This article is a guide to using the latest version of our FastDraft Proforma.
This guide contains the following:
Introduction
Our FastDraft Proforma is used primarily for customers on our managed instance, where they can fill out the proforma with all the necessary information which we then use to set up their contract. However, it can also be useful for customers with a dedicated instance who are setting up multiple contracts.
This article will be used to keep users up-to-date with the latest version of the proforma, as we are always looking for ways to improve it, and it can be found as an attachment at the bottom of this article.
Note - the version of the proforma attached to this article is an .xltx file, so once downloaded you will need to 'Save As' in order to make any changes.
How to fill out the proforma
The proforma is made up of 5 sheets, that need to be filled out according to the instructions below.
Contract
The first sheet, Contract, relates mostly to the 'Overview' of a contract in FastDraft. It contains the most important, and mandatory (with some exceptions), fields of your contract.
Contract Type
The first step is to select a contract type from the dropdown list.
This must be done as a first step as it will automate a lot of the spreadsheet, making it much easier for you to fill out.
For example, if you select NEC3 ECC Option A as your contract type, you'll see underneath that the party names have adjusted accordingly:
Whereas if you select NEC4 TSC Option C as your contract type you'll see the party names have changed again, and in fact some parties are greyed out altogether - this is because by default FastDraft doesn't use the Employer/Client or Supervisor party for most contract types, as it's not needed.
There are also some contract types where the Contract Administrator role is called Project Manager, but some where it is called Employer or Client, and so the automation will avoid confusion and highlight only the roles that are needed.
Once you have selected the contract type, you can enter a name for your contract.
Secondary Options
The next step is to select which Secondary Options you are using.
By ticking the box of the relevant X Clauses, this will automatically update your Clauses tab to include only clauses of the relevant Secondary Options, and highlight in red any that you do not need.
Note - depending on what type of contract you've selected, you'll notice that some X clauses are greyed out. This is because typically these X clauses are incompatible with that contract type, and are therefore not needed.
Lead Party User Information
The next step is to fill out the information of each party's lead user.
You will need to input their name, and company name - if the company does not already exist on FastDraft, you'll also need to give that company's address details.
Contract Information
The next step is to fill out the contract information.
These fields are all mandatory with the exception of the Defect Date.
If your contract is going to be using a different currency, you can select this from the currency dropdown.
Note - If your contract requires multi currencies, the proforma is not currently set to cater for this. You can add the other value(s) on the tendered total of the prices field.
Other Dates
The last step on this page is to fill out your Other Dates, i.e. your Key or Sectional Dates.
Period of Reply
The second sheet in the proforma is the Period of Reply sheet. This is where you will fill out the periods for reply that your contract is using.
Depending on which contract type you selected in the Contract sheet, the Calendar Default Number of Days column will update according to what the standard period of reply is within FastDraft for that contract type.
The Calendar Number of Days? column is to be filled out if your contract specifies a period of reply that is different to the standard used in FastDraft.
Note - it is important to note that FastDraft operates in Calendar days, not working days. We usually recommend that days are entered in multiples of 7, however this is not compulsory and can be whatever you feel is correct.
Deemed Acceptance
Depending on your contract type - Deemed acceptance is now automatically switched if using the latest template. If you require the time limit to be amended - please fill out the Calendar Number of Days? column.
Clauses
The third sheet of the Proforma is the Clauses sheet. The Clauses sheet contains all the default clauses used for each contract type in FastDraft.
When you select the contract type on the first tab of the worksheet, all other contract type clauses will be greyed out, so you'll need to scroll right to find your relevant list of clauses.
Any X clauses or main Options you are not using will be marked in red automatically.
If there are additional clauses that you don't need, we recommend that these are also marked in red.
For any clauses that are being added, we recommend marking these in green.
If you are changing the text for an existing clause, we recommend marking these in orange.
Users
The last sheet in the Proforma is the Users sheet. This is where you will specify which users need to be added to the contract, what party they are to be added as, and what level of access they will need.
First, enter the user's email address, full name, phone number, and job title.
Then, in the Party as per Contract Tab column, you can select from the dropdown which party the user is acting on behalf of. This dropdown list updates dynamically depending on which contract type you selected in the Contract sheet.
Then, in the final column, select from the dropdown what level of access the user should have on the contract.
Note - if you are using an NEC3/4 ECC contract, any users added as Employer/Client will only be able to have Read Only permissions, so you'll notice that by selecting that option the Permissions column is greyed out.
Feedback
We are always looking to improve our proforma, so it's recommended that you save this article in order to keep up-to-date with the latest version, however it's also encouraged that users make good use of it and let us know any feedback you may have for potential changes. The aim of the proforma is to make setting up contracts on FastDraft as streamlined as possible, so we welcome all suggestions!
If you need help with the proforma, or want to share your thoughts, get in touch by emailing support@builtintelligence.com.
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