Revision as of 20:25, 25 October 2025 by Mark Wootton (talk | contribs) (Created page with " ===== Introduction: ===== This procedure explains how to use the '''Contract Asset Form''' to request contracts for freelance jobs. The form helps developers initiate contracts and provides the company with contractor information. ====== '''Purpose:''' ====== To request contracts for freelance work ====== '''What This Means:''' ====== * The '''Contract Asset Form''' is a Google Sheet used by developers to: ** Initiate a contract with a freelancer, '''before work beg...")
Introduction:
This procedure explains how to use the Contract Asset Form to request contracts for freelance jobs. The form helps developers initiate contracts and provides the company with contractor information.
Purpose:
To request contracts for freelance work
What This Means:
- The Contract Asset Form is a Google Sheet used by developers to:
- Initiate a contract with a freelancer, before work begins.
- It acts as a fill-in-the-blanks form that captures key information such as:
- Freelancer’s name and contact info
- Scope of work
- Contracted rate and payment amount
- Project association and timeline
RACI Roles Defined:
- Accountable: Developer managing the freelance task
- Responsible: Developer (filling out the form), Business Ops (approving and processing)
- Consulted: Project Manager, Art Director, or Department Lead
- Informed: Finance/Accounting
Key Guidance:
- When you're ready to use the Contract Asset Form, go to the Google Drive for your project and locate the appropriate template in the 01_Documents folder (typically under AEG Products > [Product Name] > 01_Documents). Do not edit the original template. Instead, make a copy and save it into your project’s folder, clearly named to match the freelance task (e.g., “Contract – [Freelancer Name] – [Task]”). This ensures your work stays organized and accessible for budget tracking, approvals, and future reference.
- The form must be filled out and approved:
- Before a freelancer begins work (to initiate a contract)
- Do not wait until the end of a project to fill this out retroactively—budget tracking and approvals depend on timely submission.
- Documents are sent to AEG project lead for processing
Action Items:
Before work begins:
- Fill out the Contract Asset Form to request contract setup.
- Include scope of work and estimated budget.
- Submit for approval by appropriate manager and Business Ops.
Information Clarified:
- Form Format: Google Sheet with required fields (no free-form sections)
- Documentation Required: As outlined in the form (e.g., invoice, W-9)
- Examples/Use Cases:
- Hiring an illustrator for game box art
- Hiring a developer for module testing
- Contracting a writer for flavour text
