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User Security
TractsTraka provides security control with the following features:
- Function Groups
- Individual functions
- No access, read only, edit, create and delete control per record
- Restrict user to seeing only records assigned to them
- Restrict access to records by category
- Restrict access to records by teams
- Flag confidential records to be excluded from reporting
Users can either log on to TractsTraka using a user name and password, or simple single sign on function can be enabled across the system, requiring the user to just log into their computer to validate their access to TractsTraka.
Forward Planning
- Capture potential procurement activities at concept stage without cluttering up process records
- Track key dates, status, probability and Red/Amber/Green (RAG) status
- Link to previous contracts
- Flag to exclude sensitive procurement activities from reporting and capture reasoning
- Link documents, folders or websites
- Define and tract tasks
- Classified under
- Category
- Sub-category
- Business Unit
- Project
- Procurement Strategy
- Procurement Method
- Procurement Type
- Auto-generate one or many Invitation Process records
- Capture notes
- Audit trail to track changes
Invitation Process Management
- Configurable auto ID generator or enter number manually with duplication protection
- Define and track tasks
- Track key dates
- Invitation closing alerts
- Track invited suppliers and responses
- Create new suppliers on the fly with fuzzy search and warnings to prevent duplication of records
- Generate pre-defined emails with attachments
- Check if your evaluation panel has contractors
- Simple document workflow functionality
- Link attachments from folders, documents, internal and external websites
- Link previous and related contracts
- Link to Forward Plan that triggered the process
- Link to Standing Offer Arrangement
- Classified under
- Category
- Sub-category
- Agency
- Region
- Local Region
- Division
- Branch
- Business Unit
- Project
- Procurement Strategy
- Procurement Method
- Procurement Risk
- Procurement Expertise
- Procurement Type
- Export to pre-defined Word document templates to auto generate documents
- Flag of the process should be excluded from reporting and capture reasoning
- Auto generate file system on your network drive for document storage
- Capture and tract Criteria
- Capture and track clarifications
- Capture the estimates cost
- Define and track pre-qualifications
- Auto generate one or many contract records from the process
- Capture notes against the process
- Capture and track benefits
- Audit trail to track changes
Contract Management
- Can be generated from Invitation Process or created directly
- Uses ID generated by Invitation Process or Generate a new ID
- Configurable auto ID generator or enter number manually with duplication protection
- ID Change functionality
- Track original and current expiry dates
- Track original, current and projected cost of contract
- Capture planned spend for the contract
- Track costs based on base value, contractor hours, milestones, deliverables and variations
- Enter unapproved activities and costs
- Flag if the contract should be excluded from reporting and capture reasoning
- Generate pre-defined emails with attachments
- Simple document workflow functionality
- Capture Deviations from standard contract frameworks
- Link attachments from folders, documents, internal and external websites
- Link previous and related contracts
- Link to Forward Plan that triggered the process
- Link to Standing Offer Arrangement
- Capture number of offers received where Invitation Process was not tracked
- Enter and tract actions and review dates
- Capture contacts for the contract
- Classified under
- Category
- Sub-category
- Agency
- Region
- Local Region
- Division
- Branch
- Business Unit
- Project
- Procurement Strategy
- Procurement Method
- Procurement Risk
- Procurement Expertise
- Procurement Type
- UNSPSC with build function
- Define and track tasks
- Track key dates
- Enter and track specified persons
- Track individuals through multiple engagements showing rates charged and suppliers they have been engaged through
- Track the contractor type using pre-configurable identifiers such as project funded, back fill, legacy support, etc.)
- Track pre-configured role types for reporting purposes with free text to capture details
- Link to position ID for back fill
- Track start and end dates for individual resources within the term of the contract
- Auto calculate working days/hours between dates and cost
- Record and track Milestones and Deliverables
- Capture variations and extensions with auto calculation of new expiry dates
- Generate multiple child contracts to support Work Order or Standing Offer type contract frameworks
- Capture purchase order details and track actual spend
- Capture notes against the process
- Set contracts to auto expire
- Benefits Management function to track delivery
- Audit trail to track changes