A Contract Modification may be issued for any reason following an Award/IDV. Usually the rationale includes a needed change to the requirements/deliverables or Terms and Conditions of the Award/IDV. Alternatively, it may be issued to execute an Option line on an Award/IDV, or to increase incremental funding on a line or sub-line or increase/decrease the scope of work. Modifications may also be issued to make Administrative changes to an Award, such as effecting a change to an address of one of the Government parties to the contract, or to revise a named point of contact in a Procurement office. In all cases the Modification is a separate document, sometimes with specific Terms and Conditions that apply to that Modification, and with a separate approval process and sometimes requiring the signatures of both the Procurement office as well as the supplier while other times being issued without requiring the signature of the supplier. Once approved and signed as required, the Modification becomes part of the Award/IDV.
From Buyer Work Center, using the Awards and IDVs pages, click the Modifications sub-tab to see the modifications with various statuses. The Awards Modifications or IDVs Modifications pages display the modifications based on the default view - Draft Modifications. The Views region enables you to see all the modifications to which you have access. For example, if you wish to see your Draft Modifications, or their Approved Modifications, you need to select the appropriate view. You can personalize the views as well. Views are predefined searches for modifications. To use a view, select the view from the View list and click Go.
Use the following pre-defined views to search for modifications:
Approved Modifications - This view displays modifications that have a status of Approved.
Draft Modifications - This view displays awards that have a status of Draft.
In Process Modifications - This view displays all modifications that are in the process of approval.
Modifications Pending Supplier Signature - This view displays modifications that require supplier signature.
Rejected Modifications - This view displays modifications that have been rejected during the approval process.
Withdrawn Modifications - This view displays modifications that have been withdrawn during the modification lifecycle and are not going to be synced with the award/IDV.
Personalized Views - You can create your own specialized views that displays only those modifications in which you are interested. Click Personalize and the Personalize View page that displays enables you to create new views or modify existing ones.
Click Search to find any modifications that may not be listed in the search results region. The default search criteria are: Modification, Award / IDV, Supplier, Description; however you can add other search criteria by selecting a search field from the Add Another LOV. You can also personalize the search and convert it into a saved view.
You can enter partial field values as your search criteria. The system shows you search results that matches the partial search criteria. For example, enter "PST" in the Modification field. Every modification with a number that starts with "PST" is displayed in the search results.
The Total Change in Fund Value column shows the changes in the fund value of the modification. This column is not displayed by default, however, it may be displayed using personalization.
Some of the fields that you can use as search criteria using the Add Another LOV are: Operating Unit, Modification Number, Modification Effective Date, Modification Amount, Modification Status, Modification Issuing Office, Modification Administrative Office, Order Number, Supplier Name, Buyer, Cancellation Indicator, Document Style.
Depending on the record you select, the Actions LOV changes it's values. For example, with Draft Modifications you can perform the following actions: Check Funds, Delete, Sync, Update etc. With Approved and Merged Modifications, you can perform the following actions: View Action History, View Base Document, View Change Summary, View Description, View Modification PDF.
As a user, you can specify the office address and contracts that you want to default on the Address and Supplier Details page. Using the options on the Preferences page, select values for the different office addresses and contacts. This enables you to save on data-entry time and effort, because the office addresses and contacts values that you specify in the Preferences page default on each document you create.
Click the Preferences link located at the top of the page to view and edit the default values that will appear on the modification. The CLM Preferences (Office and Contacts defaults) link opens a region that enables you to select the Location and Contact for an Office Type (COTR Office, Payment Office, Issuing Office etc.). The selected master data defaults on the modification in the Address and Supplier Details tab. You can change the values of the defaulted data on the specific modification. This data on the modification is retained, even if the preference settings change at a later point of time.