Notice to Proceed
Use the Notice to Proceed (NTP) business process to provide a Contractor with formal notice to commence work related to a Contract.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Completed | terminal |
| Contractor_Review | non-terminal |
| In_Review | non-terminal |
| Pending | non-terminal |
Workflow
The default workflow for the Notice to Proceed business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Creating a Notice to Proceed Record
Create a Notice to Proceed record by navigating to Commitments / Notice to Proceed on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Notice to Proceed task that has been assigned to you from the Tasks log.
Complete the Notice to Proceed form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Commitments, and then select Notice to Proceed.
- On the Notice to Proceed page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Notice to Proceed Form
Key Information
Select an approved Contract.
| Field Name | Access | Description |
|---|---|---|
| Contract | Required | The contract that is a reference to this record |
| Contract Number | Read-Only | The unique number for the contract, which might come from a corporate financial system |
| Title | Required | Enter a title. |
| Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
| Notice to Proceed Date | Required | The date on which any Notice to Proceed is issued by the Owner in accordance with the terms of the referenced Contract |
Description
The Detailed Description field will appear as a portion of the Custom Print for this Notice to Proceed
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 250 characters or fewer. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. The business processes selected for auto-creation will copy this detailed description to the destination business process. |
Contract Details
Details about the referenced contract
| Field Name | Access | Description |
|---|---|---|
| Effective Date | Read-Only | Enter the date this record takes effect. |
| Original Contract Completion Date | Read-Only | The target completion date of the original contract, prior to any change orders |
| Original Commitment | Read-Only | Original amount of the referenced Contract as of the NTP creation date |
| Revised Contract Completion Date | Read-Only | The latest contract completion date, based on all approved change orders |
| Revised Commitment | Read-Only | Revised amount of the referenced Contract including approved Change Orders as of the NTP creation date |
| Manual Notice to Proceed Completion Date | Editable | The NTP completion date will be the Original or Revised Contract Completion date. You can manually update the completion date here. |
| Notice to Proceed Completion Date | Read-Only | The date of completion for the NTP |
Project Address
| Field Name | Access | Description |
|---|---|---|
| Location | Read-Only | The location of the project |
| Address | Read-Only | The location of the building, including the street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name. |
| City | Read-Only | The city where the building is located |
| Country | Read-Only | The country where the building is located |
| State/Province | Read-Only | The state or province of the building |
| Zip/Postal Code | Read-Only | The ZIP or postal code of the building |
| City | Read-Only | The city where the building is located |
| State/Province - Other | Read-Only | If you are selecting a country without defined states, provinces, or regions, use this field to provide additional information. |
Vendor Information
Details of the Vendor for this Contract. If the Vendor has Unifier users, the primary contact is specified to allow them to see the Notice to Proceed.
| Field Name | Access | Description |
|---|---|---|
| Vendor Name | Read-Only | The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system. |
| Legal Vendor Name | Read-Only | Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both. |
| Vendor ID | Read-Only | If Unifier is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank. |
| Vendor a Unifier User? | Read-Only | Indicates whether or not the vendor should be CCed when the contract is approved. CCing the vendor allows the vendor to see the contract, with some restrictions, as well as to access the contract when creating Change Orders, Payment Applications, or other business processes. |
| Vendor User | Read-Only | Indicates whether the vendor is a user in the system |
| Vendor Contact First Name | Read-Only | First name of the main vendor contact |
| Vendor Contact Last Name | Read-Only | Last name of the main vendor contact |
| Vendor Contact Phone | Read-Only | Phone number of the main vendor contact |
| Contact Email | Read-Only | Contact email address for the main vendor |
Vendor Address
Vendor address to be used for this Contract
| Field Name | Access | Description |
|---|---|---|
| Vendor Address to Use | Read-Only | The vendor address to use for this transaction. By default, the vendor's primary address is used. |
| Address | Read-Only | The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name. |
| City | Read-Only | City |
| State/Province | Read-Only | The state or province |
| State/Province - Other | Read-Only | If selecting a country without defined states, provinces, or regions, this field provides additional information. |
| Country | Read-Only | Country |
| Zip/Postal Code | Read-Only | ZIP Code or postal code |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |