Common CLM Functionality

Document Numbering

CLM documents are automatically numbered in accordance with document numbering conventions used in federal agencies. You can assign complex document numbers to purchasing documents. You can configure a segment driven number format for CLM documents. Based on the setup of the number format, the appropriate document number gets automatically assigned to CLM documents.

While the headers and lines of a CLM document are numbered automatically, users can edit the header and line numbers with manual updates.

Note: To setup and enable the document numbering structure for use in purchasing documents, refer to the Oracle Contract Lifecycle Management for Public Sector Implementation Guide.

Header Numbering

Header Numbering is applied to CLM documents with their amendments/modifications. CLM supports agency defined document number structures as well as those defined by regulation such as the DFARS.

Some basic guidelines that govern CLM document header numbering are:

Some numbering structures for CLM documents are listed below. Numbering structures vary from agency to agency, and the following table provides an example of a sample set of numbering structures:

CLM Document Header Numbering Structure Example
Purchase Requisition Prefix-Fiscal Year-Agency Identifier- Serial Number PR-10-CDC-12345
Solicitation DoDACC-Fiscal Year-Instrument Type-Serial Number MAS123-10-Q-0001
Award DoDACC-Fiscal Year-Instrument Type-Serial Number MAS128-10-C-0001
IDV DoDACC-Fiscal Year-Instrument Type-Serial Number MAS123-10-C-1234
Order Referencing IDV DoDACC-Fiscal Year-Instrument Type-Serial Number-Order Referencing IDV Number MAS123-10-C-1234-0001
Requisition Amendment Prefix-Fiscal Year-Agency Identifier- Serial Number-Amendment Number PR-10-CDC-12345-0001
Solicitation Amendment DoDACC-Fiscal Year-Instrument Type-Serial Number-Amendment Number MAS123-10-Q-0001-0001
Modification for Award PIIN-Control Number-Serial Number-Modification Type-Modification Code-Second Character MAS128-10-C-0001-C0001
Modification for IDV PIIN-Control Number-Serial Number-Modification Type-Modification Code-Second Character MAS128-10-C-0001-C0001

Note: When amendments or modifications to the main document are numbered, they generally follow the format: Base Document Number + Suffix (Serial Number).

When a modification definitizes one or more undefinitized lines, the numbering of the modification changes from (example) MAS128-10-C-0001-C0001 to MAS128-10-C-0001-PZ(or AZ)0001.

Contract Line / Sub-Line (CLIN / SLIN)

The Contract Line (CLIN) and Sub-line (SLIN) structure is used in CLM documents, including modifications to the purchasing documents. A Contract Line captures information about the item(s) or service(s) to be procured in the contract with or without the pricing details. Thus, a Contract Line (CLIN) can be a priced line or an informational line. Similarly, Sub-Lines, which are used to capture additional information about the CLIN, can be priced sub-lines or informational sub-lines.

By default, all CLINs are regarded as priced lines.

Users can define an informational line by selecting the Informational check box at the line level.

The possible combinations of CLIN/SLIN lines that are used in CLM are as follows:

Note: Priced CLINs may not have Priced SLINs and funding may not exist at both levels..

Shipments are not available for any informational line (funded or not funded). Informational lines will have distributions only if they are funded. They will not have distributions if they are not funded.

Users can copy the CLIN/SLIN structure completely to a new CLIN/SLIN structure. The Copy functionality is available across all purchasing documents. When a Sub-line is selected and copied, it gets created as a new SLIN in the document, always under the same parent CLIN.

Numbering CLINs and SLINs

DFARS Subpart 204.71, outlines the numbering procedure for CLINs and SLINs.

The following guidelines govern CLIN numbering:

The following guidelines govern SLIN numbering:

Some examples for Informational and Priced SLIN number generation are below:

Example 1: SLIN Number for Informational SLIN lines are 4 digit numeric codes (populated from the CLIN), followed by numeric code for 5th & 6th digits. The 5th and 6th digits are from 01 through 99. For CLIN # 0008, if there are informational SLINs, then the numbering is: 000801, 000802, 000803……000810, 000811…..000899.

Example 2: SLIN Number for Priced SLIN lines are 4-digit numeric codes (populated from the CLIN), followed by an alphabetic code. The alphabetic code for the 5th & 6th digits should NOT include the alphabets O or I. For CLIN # 0008, if there are priced SLINs, then the numbering is: 0008AA, 0008AB…..0008AH, 0008AJ….0008AN, 0008AP……0008AZ, 0008BA…..0008HZ, 0008JA……0008NZ, 0008PA……0008ZZ.

Exhibit Line / Contract Data Requirements List (ELIN/CDRL)

Exhibit Lines (ELINs) and Contract Data Requirements Lists (CDRLs) are used in CLM documents when there is a need for capturing information for 100s or 1000s of lines. For example, a ship repair scenario would need 1000s of lines to be entered in the system and all the lines would be associated with a parent line. Though users could use the CLIN/SLIN structure for this requirement, a better alternative is the ELIN/CDRL structure. Also using ELINs and CDRLs structures enable users to print the lines separately from the main body of the contract. Thus, when a contract is printed, the 1000s of lines do not get printed in the middle of the contract document, they are printed separately in a manner similar to an attachment of a CLM document.

Exhibits are related to a CLIN or SLIN, their lines provide a lower level of detail for the CLIN or SLIN. Exhibits are used when there is an extensive list of items (such as 1000 spare parts) that must be maintained on the resulting contract, but the contracting officer would like to reference that list as a whole in the body of the contract (say within Section B of the UCF) and push the longer list to the back of the contract or to another document all together. CDRLs, however, will need to be generated on the standard DD1423 form.

CDRLs, a type of ELIN, are used to list items that are either of no additional cost or are not separately priced, however, they are related to the line item being bought and need to be received, accepted, and otherwise accounted for. Examples would be training manuals associated with a training course. The training course can be a single CLIN with a price and 25 manuals are included with that price, but not separately priced or listed with the CLIN. There needs to be a way to account for the 25 manuals upon receipt of the class, therefore they are listed as a CDRL.

DFARS Subpart 204.7105, outlines the numbering procedure for ELINs and CDRLs.

Each Exhibit or CDRL is assigned a 1-2 alpha character that is represented as a capital letter. The system begins assigning using the letter A and once Z is reached, the system resumes with double alpha, starting with AA. The letters I and O should not be used. The assigned numbers are editable by users and the system does not need to enforce that the numbering be sequential or consecutive. Once an exhibit or CDRL is numbered, the number remains unique across the document. Thus, the same exhibit or CDRL number cannot be used more than once across the given contract.

The items that are associated to each exhibit are detailed in exhibit lines. These ELINs are assigned a four character alpha numeric number. The first 1-2 characters of the number represent the associated exhibit. The remaining characters represent either a 2 or 3 character sequential serial number. Thus, for Exhibit A, the ELINs can be A123 or A09Z.

An exhibit can be associated with more than one CLIN/SLIN if all ELINs in the exhibit have no funding, and are either informational or NSP (have no cost). If the exhibit has cost/funding, then it would need to be duplicated to allow the system to properly register the financial impact.

While there is no regulatory limit on the number of exhibits that can be attached to a single CLIN or SLIN, in consulting with contracting officers, in real practice this number is usually low, typically one, and sometimes two or three. An example of a single line with 3 exhibits would be a single line for a large scale production effort and separate exhibits for development, test, and production data deliverables.

An exhibit structure (A, B, AA and so on) may have may exhibit lines (CDRLs or non-CDRLs) under it. A single exhibit structure can refer to multiple contract lines (lines or sub-lines). Similarly, one line in a contract may refer to multiple exhibit lines.

Options

You can create an option line on a CLM document that you intend to exercise at a future point in time. Instead of modifying the source document to add the line at a future date, you can enter the anticipated options on the original award. For example, you might start with a request to purchase a particular software. This necessarily entails support and training as options for the purchase of the software package. Therefore support and training can be entered as option lines as the vendor has promised them. At a later date, the options of support and training can be exercised because the vendor has now promised to deliver support and training. The option lines can be created without a base line as well. The option lines of support and training, once exercised, can be received and invoiced as well.

An Option Line stores and displays information that is used at a future point in time. For example, in a CLIN SLIN structure that consists of the following, SLIN 0001AD is an Option Line:

In the example above, the SLIN 0001AD can be exercised or used only in the future (i.e. when the warranty coverage for the above hardware part expires).

Option lines cannot be informational lines, however the base line for an option line can be an informational line.

The base line for a SLIN in one CLIN/SLIN structure could be a SLIN from another CLIN/SLIN structure. Such lines are called Cross-Linked Option SLINs.

An Option Line is numbered in the same way as a CLIN or a SLIN. For more information on numbering CLINs and SLINs, refer to the section Numbering CLINs and SLINs. An Option Line can be Priced or Informational. An Option Line cannot have any further option lines associated to it.

The line structure of a CLM document has the following fields that store and display Options-related information:

In addition, two fields - Exercised Flag and Exercised Date are available in the Award and IDV document lines. Use Modifications to exercise an Option Line. When an Option Line has been exercised, the items/services can be received in the Receiving module. Then the line can be invoiced as well. For an IDV, the Option Line can be ordered off only after it is exercised using the Modification document.

Note: Option Lines do not have funds, that is, they are not funded lines. Funds can be added to Options Lines only concurrently with or after the Option Lines are exercised. The value of the field Funded Value is set to 0 for an Option Line that is present in a Purchase Requisition or an Award.

Apart from the fields that store and display Option-related information at the line level, the CLM document header contains two Option-related fields: Total Cost Including Options and Total Cost Excluding Options.

The Total Cost Including Options is the system calculated value of the total amount of all line items on the Award. The Total Cost Excluding Options is the system calculated value of total amount of all line items on the Award that are not marked as Options.

To create an Option Line, keep the following considerations in mind:

If you need to enter/add/create a new line, use the Create Option button, indicated by a colored + icon, that shows on the CLM documents page in the Lines region by default.

Create an Option Line by clicking Create Option from a source line. In turn, a new line is directly copied from the source line by the system, however the new line is editable and is treated as a separate line. The source line now becomes a Base Line.

The Create Option button is displayed for all lines that are not Option lines.

You can also start by creating a regular line, and then enabling the Option check box to convert the regular line into an Option line. Selecting the Option check box reveals other fields – Option dates and Base Line Reference. Enter the option dates, and if you would like to link the Option line to a Base Line, select the Base Line from the List of Values.

If the line is already a Base Line, click the Create Option button to create another Option Line. The new option line number is incremented by 1.

Delete an Option Line directly by clicking the Delete icon. This might re-order the existing Option Numbers if the deleted option number is less than the greatest option number for this Base Line. For example, there are 3 option lines attached to the same base line. If the user deletes the Option Line No.2, then Option Line No.3 is renumbered to Option Line No.2.

If an option CLIN with a base line or an option SLIN originating from a purchase requisition is deleted from a draft award or draft solicitation, the requestor of the purchase requisition is notified that the delete action has taken place.

If you attempt to delete a Base Line that contains one or more Option Lines, a warning message is displayed, informing you that the base line with associated option lines will be deleted. You can cancel the delete operation, delete the linked option lines or unlink the option lines.

You can update Option Lines, by editing the line information on the CLM documents page. In case the Option Lines along with the Base Line needs to be updated, a message displays, prompting you to apply the Base Line changes to the associated Option Lines. The options to are Yes, No, and Cancel.

Option From/To Date - Option From Date cannot be a date prior to that of the system date. Option From/To Date - Option To Date cannot be earlier than the Option From Date.

Pricing

Pricing of lines takes place only if the CLIN or SLIN is priced and not informational. For more information on informational and priced lines, refer to the CLIN/SLIN section.

The Type field enables you to specify a line type – broadly classified as Quantity Based or Amount Based. Selecting a line type from the Type LOV is a factor in determining how the total amount will be calculated for the item/service that the agency wants to procure. If the Type selected is Quantity Based, then the Item/Job field is enabled and on choosing an item/job, the Description field is automatically populated or you can enter a Description. If the Type selected is Amount Based, then the Item/Job field is disabled and on choosing a service, the user needs to enter a Description.

The Contract Type LOV contains all the Contract Types that can be used for that Line Type. FAR part 16 defines the Contract Types. The various Contract Types that are predefined in CLM are:

If you select Quantity Based Line Types, the LOV for the Contract Type displays only those Contract Types that do not depend on any pricing attribute other than Quantity and Unit Price for the price calculation. The Quantity Based Contract Types that can be used are:

If you select an Amount Based Line Type, all the Contract Types are displayed in the Contract Types LOV.

A Cost Constraint is an indicator at CLIN/SLIN level that controls the pricing or the document printing behavior for that CLIN/SLIN.

The following are predefined cost constraints in CLM:

The Cost Constraint field may have one of the following values:

The following cost constraint indicators are displayed in place of the CLIN price and the dollar sign ($) in the printed output only. The line item value is set to zero ($0) for calculation purposes. Lines containing these cost constraints are priced lines.

The following cost constraint indicator is displayed in place of the CLIN price and the dollar sign ($) in the printed output only. The line item/service value will be retained in the system for calculation purposes, however it will not be printed.

The following cost constraint indicators are displayed in addition to the CLIN price and the dollar sign ($). These are only descriptors for the price. For example, if Estimated is selected, the printed output displays EST $100 for a $100 line marked with a cost constraint of Estimated.

Some guidelines that apply to predefined printing logic for the pricing information based on the Cost Constraints:

If the Cost Constraint is Not Separately Priced (NSP), No Charge, or To Be Negotiated (TBN), then the Total Line Amount value (e.g. Extended Price) should not print. In place of the Total Line Amount value, NSP, No Charge or TBN should print based on the selected Cost Constraint.

If the Cost Constraint is Estimated (EST), Not to Exceed (NTE), Fabrication Cost, or Catalog, then the cost constraint should precede the line total amount value during printing. For example, if the Estimated is selected, the printed output could display EST $100 for a $100 line marked with a cost constraint of Estimated.

Indefinite Delivery Contracts (IDCs) are contracts for supplies and/or services that do not procure or specify a firm quantity of supplies (other than a minimum or maximum quantity) and that provide for the issuance of orders for the delivery of supplies during the period of the contract. The values for IDC Type are: Not Applicable, Definite Quantity, Indefinite Quantity, Requirements. Most solicitations will be Not Applicable, implying that the quantity is known at the time of solicitation and award. Other solicitations may be identified as Definite Quantity, Indefinite Quantity, or Requirements contracts. The combination of IDC type and the contract type determines the pricing calculation for the lines.

IDC Types are applicable only to Solicitations (where the outcome document is an IDV) and IDVs (and not on Purchase Requisitions and Awards).

Award Fee is a flag that indicates whether the line has an associated Award Fee (in a separate line) or not.

Amount Calculation for predefined Contract Types
Serial No. Contract Type Formula Pricing Attributes
1. Firm Fixed Price (FFP) Extended Price = Quantity*Unit Price  
2. Fixed Price Level of Effort (FP-LOE) Extended Price = Quantity*Unit Price  
3. Fixed-Price Economic Price Adjustment (FP-EPA) Extended Price = Quantity*Unit Price  
4. Fixed-Price Prospective Price Redetermination (FP-PPR) Extended Price = Quantity*Unit Price  
5. Fixed Ceiling Price – Retro Price Redetermination (FCP-RPR) Extended Price = Quantity*Unit Price  
6. Fixed Price Award Fee (FPAF) Extended Price = Quantity*Unit Price  
7. Award Fee (FEE) Extended Price = Award Fee  
8. Fixed Priced Award Fee (FPAF) Extended Price = Quantity * Unit Price + Award Fee  
9. Labor Hour (LH) Extended Price = Quantity*Unit Price  
10. Time-and-Materials (T&M) Total Amount = Other Direct Costs  
11. Time-and-Materials (T&M) Total Amount = Quantity*Unit Price + Other Direct Costs  
12. Fixed-Price Incentive (Firm Target) (FPI-FIRM) Total Target Price = Target Cost+Target Profit Ceiling Price;
Ceiling Price%;
Govt Share Above Target (%);
Govt Share BelowTarget (%);
Target Unit Price= Total Target Price/Quantity
13. Fixed-Price Incentive (Successive Targets) (FPI-SUC) Total Target Price = Target Cost+Target Profit Ceiling on Firm Target Profit;
Floor on Firm Target Profit;
Ceiling Price;
Ceiling Price % =Ceiling Price / Target Cost;
Govt Share Above Target (%);
Govt Share BelowTarget (%);
Target Unit Price= Total Target Price/Quantity
14. Cost Contract (COST) Estimated Cost = Estimated Cost  
15. Cost-Plus-Award-Fee (CPAF) Total Amount = Estimated Cost+Base Fee+Award Fee  
16. Cost-Plus-Fixed Fee (CPFF) Total Amount = Estimated Cost+Fixed Fee Fixed Fee %= Fixed Fee/Estimated Cost
17. Cost-Plus-Incentive-Fee (CPIF) Total Amount = Target Cost+Target Fee Minimum Fee;
Maximum Fee;
Govt Share Above Target (%);
Govt Share BelowTarget (%);
18. Cost Sharing (CS) Estimated Cost = Estimated Cost Govt Share Percent;
Govt. SHARE AMOUNT = Estimated Cost*Govt Share %;
CONT. SHARE AMOUNT= Estimated Cost-Govt Share Amount

Note: The system generated captions for the total amount will change, based on the IDC type.

Some guidelines that govern the pricing of a line:

Quantity Based Lines always have the amount calculated as Quantity * Unit Price.

Amount Based Lines have different formulae for calculating the total amount. You can open a popup window called Pricing Details for Amount Based Lines. This popup enables the user to input the values for the pricing elements and calculates the line amount. The pricing elements that are derived from the calculation logic are view-only fields and the user cannot update them (they will be grayed out). The popup has a Calculate button to calculate the Total Amount and any other calculated pricing elements.

The pricing elements in the popup are displayed based on the Contract Type at the document line level.

Note: The Retroactive Pricing and Pricing Transparency features are not supported in CLM.