SAINT JOSEPH S UNIVERSITY READ ONLY USERS ICONTRACTS UCM QUICK START GUIDE GUIDE TO BASIC FUNCTIONALITY OF UNIVERSAL CONTRACT MANAGER (UCM)

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1 SAINT JOSEPH S UNIVERSITY READ ONLY USERS ICONTRACTS UCM QUICK START GUIDE GUIDE TO BASIC FUNCTIONALITY OF UNIVERSAL CONTRACT MANAGER (UCM)

2 ICONTRACTS UCM QUICK START GUIDE TABLE OF CONTENTS icontracts UCM Quick Start Guide... 1 Logging in... 2 Interface... 3 NavigaKon... 4 Inside the Contract Container... 5 Customizing your Screen... 6 Searching... 7 Documents... 8 System Generated Where to go for help SJU Fields and Terminology icontracts UCM Quick Start Guide 1

3 LOGGING IN First things first, to login to the system you will need: Your SJU Username Your SJU Password To start, navigate to The Nest (nest.sju.edu), enter your credenkals and click on the Employee Tab. In the Employee Resources portlet, there is a link for icontracts. Click this and you will be directed into the icontracts applicakon. There will be no need to log in again. If you happen to see the below screen, do not do anything; you will be redirected momentarily: IF YOU GET LOST If you are ever stuck, and this guide does not seem to answer your queskons, click on the Profile/Help bujon at the top right of any screen. This area contains documentakon and training videos. See the Where to Find Help seckon of this guide for more informakon. icontracts UCM Quick Start Guide 2

4 INTERFACE On a typical login, you are first directed to the Home Screen, which is outlined below. You may not have both of the icons below depending on the permissions you were given by your Administrator. These areas may contain Templates or Boilerplate documents that could be useful for your posikon. Consult with you Administrator(s) to see what they would like you to use. The grey bar across the top indicates you are currently on the Home Screen. This is called the Enterprise Ribbon. It allows you to navigate through the different areas of the system. The last seckon on this screen allows you to save up to ten of your favorite Views (reports) onto your Home Screen for easy access. icontracts UCM Quick Start Guide 3

5 NAVIGATION Gelng around in UCM is designed to be as straight forward as possible. For instance, if you would like to Navigate to the Contracts in your system, click on Contracts in the Enterprise Ribbon. Simply click on the Contract Id or Contract Name for the Container you would like to view in order to navigate into that Container. icontracts UCM Quick Start Guide 4

6 INSIDE THE CONTRACT CONTAINER You can navigate to any of the Tabs contained in the Enterprise Ribbon. From any of these areas you may click on the hyperlinked data points to navigate into those individual items. On the Contracts Tab, you can click on Contract Name or Contract ID to navigate into the individual Contract Container. From there you can see all of the data for that contract, take a look at that record s documents, or even the documents out of the system. icontracts UCM Quick Start Guide 5

7 CUSTOMIZING YOUR SCREEN Data in UCM is ooen shown in a Grid format (shown below). These Grids are configurable on a per user basis. This means you can rearrange your grid to show the data most important to you. By hovering over any column heading and seleckng the downward arrow to the right of the column Ktle, addikonal configurakon opkons appear. You can select the opkon to sort in ascending or descending order or, by choosing the columns opkon, open the following interface to rearrange your columns. icontracts UCM Quick Start Guide 6

8 SEARCHING The Global Search, located at the top right of any screen within UCM, allows you to search by the following methods in order to find a parkcular Contract in the system. Contract Name Contract ID Summary Data Ajachment Text Keep in mind that searches performed using Summary Data or Ajachment Text ooen generate mulkple results for the same Container. This occurs because the search term may appear more than once for a single record. If your contract is in the Archive, check the Include Archive checkbox. Archived contracts do not appear in searches unless this box is checked. Contract Views are a great way to find sets of Contracts. You can create your own Views by clicking on the Add New View bujon at the bojom of your list of Views. Views may also be shared with you by other users within your organizakon. Your Administrator or another user may have shared some of these for you to start with. Click on one of the Views on the leo of your screen to see only the contracts that meet the criteria of that View. icontracts UCM Quick Start Guide 7

9 DOCUMENTS Once you navigate into the Contract for which you need to find a document, click on the Ajachment(s) tab at the container level. Remember the Enterprise Ribbon Ajachment(s) tab will show you the documents for all contracts. In the Ajachment(s) tab you will be able to see all the documents that relate to that contract. In some cases, there may be a Primary Document showing above the grid containing the contract s documents. This is the main document for the container. **Note: The blue dots indicate that a tab has content within To download a document, click on the hyperlink in the column labeled CurrentFile. This will download the document to be opened locally, or open the document in a True View capacity. This column is outlined in green in the image below. icontracts UCM Quick Start Guide 8

10 S FROM THE SYSTEM REGARDING REVIEWS AND EXPIRING CONTRACTS AND HOW TO RESPOND TO THEM There are many s that come from the system, but we will discuss Milestone NoKficaKons here, as they are the most common of the nokficakons. Shown below is a sample of Milestone nokficakons that contains mulkple Contracts that are expiring soon: The data Fields and instruckon lines will vary, depending on how your System Administrator created the Rules for these nokficakons, but they will always contain a link that will open the System and direct you to the Milestone area. Of course, if you are not already logged in, you will have to do so along the way. The Milestone screen will appear as shown: To indicate that you have acted on this nokficakon, the User can Mark as Completed. The term Completed may vary from one organizakon to the next, and you will receive instruckons on how to proceed with these nokficakons from your system administrator. icontracts UCM Quick Start Guide 9

11 WHERE TO GO FOR HELP The Profile/Help seckon contains documentakon and training videos that you can use to educate yourself on all of the features at your disposal. To find this area, click on the Profile/Help Link at the top right of any screen. This appears next to the Refresh Security Profile bujon and the Logout bujon. In the image to the right you can see the Read-only User Manual, which details all of the funckons of that user type, and the Link to view the Training Videos. Feel free to explore these items as well as the other informakon in the Profile/Help seckon, all of which are outlined in detail in the Read-Only User Manual. icontracts UCM Quick Start Guide 10

12 SJU-SPECIFIC FIELDS AND TERMINOLOGY As you are entering a contract, there are a few areas specific to the contract roukng process at SJU. Below you will find a definikon of each field in the entry form, and some help on entering the correct data. Once again, if you have any queskons please navigate to the Profile / Help seckon for addikonal resources. Contract Name: The name that will be used throughout the system for this contract. When entering this field, please use the following format: VENDOR NAME SPECIFIC PRODUCT OR SERVICE. For example: Aramark Food Services Ellucian Document Manager Contract Type: Select a Contract Type from the drop-down that best fits the terms of the contract. The type you choose will affect the default workflow assigned. Assign Workflow Template: Verify the default workflow is appropriate for the contact you are inikakng. If a contract is for a period of two years or greater, always use the Kmebased workflow. IniGal Workflow Stage: Leave as the default opkon. Contract DescripGon: Provide any details or context relevant to the contract. Owner: This will default to you. If the owner should be someone else, select their name from the drop-down. Responsible ParGes: Workflows will be assigned to the appropriate approvers based on the informakon you enter in these two fields. As of Sept. 1, 2017 the following informakon should be used. Primary: This will always be the Provost or area Vice President. For this inikal roll-out, this field will always be David Beaupre. Secondary: This will always be the respeckve AVP, Dean, or Director. For the inikal roll-out the following individuals should be used for this field (if an individual is missing from the list, please inform John Byars): AdministraGve Services: Kevin Kane Tim McGuriman InformaGon Technology: Joe Petragnani Finance (BFP and Controller) April Lee Barry Harte icontracts UCM Quick Start Guide 11

13 Folder Name: The division under which the contract will be owned and maintained The next set of fields are to be used when uploading a document. NOTE: You are NOT required to upload a document when inikakng a contract. If you do not have anything to load, leave the next set of fields blank and click ConKnue Document Title: The name of the document that will be reference throughout the system. When entering this field, please use the following format: CONTRACT NAME DOCUMENT TITLE. For Example: Aramark Food Services CerKficate of Insurance Ellucian Document Manager Contract Document State: The three states of Drao, Final, and Fully Executed are most important here. The others are extra and opkonal. Primary Document: The most recent version of the contract. This may not be the most recent document loaded into the tool. If you are loaded an updated contract, please select this opkon. Document DescripGon: Provide any details or context related to the document Once you select ConKnue you will be prompted to enter addikonal informakon on the next page. Those fields include, but are not limited to: ExpiraGon Date: When the contract will expire TerminaGon NoGce in Days: The number of days that nokce must be provided to the vendor before contract terminakon Renewal TerminaGon NoGce Date: The specific date at which the above nokficakon will be required. Vendor Banner ID or NEW-: If a Banner record exists for this vendor, use the exiskng ID. If this is a new vendor, enter NEW EsGmate Contract Value: AnKcipated contract value at the Kme of inikakon Actual Contract Value: This should not be completed if the value may change over the course of negokakons FOAPAL: The Fund Org Acct that is responsible for necessary funds. An ackvity code should be included for applicable capital projects icontracts UCM Quick Start Guide 12