Scope of works

The scope of works says what a procurement package covers, and goes to its tenderers with the tender documents. On the package's Scope tab, start from a published scope template, add work types, with their general conditions, and work elements from your organisation's Scope Library, select Build scope to put them into the Word copy, fill the particulars, then Generate scope and add the PDF to Documents as a revision. Or upload a scope you already have, as a PDF or a Word file.

• Scope Library: your organisation's work types, each with a cost code, the procurement categories it belongs to and its General conditions, which apply on every project, and work elements, the parts of the works a package may include.
• Scope templates: Word documents, with tags Teralo fills in and a [[ scope_content ]] marker where Build puts the work types.
• The Scope tab: one package's scope, built from a template and the library, generated as a PDF and issued as numbered revisions.

In the organisation sidebar, under Organisation Settings, select Tools, then Procurement, then Scope, then Library. Work types are listed under their procurement categories. Search by work type, cost code or work element.

1. Select Create, then Work type.
2. Enter the Name, such as Curtain Wall or Structural Engineering, and optionally a Cost code.
3. Select Create.
4. Choose its Categories, the procurement categories it belongs to. A package in one of them is offered this work type first.
5. On General conditions, write the conditions that apply wherever the work type is used.

Changes save as you type. The editor has bold, italic, underline, strikethrough, bulleted and numbered lists, checklists and tables.

1. Select Create, then Work element.
2. Enter the Heading, then select Create.
3. Write its content, and under Work types, choose every work type it belongs to.

On a work type's Work elements tab, Add existing adds an element already in the library. Deleting a work type deletes its general conditions but keeps its work elements. Deleting a work element removes it from every work type. Scopes already built keep their text either way.

A scope template is a Word document. Its tags, such as {project_name}, are filled in when the scope is generated, and Build puts the chosen work types where [[ scope_content ]] stands, on a paragraph of its own.

In the organisation sidebar, under Organisation Settings, select Tools, then Procurement, then Scope, then Templates. To add one, select Add Scope Template, enter a Name, then upload a Word .docx file or start a blank template. With no templates yet, Add starter templates adds Teralo's Subcontract Scope of Works and Consultancy Scope of Services.

A scope is prepared before tender, so it can use only what is known then: the Project, Contractor, Package and Scope tags, apart from the award date, and the tags in your tag library. Tags written for scopes include:

• {tender_due_date}, {tender_open_date}, {package_description} and {package_category}
• {work_type_names}: the work types in the scope, in order
• {scope_revision}: the revision being generated

Template check refuses Subcontractor and Commercial terms tags, the award date, signer tags and annexure markers, for example "{award_date} is only known after award, so a scope can't use it." It also refuses a template with no [[ scope_content ]].

Each template version is a Draft until it is published, and only published versions are offered when a scope is made.

1. Open the template, then select Open in Microsoft Word for the web to edit the draft. Template check re-runs each time Word saves.
2. Select Preview. Choose a package, or No package (in organisation settings, choose its project first), and add two or three work types with a few work elements each. Select Preview to see the PDF, and tick off the checklist beside it: where the work types start, their headings and numbering, lists and tables, leftover tags, and headers, footers and page breaks. Nothing is saved.
3. Select Publish, then Publish again. Template check must be clear.

A published version no longer changes. To change it, select Create new version. The published version stays the one offered until the new draft is published.

In the project sidebar, under Project Settings, select Tools, then Procurement, then Scope, then Templates:

• Organisation-level Scope Templates (available to all projects): turn on Activate for each one the project uses, or select Activate All. They are edited only in organisation settings.
• Set up as project template: copies an organisation template's published version into a template of the project's own, as a draft to change and publish.
• Add Scope Template: a template for this project alone.

1. Open the package, select the Tender Package tab, then Scope.
2. Select Create scope of works.
3. Choose how the scope is prepared:
   • Scope from Template, marked Recommended: choose the Template. Only published versions are offered, the project's own templates first, then the organisation templates switched on for it.
   • Upload PDF/.docx: enter a Title and drop in a PDF or Word .docx file of up to 25 MB.
4. Select Create scope.

On the template path, the left of the tab holds the steps Work types, Particulars and Review, above the Revisions. The right holds the Word copy and the PDF. The bar at the foot of the steps always offers the next action: Build scope, then Save particulars, then Generate scope, then Add Rev 1 to Documents.

1. On Work types, select Add work types. Work types in the package's category are offered first. Each one brings its general conditions.
2. Under each work type, select Add work elements. Its own elements come first, and any other element in the library can be added too.
3. Drag work types and work elements into order, or use Move up and Move down in their menus. Show preview shows the text in order.
4. Select Build scope.

Build copies the template and the chosen text into the package's Word copy, where [[ scope_content ]] stood. Each work type is a heading, with its general conditions and each work element as subheadings, numbered by the template's heading styles. Build doesn't copy images; add pictures in Word.

Building again starts from the template, so it replaces anything changed in the Word copy since, after you confirm with Build again. To add to a scope you have already edited, select Scope Library beside the Word copy, find the text, select Copy and paste it into Word.

Particulars lists the tags the scope uses, grouped as From Teralo, This project, entered once for every contract and scope on the project, and This scope. Select Save particulars, or Undo changes.

Review lists anything to fix before generating: comments, tracked changes and drafting notes left in the Word copy, tags missing from your tag library or only known after award, and required values with none. It also shows whether the PDF is up to date, and where the package's Tender Package approval stands. That approval covers the scope; the scope has none of its own.

1. Optionally, select Preview PDF to see the scope filled with the particulars as they stand. Nothing is saved.
2. Select Generate scope.

Generating usually takes 10 to 15 seconds, and can take up to 3 minutes. It never changes the Word copy, and can be repeated. When the scope changes afterwards, the PDF is marked out of date until you generate again.

The package has its own copy of the template, so changes to it don't change the template. Above the Word copy, select Open in Microsoft Word for the web to edit it, or Upload Word copy to replace it with a file changed outside Teralo. The menu beside the scope's title holds Reload from Word, Download Word copy, Download PDF and Start the scope again, which discards the Word copy, the scope's values and the PDF but keeps the revisions already in Documents.

Select Add Rev 1 to Documents, or the next number. The PDF becomes a numbered revision in the package's Documents register:

• Before the Tender issue, it goes out with the Tender issue.
• After it, the revision is pending until an addendum issues it.

Each revision is listed under Revisions. A revision already issued to tenderers can't be deleted.

• A PDF goes to tenderers as it is. Under Document, select Replace to use a new PDF, then add it to Documents as the next revision.
• A Word file becomes the Word copy, with Particulars and Review but no work types step. Generate it and add it to Documents as for a template.

Once the package's contract is executed, the scope can't change. Viewers without Can edit procurement packages see the scope and its PDF but can't change them. The mobile app shows the PDF only; prepare the scope on the web or desktop.

• At organisation level, under Tools, then Procurement, then Scope: Templates, the organisation's scope templates, and Library, the Scope Library. Both are changed only here.
• On a project, under Tools, then Procurement, then Scope: Templates, where organisation templates are switched on and the project's own are kept.

Learn more about organisation level and project level.

Permission	Allows
Can view procurement packages	Opening the Scope tab, reading the Scope Library beside it, and downloading the scope
Can edit procurement packages	Creating, building, generating and starting a scope again, adding revisions to Documents, and the project's scope templates
Can manage organisation tools	The organisation's scope templates and the Scope Library

Only host staff can prepare a scope: a guest granted any of these still can't. Learn more about how permissions work.