Post Award Requests, as the name suggests, are documents created after the award is approved. These documents capture the required changes to the approved award. With post award requests, contracting professionals do not have to go through the more formal cycle of creating modification documents immediately. When the post award request is created, capturing the changes to the award that are required, and after it is approved, it can be merged with the modification document. Thus post award request documents are interim documents that enable contracting professionals to make changes on an award and then create modification documents which capture the same changes from the post award request documents.
Post award requests are similar to purchase requisitions, however, unlike purchase requisitions that are created before the award, post award requests are created after the award is approved.
Requesters usually initiate change requests for an approved award. When the change request is approved by the relevant approvers, a post award request is created for the award. Then the Contract Administrator, who manages requests for changes to an existing contract from various sources, incorporates the changes from the post award request to a modification.
The post award request is similar to a modification document and thus the attributes at header, line, schedule, distribution, pay item level are mostly the same for post award requests and for modifications. Post award requests can commit funds (in a manner similar to purchase requests) or make any other changes to the award as well.
You can create any number of post award request documents for an award, as long as the award has a status of Approved. If the award is closed, you cannot create a post award request for the award. The post award request is linked to, and used to create the same award modification. The information in post award request document can be in a single or multiple modification documents; also, the information in multiple post award request documents can be a single or multiple modification documents.
Click the Post Award Request tab and you will see two sub-tabs: Post Award Requests and Awards.
The Views region in the Post-Award Request Summary page enables you to view a list of post award requests that have been created in Oracle CLM Purchasing or Oracle CLM iProcurement. Select a post award request and then choose an action that you wish to perform on the post award request:
Update: Open the post award request for editing.
Delete: You can delete a post award request if you no longer require it. A warning message displays, prompting you to continue with the delete or not. If you click Yes, the post award request document gets deleted.
Notify: you can send to-do notifications or FYI notifications to different users in the system.
The Post Award Request sub-tab enables you to search for post-award request documents and view their information. Search by any combination of the following search criteria: Award, Supplier, Buyer or Approval Status. You can add more search criteria fields by selecting a value for the search criteria fields from the Add Another list of values. The search criteria field will appear below the default search criteria fields (that is, below, Award, Supplier, Buyer and Approval Status). Click Go to view the search results.
Select a post award request from the search results and then choose one of the following actions from the Select Post Award Request: actions list of values:
View Base Document: View the details of the award from which the post award request was created.
View Base Document PDF: View the details of the award from which the post award request was created in a PDF format.
View Post Award Request PDF: View the post award request document as a PDF.
View Contract File: View the post award request in the Contract File hierarchy. The post award requests are displayed in the Award / IDV Administration link under the Conformed Award folder. The folder is called Post Award Requests and it shows you all the post award requests created for that award. The post award details are displayed in the right pane of the page. Click the Return To Post Award Request Summary link to go back to the post award requests search page.
The Awards sub-tab enables you to search for awards, and perform other actions on the awards that appear in the search results region:
View Approval Workflow: This action enables you to view the workflow activities that are associated with the award.
View Invoices: View the invoices associated with the award.
View PDF: View the award in PDF format.
View Payments: View the payments associated with the award.
View Receipts: View the receipts associated with the award.
View Contract File: View the award in the Contract File hierarchy. The award is displayed in the Award / IDV folder in the left pane. The right pane displays the award details.
Create Post Award Request: The detailed information on creating post award requests is provided in the section Creating Post Award Requests.
Use the Create Post Award Requests action to create post award requests. The Create Post Award Request page displays and you need to enter relevant information in order to create the post award request document.
The first region in the Header tab contains information specific to the post award request. Enter the Requester and Comments in the required fields. The post award request number is derived by appending the PAR indicator and control number as a suffix to the award number. Thus, as an example, if the award number is KPS-13-A-0245, the post award request number will be KPS-13-A-0245-PAR-0001.
The Award Details region consists of some fields that can be updated via a post award request: Effective Date, Supplier Contact, Communication Method, External IDV Number, Buyer, Award Administrator, Description, Conforming Award. The updates you make to the above fields are also shown in the modification document. This occurs when you create a modification from the post award request using AutoCreate. For more information on creating a modification from post award requests, please refer to the Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide.
The Terms region consists of some fields that can be updated via a post award request: Payment Terms, Number of Signed copies, Default ship to Location, Ship Via, Freight Terms and Transportation Arranger. The updates you make to the above fields are also shown in the modification document. This occurs when you create a modification from the post award request using AutoCreate.
The Business Priority and Project Information region consists of the following fields that can be updated via a post award request: DPAS Rating, Customer Project Code, Priority Code, Customer Project Text. The updates you make to the above fields are also shown in the modification document. This occurs when you create a modification from the post award request using AutoCreate.
The Award Categorization region consists of some fields that can be updated via a post award request: No Competition Reason, Admin SCD, Contract Category. The updates you make to the above fields are also shown in the modification document. This occurs when you create a modification from the post award request using AutoCreate.
The Attachment region enables you to attach one or more attachments (Notes, Files or URLs) to the post award request. When you create attachments in the post award request, and then create modifications from the post award requests, the system saves the attachments of the post award requests in the modification documents.
Address and Supplier Details:
Ensure that the addresses, locations and contacts are appropriate and relevant. Also ensure that the supplier details are correct. Any updates you make to these regions are reflected in the modification document that will be created from the post award request.
Lines:
New line numbers are generated by the system by incrementing the previous line number by 1. Thus, the previous line number could belong to an award line or could be a post award request line. In case the previous line number is an award line, the line number is not updateable. However, for newly created post award request lines, the line number is updateable. The intent here is to ensure that the line numbers are unique across all the related documents – awards, post award requests, modifications and concurrent modifications, and conformed awards.
The new line number of a post award request is generated based on the following rules:
If there are no post award requests for the award document, then the new line number in the post award request is the last generated line number on the award+1.
If there are post award request documents available for the award document, then the line number will be last generated line number+1 of the most recently created post award request.
If there are post award requests and modification documents created for the award document, then the line number will be the last generated line number of the recent-most document +1 (the last document can be a modification or a post award request document).
If you have created post award request documents for the award and have manually updated the line numbers in the post award request documents, then the line number generated will be the greatest line number among the newly created lines on the modification document +1.
Existing lines in a post award request (from the base award) may not be deleted, however, they can be updated in a post award request. You can create new lines in a post award request that will be used to create modification lines using the AutoCreate process. You also need to enter a comment in the Comments field for the new line.
You can definitize or undefinitize a line in a post award request using the Undefinitize / Definitize related fields that are available in the line details page. For more information on definitization and undefinitization, please refer to the Awards chapter (Lines section) in the Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide.
Additionally, the actions in the Actions LOV that are applicable for awards are also displayed for post award request lines. Therefore, you can perform line level actions such as View Change Summary, Global Update, Copy, etc., for the post award request as well. Click Show Only PAR Lines if you wish to exclude the original award lines from the page view.
Schedules:
The Schedules tab displays all the shipments for the base award lines as well as the post award request lines. You cannot delete a schedule, however, you can update it by clicking the Update (pencil) icon. The Schedule Details page has a Comments field, where you can enter comments for the schedule.
Pay Items:
If you create or update Pay Items as part of your post award request creation, ensure that you enter a comment in the Pay Items details page using the Comments field.
The post award request document displays the distributions created during the award creation. Please note that in a post award request, you cannot increase the distribution amount and funded amount via the distribution that was created in the award. If you need to increase the distribution amount or funded amount, you will need to create a new distribution.
Note: Use the Split icon to create a new distribution in order to add new funds via a post award request.
To manage the Funded Amount value in a post award request distribution:
In order to increase the funded amount for a specific distribution, a new distribution is created in the post award request, that will be incorporated in the modification, and will eventually update the award.
In order to decrease the funded amount for a specific distribution, you can use the existing distribution in the post award request, that will be incorporated in the modification, and will eventually update the award.
In order to update any other field values (other than funded amount), you can use the existing distribution in the post award request, that will be incorporated in the modification, and will eventually update the award.
To manage encumbrance in a post award request:
The funds committed by a post award request are always for individual distributions (with distinct charge accounts).
The post award request will commit the changed amount if it's an increase.
There will not be any posting to encumbrance accounting if the changed amount of a distribution in a post award request is negative.
When there are unused funds on the post award request, you can use the Withdraw action to remove the unused funds from the post award request and update the budget.
Attachments:
Attachments from the award are copied over to the post award request. Attachments can be added to the header, lines and shipments.
Click Add Attachment in the Attachments region to add an attachment to the post award request. Attachments belonging to the award are displayed in the Awards block of the Attachments region and attachments belonging to the post award request are displayed in the Post Award Request block of the Attachments region. For more information on using attachments, please refer to the Attachments section in the Awards chapter of the Oracle Contract Lifecycle Management for Public Sector Purchasing User Guide.
Liquidating Funds on a Post Award Request
The Withdraw action enables you to liquidate available balance funds on a post award request. Use the Withdraw action on post award requests with the following statuses: Returned, Rejected, In-Process, Approved, Approved–Assigned, Pre-Approved. If any post award request line is linked to a draft modification, you cannot use the Withdraw action. If the Encumbrance function is enabled, you can perform the Withdraw operation on post award requests. You cannot withdraw individual lines, you can only withdraw the post award request document. When you withdraw the post award request, the remaining funds are unreserved on the document lines. These funds are then available for use.