone**
4. Complete the form:
   * **Name**: Milestone title
   * **Description**: What this milestone represents
   * **Target Date**: Expected completion date
   * **Dependencies**: Other milestones that must complete first (optional)

### Track Milestone Progress

1. Update status as work progresses
2. Add completion notes when achieved
3. System tracks actual vs. target dates

***

## Managing Amendments

### Record an Amendment

1. Open contract detail page
2. Select **Amendments** tab
3. Click **Add Amendment**
4. Complete the form:
   * **Amendment Number**: Sequential number
   * **Title**: Brief description of change
   * **Description**: Full details of amendment
   * **Effective Date**: When amendment takes effect
   * **Changes Summary**: List of specific changes
   * **Document**: Attach amendment document

***

## Module Settings

Configure contract management at **GR → Settings → Contract Management**:

### Alert Settings

* **Default Expiration Alert Days**: 90, 60, 30 (customizable)
* **Renewal Notice Days**: Days before expiration to notify for renewal

### Numbering Settings

* **Auto-Generate Contract Numbers**: Enable/disable
* **Contract Number Prefix**: Customize prefix (e.g., "CON-")

### Approval Settings

* **Require Contract Approval**: Enable/disable approval workflow
* **Approval Threshold Amount**: Contracts above this value require approval

### Obligation Settings

* **Obligation Reminder Days**: Days before due date to send reminders
* **Auto-Mark Obligations Overdue**: Automatically flag overdue obligations

### AI Settings (Future)

* **AI Risk Analysis Enabled**: Use AI to assess contract risks
* **AI Renewal Recommendations**: AI suggestions for renewals

***

## Dashboard Widgets

The GR Overview dashboard includes contract widgets:

### Contract Summary Widget

* Active contracts count
* Pending approval count
* Expiring soon count
* Recently added contracts

### Expiring Contracts Widget

* Contracts expiring within 30/60/90 days
* Renewal status tracking
* Quick actions for renewal

### Obligation Tracker Widget

* Pending obligations count
* Overdue obligations (highlighted)
* Completion rate metrics

***

## Reports

### Available Reports

1. **Contract Status Report**: All contracts by status
2. **Expiring Contracts Report**: Upcoming expirations
3. **Obligation Summary Report**: Obligation status across contracts
4. **Contract Value Report**: Financial summary

### Exporting Reports

1. Navigate to the contracts list
2. Apply desired filters
3. Click **Export** button
4. Select format: PDF, CSV, or Excel

***

## Best Practices

### Contract Creation

* Use consistent naming conventions
* Always attach the signed contract document
* Set appropriate alert thresholds based on contract complexity

### Obligation Management

* Assign clear ownership for each obligation
* Set realistic due dates with buffer time
* Track completion evidence for audit purposes

### Renewal Management

* Review expiring contracts 90+ days in advance
* Document renewal decisions and negotiations
* Maintain version history with amendments

***

## Troubleshooting

### Common Issues

| Issue                 | Solution                                     |
| --------------------- | -------------------------------------------- |
| Can't create contract | Verify you have contract manager permissions |
| Alerts not sending    | Check notification settings in GR Settings   |
| Missing obligations   | Verify contract is in Active status          |
| Export not working    | Check for browser popup blockers             |

***

## Related Documentation

* [Contract User Guide](./contract-user-guide.md) (v1.0.0) - For general staff
* [GR Overview](index.md) (v1.0.0) - All GR module features
* [Notifications Guide](../pf/notifications-guide.md) (v1.0.0) - Alert configuration

***

**Need Help?** Contact your system administrator.