In this article we will show you how to create and manage an early warning based on a NEC3 ECC Contract and flag any specific differences for other forms of NEC Contracts.
To create a new early warning you can either click the "Create new" button at the top of the page or navigate to the "early warning register" for your role in the contract and press “Create new” and then follow through the form.
Here's how you do it from the homepage:-
Here's how you do it from the early warning register:-
The early warning form requires the following mandatory information:
- Subject title.
- Date became aware – hopefully, a fairly recent date or this is not a very early warning!
- What the early warning could affect – and it can be more than one tick box so tick all relevant.
- Description of the early warning.
- Is a meeting required – options to say no or yes, and if a bespoke meeting is required it will prompt details of when/who/where the meeting should be held.
- A chance to score the risk in terms of likelihood/severity to give it a score and an indication (only) of urgency.
How to Create an Early Warning
Once you have clicked the "Create new" button this will take you to the early warning template. Fill out all the fields and click the "Create Notification" button at the footer of the form which will take you the draft early warning page.
Draft an Early Warning
At this point the early warning can still be edited with any changes saved by clicking the red Save Changes button, once you’re happy with the early warning click the grey Communicate Notification to notify the early warning to the other party.
How to Notify an Early Warning
Once an early warning has been notified no changes can be made to it. The notification will automatically be added to early warning register and you will be able to print by selecting the blue Print Notification button.
Finding your way around the Early Warning Register
This register shows a summary of each early warning. Under this example of an NEC3 ECC Contract only the Project Manager has the contractual right to update the register, and there are two ways they can update the table to update actions:
Option 1 - Either click on the line item of any of the open the early warnings, and the line item will go grey and then click "Update Owner/Actions" button in the top right which then brings up an “Update Owner/Action” pop up window to allow the Project Manager to update any actions so that way you have an audit trail of the action. Remember to update the Action Owner box showing current action owner.
To “close” the early warning if it is now resolved/no longer an issue click on the relevant line in the EW register to the right of the “ID” column and then top right you can click “Close Risk” which brings up a final menu to confirm date closed. If you wish to confirm final action carried out before closing it goes back into “Update Action/Owner” one final time to do this BEFORE you close the risk. You will not be able to update this EW entry in any way once it is closed.
Option 2 - Click on the early warning ID and the early warning will open up. You can now click on “risk management” tab on the bottom left secondary navigation and update the “action” and “owner” elements within the table. Once completed click “update” and “ok” to return to the main menu.
To “close” the early warning from the "risk management" tab if it is now resolved/no longer an issue scroll to the bottom of the page and then top right you can click “Resolve Risk” which brings up a final menu to confirm date closed. If you wish to confirm final action carried out before closing it go back into “Update Action/Owner” one final time to do this BEFORE you close the risk. You will not be able to update this EW entry in any way once it is closed.