Procurement Contract Portal. User Guide

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1 Prcurement Cntract Prtal User Guide

2 Cntents Intrductin...2 Access the Prtal...2 Hme Page...2 End User My Cntracts...2 Buttns, Icns, and the Actin Bar...3 Create a New Cntract Request...5 Requester Infrmatin...5 Vendr Infrmatin...6 Cntract Infrmatin...6 FAQs...9 1

3 Intrductin The Prcurement Cntract Prtal is a cntract management system that allws the University t rute cntracts fr review and retrieve executed cntracts if necessary. Cntracts vary in cmplexity, and sme dn t require the level f review that the Prcurement Cntract Prtal prvides. Standard cntracts used fr advertisements, catering, and htels may be ed directly t Cntract Management. Nn-standard cntracts shuld be submitted thrugh the Prcurement Cntract Prtal. Access the Prtal 1. Navigate t and click n Cntract Prcessing in the sidebar. 2. This page prvides infrmatin t help yu decide hw yur cntract shuld be submitted. If yur cntract is cnsidered a nn-standard cntract, click the Uplad t Prcurement Cntract Prtal buttn. 3. Lg in t the Central Authenticatin Prtal using yur mybama username and passwrd. Hme Page End User My Cntracts This page will display all cntracts yu have submitted. Upn first lgging int the system, n recrds will be display. As cntract requests are submitted, they will be added t this page. 2

4 Buttns, Icns, and the Actin Bar The actin bar includes 3 selectins. New: Click the New icn t being the prcess f creating a new cntract request. Views: The Views drp dwn will allw yu t switch the view f what infrmatin can be seen in the cntract table display. Nte: Many fields are nt available t be seen by prtal users, and as such the views will nt display infrmatin yu cannt see. Search: Clicking the search drp dwn will display the search bar, allwing yu t search fr cntract recrds using keywrds and phrases. With the search bar extended, the first available drp dwn will allw yu t specify which field the search crrespnds t. The 2 nd drp dwn will allw yu t chse if the value is fund r nt fund, r use any f the available quantifiers. The 3 rd field allws yu t enter a wrd r phrase t search fr. Click the G buttn t retrieve the results Refine Checking this bx and entering a new wrd r phrase will refine the search further, as ppsed t perfrming a new search. String Allws fr wild card searches, where the string f letters if fund anywhere in the phrase. Cntext Will shw where in the recrd the wrd r phrase is fund. Active Only Will nly display active recrds. Mre Optins Allws fr additinal ptins t be used while searching Edit: The Edit icn will attempt t display the recrd in edit mde. Nte: Yu can nly edit recrds yu have created. View: The View icn will display the recrd in view mde. Refresh/Expand/Cllapse: The tp-right crner f the hme screen cntains 3 additinal icns that can be used. Refresh: The first icn is the Refresh icn. Clicking it will refresh the page and display any new recrds r changes t existing recrds. Nte: Any time yu edit r view a recrd the system autmatically refreshed. 3

5 Expand: The middle + icn will expand the sectin t the whle page. This will allw each f the 2 sectins t display acrss the entire page, fr easier viewing f recrds. Once expanded, nly the Refresh and Cllapse icns will be available. Cllapse: The last icn will cllapse a sectin n the page. Cllapsing the page will minimize the sectin. When a sectin is expanded by using the Expand icn, clicking the Cllapse icn will revert the page back t nrmal. When n sectin is expanded, using the Cllapse icn will minimize that sectin, but nt display the ther sectin in full page mde. While cllapse, the icn will change t the Revert t Nrmal icn, which will revert the page back t nrmal. 4

6 Create a New Cntract Request 1. Start by ensuring that all dcuments assciated with this cntract request are saved in a flder n yur cmputer that may be easily accessed. Please make sure that the dcument t be signed is in an editable frmat. Wrd dcuments are preferred. 2. Lgin t the Prcurement Cntract Prtal and frm the Hme page, click the New buttn. 3. A pp-up will display the new cntract request page. Cmplete the infrmatin in each f the fllwing sectins. Nte: If the new cntract request page des nt display, yu may need t turn ff yur brwser s pp-up blcker fr this site. Requester Infrmatin a. The requester name and address will be prefilled based n the user s infrmatin. Hwever, this can be edited if the cntract is being submitted n behalf f anther persn. b. Click the search icn (magnifying glass) t search fr the Department name. Use the ppup windw t search fr and select the department, and click Imprt/Replace. 5

7 Vendr Infrmatin a. Use the search icn (magnifying glass) t select the Vendr Cmpany. Use the pp-up windw t search fr and select the department, and click Imprt/Replace. Nte: If the vendr is nt in the list, click Cancel at the bttm f this windw t return t the Cntract screen and hand key the infrmatin. b. Repeat the same steps t select the Main Cntact Name and the Vendr Signer. Cntract Infrmatin a. Click Attach Dcument t begin uplading the dcuments assciated with this cntract request. Use the Cntract Dcument pp-up windw t enter the details abut this particular dcument. b. Dcument Title: Prvide a descriptin f the dcument. 6

8 c. Dcument Type: Since there may be supprting dcuments attached t the request in additin t the cntract, this field is used t add a categry t keep them rganized. Use the drp-dwn t chse the type fr the dcument Nte: Always attach a cpy f the previus cntract with the vendr, if ne exists. Type N Signature Internal Review Signed Cntract Vendr Reply Previus Cntract Descriptin Select this ptin fr the cntract that is currently being submitted fr signature. This will be used by subsequent reviewers t add any additinal backup dcumentatin. This ptin will nt be used when submitting the initial request. This ptin will be used t designate the fully executed cntract. This ptin will nt be used when submitting the initial request. Use this t prvide additinal infrmatin in the frm f s frm the vendr. If there was a previus cntract with this vendr, please attach it using this ptin. d. Attach Dcument: Click the Attach/Manage link t begin uplading the dcument. Then click the green Attach File(s) buttn at the bttm f the pp-up windw. Navigate t the file n yur cmputer, and duble click it. The file shuld be added t the list n the Attachments pp-up windw. Click Finish. Yu will be returned t the Cntract Dcument windw. Click Save. When yu return t the Cntract request, yu shuld see the dcument listed. Repeat these steps t add any additinal dcuments. e. Cntract Title: Enter a descriptive title fr the Cntract Request. This will be what yu ll use n yur hme screen t identify this request. f. Cntract Amunt: If the cntract has a dllar amunt, enter it here. g. Is There A Previus Cntract? If there has been a previus related cntract, indicate that here. 7

9 h. Cntract Start Date: Click the Calendar icn t select the start date fr the cntract. i. Cntract Descriptin: Please use this space t prvide an explanatin f the purpse fr the cntract including a risk/benefit analysis. List ut bth the pr s and cn s t help subsequent reviewers fully understand the situatin. j. Additinal Dcuments: Repeat these steps t attach additinal dcuments as needed. 4. Once all infrmatin has been entered and dcuments have been attached, click the green Submit fr Cntract Management Review buttn at the bttm f the screen. Yu will receive a cnfirmatin message with a link t view the cntract if desired. 5. The cntract request will be listed n the hme screen, and it will be ruted fr apprval. Yu will be ntified by when it has been cmpleted. 8

10 FAQs What infrmatin d I need t sign in t the Cntract Prtal? The Cntract Prtal uses central authenticatin, s yu ll be able t lgin using yur mybama username and passwrd. May I cntinue t my cntracts t Cntract Management? Yu may cntinue t standard cntracts fr things like htels, ff-campus catering, r advertisements, but ther types f cntracts shuld be upladed thrugh the Cntract Prtal. What ther dcumentatin shuld be upladed with the cntract? Please add any additinal infrmatin that yu feel might be helpful in the review f the cntract. This culd include: Previus cntracts with this vendr. cmmunicatin with the vendr. Cpies f any terms that may be referred t in the cntract including click thrugh terms r dcuments that are hyperlinked in the cntract. Where des my cntract request g after it is submitted? Yur cntract request will be ruted t Cntract Management. They will review it t determine which ther departments need t be invlved based n the cntents f the cntract. Hw d I check the status f my cntract request? Users will have access t view all f their cntract requests frm the Cntract Prtal hme page. Frm there, yu will be able t see where yur request is in the prcess. Hw d I btain a cpy f the fully executed cntract? Once the cntract has been signed, yu will receive a cpy by . Hw d I determine which cntracts need t be submitted thrugh the Prcurement Cntract Prtal? In a nutshell, the Cntract Prtal will nly be used t prcess nn-standard cntracts that may be mre cmplex in nature. Standard cntracts fr advertising, catering, r htels may be ed directly t Cntract Management. 9

11 What are the benefits f using this system? The Prcurement Cntract Prtal gives us a gd way t track the prgress f cntracts that may have t be reviewed at multiple levels. It als creates an archive f cntracts that may be referenced later n. The system helps us get yur cntracts cmpleted quickly and ensures that nthing gets lst alng the way. Can I lk up cntracts that were previusly submitted thrugh the prtal? Abslutely. One f the advantages f the Cntract Prtal is that it gives yu access t yur previusly submitted cntracts. Yu will see them listed n yur hme page. Hw will I knw when my cntract has been cmpleted? Yu will be ntified by when yur cntract is cmplete. Yu will als be able t access it frm the hme page f the Cntract Prtal. Hw lng will it take fr my cntract t be prcessed? It is ur gal t prcess yur cntracts quickly and efficiently. In fact, 99% f all cntracts submitted t Cntract Management are cmpleted within 24 hurs. Hwever, it may take lnger t review mre cmplex cntracts and time must be allwed fr negtiating terms if necessary. Please submit yur cntracts as sn as pssible t allw plenty f time fr prcessing. D I need t be granted special access t be able use the Prcurement Cntract Prtal? All UA emplyees already have what they need t a use the system. Simply lg n using yur mybama user ID and passwrd. 10

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