This workflow outlines the steps in creating, reviewing, and approving construction contracts in the Kahua system. It includes roles such as the Contract Specialist, Contractor, Project Manager (PM), and Financial Manager (FM). The steps are color-coded to represent Automation, Initiation/Edit, Review, Approval, and Entry into Other Systems.

Steps in the Workflow

Start (S) (Black – Automation)

• The process begins with the creation of a construction contract.

Contract Approved (White – Outside of Current System or App)

• The construction contract is approved in C+ and manually entered into Kahua.

Create Contract (Green – Initiation/Edit)

• The Contract Specialist enters the contract details into Kahua and submits it to the contractor.

Enter Contract Details (Green – Initiation/Edit)

• The contractor reviews contract details and enters additional information.
• The contractor can reject the contract back to the Contract Specialist or submit the contract to the PM.

Review and Approve (Orange – Approve)

• This step involves one level of approval:
  • Project Manager (PM)
• Once reviewed, the PM can reject the contract back to the contractor for revisions or approve and submit it to the FM for review and approval.

Validate and Approve Contract (Orange - Approve)

• This step involves one level of approval:
  • Financial Manager (FM)
• The FM reviews the contract.  The FM will need to enter contract information in Banner before approval.

White – (Outside of Current System or App)

• The FM creates an encumbrance in Banner.

Validate and Approve Contract (Orange - Approve)

• Once the contract is entered in Banner, the FM will approve the contract in Kahua.

Finish (F) (Black – Automation)

• A Schedule of Values (SOV) is automatically created in Kahua, and the process ends here.

Only Contract Specialists will initiate a contract.

1. To create a new Contract, navigate to the appropriate project and go to the Expense Application.
2. Select the Contracts tab, then select the New button to open a new Contract.
3. Select a contract type, and select Next.  A new screen will open.
4. Populate the Contract Details such as:
   1. Contract Number: Use the CN from Contracts+.
   2. Date: Enter the date of contract execution, final signature on contract.
   3. Description: List the Division of Work.
   4.  IPHEC bulletin #: List the Illinois Procurement Bulletin number.
5. Leave the SOV Breakdown and Associate CO Lines to Contract Lines boxes checked.
   NOTE: The financial information will be completed later in the process by the Financial/Business Manager. 
6. In the Parties section:
   1. Select the From Contact for this contract, which will likely be the Project Manager for the project.
      1. After selecting the Contact, the Company Name, Company Office, and Company Address will automatically populate. 
      2. If multiple Company Offices exist, the single select drop-down list will populate with the choices. Select the appropriate office. 
   2. Select the To Contact (for example, who the vendor contact should be on the Contract). 
      1. After selecting the Contact, the Company Name, Company Office, and Company Address will automatically populate.
      2. If multiple Company Offices exist, the single select drop-down list will populate with the choices. Select the appropriate office. 
7. In the Scope section, enter details as available for the:
   1. Contract Amount (Base Bid + Accepted Alternates). This is a required field.
   2. Scope of Work
   3. Addenda fields 
   4. General Provisions 
   5. Work Completed Retainage % 
   6. Stored Material Retainage %
   7. Liquidated Damages? 
8. In the Dates & Workflow section, update the dates that are known. 
   1. Award: Enter the date the award was posted to the Procurement Bulletin.
   2. Notice of Award: Enter the date the Notice of Award was issued. 
   3. Executed: Enter the date of contract execution, final signature on contract.
   4. Start Date: Enter the date of Notice to Proceed.
   5. End Date: Enter the Substantial Completion date per contract. 
   6. Substantial Completion: Enter the Substantial Completion date per contract.  This can be updated later if this date is revised.
   7. Final Completion: Enter the Final Completion date per contract.
9. Internal Notes, Comments, and References are also available to add more information.
   NOTE: Internal Notes will not be shown to external vendors during the process.
10. Enter the contract total in the Items Grid. 
    1. Select the appropriate Activity Code for the Division of Work, then enter the total contract value. 
11. Documents can be attached to the record under the References section. Add a copy of the executed contract from Contracts+ and any other relevant supporting documents. The user can either:
    1. Upload a document saved on their computer.
    2. Select Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
    3. Select Add Approval Doc, which is used any time a record is being routed for Review or Signature.
12. Once all details have been filled out, select Save/Close and then select Submit to Contractor.

1. The To Contract in the Parties section will receive a Task and email notification to review the contract.
   1. Select the Task.
   2. Select View Source Record to navigate to the Contracts App.
   3. Select Edit.
2. The contractor can review the Details and Parties details, but this information cannot be edited. 
3. In the Scope section, the contractor can update the Scope of Work field if needed. 
4. Select Yes or No from the drop-down to note whether you are responsible for Builder’s Risk Insurance. 
5. Review the Items Grid and the contract total entered by the Contract Specialist. If the information is incorrect, send the contract back to the Contract Specialist for update. If it is correct, select Submit to PM. 

1. The Project Manager selected in the Project Details will receive a Task and email notification that the contract is ready for their review.   
   1. Select the Task.
   2. Select View Source Record to navigate to the Contracts App.
   3. Select Edit.
2. The Project Manager can now review the information entered by the Contractor and Contract Specialist in the previous steps. They can also: 
   
   1. Update Internal Notes.
   2. Add Comments.
   3. Add additional References.
3. Once all information has been reviewed, the Project Manager can select Save/Close to edit later or select Submit to FM. 

1. The Financial Manager (FM) selected in the Project Details will receive a Task and email notification that the contract is in their court. At this step, the FM can enter the Encumbrance Number, Charge Code and Account Code.  
   1. Select the Task. 
   2. Select View Source Record to navigate to the Contracts App.
   3. Select Edit.
2. The Financial Manager can now: 
   1. Add an Encumbrance Number.
   2. Select a Charge Code from those entered in the Project Details.
   3. Add an Account Code.
   4. Add additional References.
   5. Review all Information entered by the Contract Specialist, the Contractor, and the Project Manager in the previous steps.
3. Select Save to save all edits.
4. Once all information has been reviewed, the Financial Manager can select the Approve Button which will approve the Contract. The Financial Manager is the last step of this process.

1. Once the Construction Contract has been approved, the Contractor, Project Manager, and Risk Manager (selected in the Project Details) will receive an email and Kahua notification letting them know that the Contract has been Approved.
   NOTE: The Project Manager and Financial Manager can edit the Details section of the contract after approval.
2. The Contractor selected in the To Parties section will receive an additional notification letting them know that they can navigate to the Contract in the Contracts Application in Kahua and start the entry of the Schedule of Values (SOV). To do this, navigate
   1. Using the Project Finder: 
      1. Select Project Finder on the left side Navigation.
      2. Select the Project where the Contract was created.
   2. Using the Search functionality in the Project Finder to locate your project: 
      1. Select Project Finder on the left side Navigation.
      2. Select the Magnifying Glass icon next to Recent Projects.
      3. Enter the Project Name and select the project.
3. Once in the project, go to the Expense Application by selecting Apps, then All Apps, and then searching for Expenses using the Search Bar.
4. Select the Contracts sub-app, then select the Approved contract. The Contract will open.
5. Select the Process to SOV button located at the bottom of the Contract. This will automatically navigate the Contractor to the SOV Application in Kahua where the Schedule of Values can be entered and broken down.
   1. Refer to the Kahua - Schedule of Values (SOV) Job Aid on how to use the SOV Application.

Once the fields within the record have been completed and saved, the users can select from several actions:

• Send – Use messaging to send record details to others (NOT to be confused with a workflow).
• Edit – Update and maintain the record.
• Delete – Select this action button to delete a record (typically permission-based, so all may not have this).
• History – All updates/changes are tracked.

Send

Edit

History