Under a JBCC contract, the principal agent gives the contractor contract instructions (CIs). The CI register keeps one numbered list for the whole project, across all its meetings: CI 001, CI 002 and so on.
JBCC terms used in SiteMinutes
| Term | Meaning in SiteMinutes |
|---|---|
| CI | Contract instruction, numbered per project (CI 001, CI 002 …) |
| Required | A CI must still be issued. It is shown in red until then. |
| Issued | The CI has been issued to the contractor |
| Cancelled | No longer needed. It stays on the register as a record. |
| Cost implication | The effect on the contract sum, for example "R 12 500 add", "TBC" or "QS to value" |
| Time implication | The effect on the programme, for example "3 working days" or "Claim expected" |
| Origin | The meeting and minutes item where the CI came up, for example SM03 9.1 |
SiteMinutes does not print JBCC clause numbers, because they differ between editions (PBA, MWA and older editions). Add a clause reference in the description if you want one.
Add a contract instruction
- Open the project and choose the Contract instructions tile. (After recording, the last step of the Wrap up links to it under More (plans, snags, instructions).)
- Press New instruction.
- The Number runs on from the highest number on the register. Change it if you need to. SiteMinutes warns you if the number is already on the register.
- Set the Date and Status (Required, Issued or Cancelled).
- Enter the Description.
- Enter the Cost implication and Time implication, or tap a quick choice. For cost: None, TBC or QS to value. For time: None, TBC or Claim expected.
- Under Origin, tap one of the recent meeting codes and add the item number, for example 9.1.
- Press Save.
During the meeting
Tap CI needed on the recorder whenever someone says an instruction is needed. It is a timestamped mark in the recording. Agenda item 9 on the JBCC site agenda, Contract instructions, prompts you to cover CIs issued since the last meeting, CIs required, and their cost and time implications.
After the meeting, add each one to the register.
Update the status
Tap the status mark on a row to switch between Required and Issued. To cancel a CI, open it and choose Cancelled.
The tally at the top counts Required, Issued, Cancelled and Total. Show switches between Required and All.
Cancel rather than delete
Deleting a CI can't be undone, and it leaves a gap in the numbering. Mark it Cancelled instead: the number stays on the register with a clear status.
In the minutes and the agenda
- CIs on the register when you press Create minutes go into the minutes, with their number, instruction, status, cost and time. See Minutes: review, PDF & send.
- The printed agenda of the next meeting (Print agenda & attendance sheet) lists the CIs still required.