The Lines tab consists of a column called Exhibit, it contains a list of values of Exhibits that you can search for and use. The values for the Exhibit list of values are pre-defined (seeded). The values are A through Z, followed by AA through AZ, BA through BZ and so on until ZZ. It should be noted that the alphabets I and O are not used at all for the Exhibit values. Additionally, an Exhibit icon is displayed before the line number to indicate that the line is an exhibit line.
Exhibit lines can either be Not Separately Priced / No Charge (the value of the Cost Constraint field should be Not Separately Priced or No Charge) or Priced lines. Exhibit lines cannot be informational. Exhibit lines are also not associated with SLINs, therefore, in the Lines page, if there is an exhibit line, the Add SLIN icon is disabled for use. In a similar manner, exhibit lines cannot be option lines or base lines for other option lines.
There are 2 ways you can create an exhibit line:
First method: Create a line (CLIN) and then select a seeded value from the Exhibit list of values. The CLIN automatically gets converted to an exhibit line when you select the Exhibit value.
Second Method: Use the action Convert Lines To/From Exhibit Lines that is available in the Lines region. First select one or more lines that you want to convert to exhibit lines and then select Convert Lines To/From Exhibit Lines action and click Go. The Convert Lines to Exhibit Lines page displays. Select the radiobutton Specify an Exhibit for selected Lines to convert as Exhibit Lines, and then choose an Exhibit from the Exhibit list of values. Click Apply to save your changes and return to the Lines tab. You will see that line(s) you selected are converted to exhibit lines and a message confirming that the lines have been converted successfully also displays.
The action Convert Lines To/From Exhibit Lines also enables you to convert exhibit lines to CLINs. Select one or more exhibit lines and choose the action Convert Lines To/From Exhibit Lines and click Go. The Convert Exhibit Lines to Lines displays with 2 options: Remove exhibit references for selected exhibit lines and convert as regular lines or Specify an Exhibit for selected Lines to convert as Exhibit Lines. If you select the radiobutton for Remove exhibit references for selected exhibit lines and convert as regular lines, the exhibit lines you have selected get converted to CLINs or SLINs. If you select the radiobutton for Specify an Exhibit for selected Lines to convert as Exhibit Lines, you will also need to choose an exhibit from the Exhibit list of values. This will associate your exhibit line with a different Exhibit value (for example, from AA to AB). Click Apply to save your changes and return to the Lines tab. You will see that line(s) you selected are converted to exhibit lines and a message confirming that the lines have been converted successfully also displays.
Use the Manage Exhibits action in the document level Actions LOV to associate the Exhibit lines with CLINs or SLINs. You can reference a single Exhibit to a CLIN or a SLIN at a time. Priced CLINs can be linked to Not Separately Priced ELINs and Not Separately Priced CLINs can be linked to Priced ELINs. CDRLs can be linked to either priced or Not Separately Priced CLINs. Thus, even if one line is priced, the exhibit is considered to be priced.
The Manage Exhibits page consists of a search region, where you can search for and view all the exhibits associated with the current document. The search results region also tells you if the exhibit is a data deliverable, how many exhibit lines are associated with it, whether they are priced or not and their value along with the description. The Referenced Line column in the search results region enables you to link CLINs or SLINs with exhibits. Select a line from the search LOV and associate it to the exhibit.
The Actions column enables you to view the Exhibit details in PDF format. The PDF document displays the Exhibit name on the first page (for example, Exhibit AA) and then displays all the exhibit details, including the associated lines. The Copy action in the Actions column displays the Copy Exhibits: Set Need-By Date page, where you need to specify the Need-By Date or Period of Performance Dates. Click Apply to copy the entire exhibit structure as a new exhibit. The Copy Exhibits page is used to copy exhibits that are ELINs only. If the exhibit is a CDRL, it will automatically be copied and a new exhibit name is automatically assigned as the next available name in the A, B... series. When a CDRL exhibit is copied, all the CDRL details are copied to a new CDRL. If required, you would need to update the generation period etc. manually. The Delete icon in the Actions column deletes an exhibit from the document. Click Save to return to the Lines page. If you have not referenced a CLIN or SLIN to an exhibit, the system warns you to do so when you click Submit to submit the document for approval.
The main region of the Line Details page displays the Exhibit list of values. It shows you the exhibit that the line is associated with.
The Related Exhibits region displays the exhibit details that the line is associated with. A line can be referenced in more than one exhibit. The Related Exhibits region displays if a line has an associated exhibit (you have associated the line to the exhibit using the Manage Exhibits page). This region displays only for Standalone CLINs, CLINs with informational SLINs and SLINs and not for exhibit lines. For example, if your line is A001 (exhibit line), the region will not be displayed. Similarly, this region does not appear for any informational line (CLINs or SLINs).
Schedules are created for Exhibit Lines that are priced or Not Separately Priced. Not Separately Priced exhibit lines have schedules but not distributions.
Priced Exhibit Lines have schedules automatically created for them. By default one schedule is created. You can create more than one schedule by using the Split icon.
The line numbers for schedules for the exhibit lines will only show the Exhibit Line number, and not the parent or related exhibit line numbers. This applies to IDVs and modification documents as well.
Priced Exhibit Lines can be selected for linking to requisitions. Similarly, Priced Exhibit Schedules can be selected for linking to requisitions.
Distributions for the Priced Exhibit lines are created in a manner similar to priced CLINs and priced SLINs. For more information on linking to requisition lines, please refer to the section Linking Requisition Lines.
In your CLM document (award, IDV, or modification), select the action Add Contract Terms or Update Contract Terms from the Actions list of values and click Go. From your solicitation document, select the Contract Terms link to open the Contract Terms page. The Contract Terms page displays, with two tabs - Clauses and Deliverables. Click the Deliverables tab to create a CDRL. A CDRL is essentially a data deliverable. The Deliverables page displays, and you can use this page to create deliverables and manage exhibits.
Click Create Deliverable to open the Create Deliverable page. Enter a Deliverable Name appropriate to the CDRL you are creating. Enter Data Deliverable as the value for Deliverable Category. This is mandatory if you wish to create a deliverable of type CDRL. A Deliverable will be categorized as a CDRL if the Deliverable Category is selected as Data Deliverable. If you have saved the template with the value Data Deliverable, you can change the deliverable to a non-CDRL only if the CLM document has a status of Draft. When the CLM document is approved, you cannot change the Deliverable Category or Deliverable Type via a modification. Enter Contractual as the value for Deliverable Type. Verify if the fields such as Supplier and Internal Contact have the appropriate values defaulted. The Responsible Party should default to (or should be selected as) Supplier Organization, if the Deliverable Category is Data Deliverable and the Deliverable Type is Contractual.
If you have selected the Deliverable Category as Data Deliverable, the Data Item Details and Distribution Address regions are enabled and displayed.
The regions in the CDRL page and some of their fields are described below:
The Exhibit Details region is used to display the fields Exhibit and Data Item Number for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only if the document is a Solicitation or Award document.
The Pricing Details region is used to display the fields Price Group and Estimated Price for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only if the document is a Solicitation or Award document.
The Data Item Details region is used to capture Data Deliverable details required for printing. This region is displayed for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only for template definitions and Solicitation/Award documents.
The Distribution Address region is also used to capture details required for printing. This region is displayed for deliverables with Data Deliverable as the Deliverable Category value. This region is displayed only for template definitions and Solicitation/Award documents.
The Schedule Information region is used to capture the Schedule Type information. This region is displayed for all deliverable categories, including data deliverable. If the Schedule Type is System, the Due Date and Notifications regions are displayed, if the value of Schedule Type is Non-Schedulable, then the Due Date and Notifications regions are not displayed.
The Due Date and Notifications regions enable you to specify the date when the task on the CDRL will be completed. Select either Fixed Date or Relative Date. If you selected Fixed Date, select the date using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values.
Select a value from the Event list of values: Purchase Order Cancel, Purchase Order Close and Purchase Order Signing.
For a repeating deliverable, the start date is the date that you chose either as a fixed date or a date relative to the event that you specified in the previous step.
For a repeating deliverable, select the frequency information as follows:
Select the Frequency as a number of days or weeks or months. For example, every 6 weeks or every 3 months. In the Repeating field, select either the day of the week to repeat on (for a weekly frequency) or the day of the month to repeat on (for a monthly frequency) or number of days (for a day based frequency).
For a repeating deliverable, select the end date information as follows:
In the Repeat Until fields, select either the Fixed Date or Relative Date radio button. If you selected Fixed Date, select the date using the Calendar icon.
If you selected Relative Date, select Event, Before/After, and Period values.
Select one or more of the check boxes that match the notification scenarios:
Prior to Due Date: If you enable this check box, you must specify the (positive) number of days, weeks or months before the due date that the notification should be sent.
The recipient of this notification is the contact of the responsible party on the deliverable. The recipients of this notification are the Buyer Contact, the Supplier Contact, and the Requester.
Status Change: A notification is sent for any status change of the deliverable. Statuses could be any of the following: Completed, Submitted, Rejected, Cancelled, or Failed to Perform.
Deliverable is Overdue: A notification is sent when the due date of the deliverable is passed. The recipients of this notification are the Buyer Contact, the Supplier Contact, and the Requester.
Escalate after Due Date: The recipients of this notification are the Escalation Contact and the Requester. If you enable this notification, you must specify the Escalation Contact, and the number of days, weeks, or months until the escalation should occur.
Note: Except for Status Change notifications, the notifications are only sent daily as a result of running the concurrent programs Overdue Deliverable Notifier, Deliverable Due Date Notifier, and Deliverable Escalation Notifier.
Click Add Attachments, and define your attachment as one of following types:
File: you can attach a file from your local desktop.
URL: you can specify a URL where the document is available.
Text: you can enter information in the Text field.
Click Apply to save your work and return to the main Deliverables tab. Using this tab, you can define data deliverables, specify exhibits details for data deliverables, view the Exhibits used in the document and copy the exhibits along with the data deliverables that are mapped to the exhibit.
The Deliverables tab now displays the CDRL you just created. Click the Deliverable Name link to open the CDRL. The exhibit details are displayed as well. If you wish to change the exhibit information, select the CDRL and then use the Specify Exhibit button to open the Search Exhibits page. You can search for an exhibit and then link it to the CDRL. Select the Exhibit and click Apply. The newly associated exhibit now appears in the Deliverables tab for the CDRL.
The Manage Exhibits page consists of a search region, where you can search for and view all the exhibits associated with the current document. The search results region also tells you if the exhibit is a data deliverable, how many exhibit lines are associated with it, whether they are priced or not and their value along with the description. The Referenced Line column in the search results region enables you to link CLINs or SLINs with exhibits. Select a line from the search LOV and associate it to the exhibit.
The Actions column enables you to view the Exhibit details in PDF format. The PDF document displays the Exhibit name on the first page (for example, Exhibit AA) and then displays all the exhibit details, including the associated lines. The Copy action in the Actions column displays the Copy Exhibits: Set Need-By Date page, where you need to specify the Need-By Date or Period of Performance Dates. Click Apply to copy the entire exhibit structure as a new exhibit. The Copy Exhibits page is used to copy exhibits that are ELINs only. If the exhibit is a CDRL, it will automatically be copied and a new exhibit name is automatically assigned as the next available name in the A, B... series. When a CDRL exhibit is copied, all the CDRL details are copied to a new CDRL. If required, you would need to update the generation period etc. manually. The Delete icon in the Actions column deletes an exhibit from the document. Click Save to return to the Lines page. If you have not referenced a CLIN or SLIN to an exhibit, the system warns you to do so when you click Submit to submit the document for approval.
In the Manage Exhibits page, click an exhibit link to open the Exhibit Line Details page. If the Exhibit is a supplies / services line, then the line details will be displayed. However, if the Exhibit is a CDRL, then the page displays the details of the data deliverables. Click the Return link at the bottom of the page to go back to the Manage Exhibits page.
If you have multiple CDRLs listed in the Deliverables tab, then you can order them in a sequence by clicking the Reorder button.