Due to feedback provided from Department staff, we have made some changes to the Projects and Project Monitoring modules of the AWM System.
This article provides more detail about these updates, including the updated field descriptions. We will use an example of a project with two contracts to demonstrate.
Update to Project Monitoring Header
Now when you open the Project Monitoring record, you will see the report month and when it is due to be approved.
Entering Financial Data on Project and Contract setup
We have set up the entry of financial data throughout the duration of the project to be entered on the Project and Contract Monitoring record but displayed as ‘view-only’ fields (in grey) on the DoWH Project and DoWH Contract records. This is so that a user can quickly see the most up-to-date financial data about the project.
DoWH Projects
When you create a Project, you are only asked to input the ‘Original Allocated Funding’ for the project.
Example: we know we have a budget of 1,200,000 kina so we would enter this in the Original Allocated Funding field.
| Field | Description | Data Entry |
|---|---|---|
| Original Allocated Funding | The total funding that has been allocated to this project. | Decimal number (no commas or spaces) |
| Current Allocated Funding | This should be updated if the total funding has increased or decreased since the Original Allocated Funding value was provided. This is a lookup to the most up-to-date monthly project monitoring record. | View-only |
| Value of Project Works to Date | Refers to the total monetary value of the project work completed to date. This is a sum of the associated Contract(s) Value of Works to Date. | View-only |
DoWH Contracts
When you create the Contract as part of that Project, you will be asked to input the ‘Awarded Contract Value’ and select the Contract Category.
Contract 1:
Contract 2:
| Field | Description | Data Entry |
|---|---|---|
| Awarded Contract Value | The original value of the contract agreed. | Decimal number (no commas or spaces) |
| Current Contract Value | This will be the same as the Contract Award Value unless there has been a variation to change the contract value and scope (either increased or decreased). This is a look-up to the most up-to-date data from the Monthly Contract Monitoring record. | View-only |
| Contract Category | The DoWH Contract Category based on the kina value of the contract. | Dropdown list |
Contract Monitoring
Now when you go to update the Contract Monitoring table you will have the ability to update the current contract value under the Contract Value section.
Contract 1:
Example: The Current Contract Value has been updated to 800,000 kina because of a variation in the contract.
Contract 2:
| Field | Description | Data Entry |
|---|---|---|
| Awarded Contract Value | The original value of the contract agreed. Lookup to the DOWH Contract record. | View-only |
| Current Contract Value | This will be the same as the Contract Award Value unless there has been a variation to change the contract value and scope (either increased or decreased). | Decimal number (no commas or spaces) |
The Contract Financial Status section is where you enter data relating to how the budget is being spent each month on the project.
Contract 1:
NOTE: The Financial Progress calculation is updated when the record is saved.
In this example, Value of Works to Date = 100,000, Current Contract Value = 800,000.
Financial Progress = 100,000 / 800,000 = .125 (13%)
Contract 2:
| Field | Description | Data Entry |
|---|---|---|
| Value of Works to Date | Refers to the total monetary value of the project work completed to date. | Decimal number (no commas or spaces) |
| Claim Certified | Represents the amount of a contractor's claim for payment that has been reviewed and formally approved. | Decimal number (no commas or spaces) |
| Claim Paid | The total actual amount paid to the contractor to date. | Decimal number (no commas or spaces) |
| Financial Progress | The calculation of Value of Works to Date / Current Contract Value (represented as a %). | Auto-generated |
Project Monitoring
Under the Project Monitoring record there is a Project Budget and Project Budget Status section.
Example: Since we agreed to add a variation of an additional 100,000 kina for Contract 1,it is agreed that the allocated funding is increased from 1,200,000 to 1,300,000.
| Field | Description | Data Entry |
|---|---|---|
| Current Allocated Funding | This should be updated if the total funding has increased or decreased since the Original Allocated Funding value was provided. | Decimal number (no commas or spaces) |
| Total Current Contracts Value | This is the sum of the most up-to-date Current Contract Values. | View-only |
Example: Together, the two contracts 'Value of Works to Date' equals 150,000 (100000+50000), the updated 'Current Allocated Funding' equals 1,300,000.
Financial Progress = 150,000 / 1,300,000 = 11.5 (12%)
| Field | Description | Data Entry |
|---|---|---|
| Value of Project Works to Date | The sum of the Contract 'Value of Works to Date'. I.e., if there are multiple contracts then this value should combine their Value of Works to Date figures. If there is only one contract for the project then it should be the same value. | Auto-generated |
| Financial Progress | The calculation of Value of Project Works to Date/ Current Allocated Funding (represented as a %) | Auto-generated |
After Monitoring Updates
Once records are updated in the Monitoring records, you will see the DoWH Projects and Contracts records will be updated with the most up-to-date information.
DoWH Projects
DoWH Contracts
Contract 1:
Contract 2:
