Contract Preparation
Use of Contracting Master Chart
Contracting Master Overview Chart – overview
This is a dynamic Excel document, linked to the Database in Tourplan, that lists all service lines offered by Irish suppliers that have either a) confirmed rate statuses or b) bookings.
There is a new Chart created for each calendar year. See here the 2020 chart.
Tom looks after the technology side of the chart (amendment, tweaks, issues etc). Tom also updates the chart weekly and removes any lines that are not required.
The Chart is password-protected so that only relevant staff can make changes.
Contracting Master Overview Chart – layout
There are many columns, including supplier type, supplier name, Tourplan code, number of bookings per year, number of rate bands loaded per year etc.
There is a row for each service line identified in the Database.
The Chart can be filtered by supplier type to get a comprehensive list of each supplier type (hotels etc).
Each member of the Contracting team is allocated specific suppliers and their initials are added to the relevant service lines.
Priority suppliers (e.g. needed by the FIT team and/or by specific FIT clients)
Contracting Master Overview Chart – updating
As we engage with each supplier in the contracting process, we colour the row in green and add a separate date stamp when rates are requested, chased, received, finalized, saved in the N drive, passed to Data Entry etc.
The ultimate aim is to have the every line fully coloured in green!
The Data Entry team in India update the chart with the person’s name as they are assigned a contract to load.