ICONTRACTS UCM QUICK START GUIDE GUIDE TO BASIC FUNCTIONALITY OF UNIVERSAL CONTRACT MANAGER (UCM) SAINT JOSEPH S UNIVERSITY FULL-ACCESS USERS

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1 SAINT JOSEPH S UNIVERSITY FULL-ACCESS USERS ICONTRACTS UCM QUICK START GUIDE GUIDE TO BASIC FUNCTIONALITY OF UNIVERSAL CONTRACT MANAGER (UCM) ICONTRACTS INC. 214 W MAIN STREET, MOORESTOWN NJ 08057

2 ICONTRACTS UCM QUICK START GUIDE TABLE OF CONTENTS icontracts UCM Quick Start Guide... 1 Logging in... 2 Interface... 2 NavigaSon... 4 Customizing your Screen... 5 Inside the Contract Container... 6 Documents... 8 Searching... 7 Entering New Contracts into UCM via direct entry... 9 Adding Documents s from the system regarding reviews and expiring contracts and how to respond to them 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 credensals 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 applicason. 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 quessons, click on the Profile/Help bukon at the top right of any screen. This area contains documentason and training videos. See the Where to Find Help secson of this guide for more informason. 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 all of the icons below, depending on the permissions given by your Administrator. The Template and Library areas may contain Templates or Boilerplate documents that could be useful for your posison. Consult with you Administrator(s) to see what they would like you to use. As a User you have the ability to enter new contracts into the system using the Direct Entry method. The gray 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 secson on this screen allows you to save up to ten of your favorite Views (reports) onto your Home Screen for easy access. 1. Enterprise Ribbon 2. Direct Entry 3. Template 4. Library 5. Favorite Views 6. Last Accessed Contract Containers icontracts UCM Quick Start Guide 3

5 NAVIGATION Gemng around in UCM is designed to be as straighnorward 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 CUSTOMIZING YOUR SCREEN Data in UCM is open 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 selecsng the downward arrow to the right of the column Stle, addisonal configurason opsons appear. You can select the opson to sort in ascending or descending order or, by choosing the columns opson, open the following interface to rearrange your columns. icontracts UCM Quick Start Guide 5

7 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 6

8 DOCUMENTS Once you navigate into the Contract for which you need to find a document, click on the Akachment(s) tab at the container level. Remember the Enterprise Ribbon Akachment(s) tab will show you the documents for all contracts. In the Akachment(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 7

9 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 parscular Contract in the system. Contract Name Contract ID Summary Data Akachment Text Keep in mind that searches performed using Summary Data or Akachment Text open generates mulsple 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 bukon at the bokom of your list of Views. Views may also be shared with you by other users within your organizason. Your Administrator or another user may have shared some of these for you to start with. Click on one of the Views on the lep of your screen to see only the contracts that meet the criteria of that View. icontracts UCM Quick Start Guide 8

10 ENTERING NEW CONTRACTS INTO UCM VIA DIRECT ENTRY If you need to enter a new contract into the system, navigate to the Direct Entry screen by either the Green plus at the top right of the screen or the Direct Entry icon on your Home screen. icontracts UCM Quick Start Guide 9

11 On the next screen you need to fill out a couple of Contract Akributes (basic out-of-the-box fields) to create the new Container. These appear in the top secson of the Summary tab within the container. Some fields may auto-populate based on the defaults set up by your administrator. The required fields are indicated by the red asterisks to the right of the Fields, listed by secson: Container Sec@on: 1. Contract Name 2. Contract Type 3. Contract Owner 4. Folder Name (where it will be stored based on the Security model set up by your System Administrator) ABachment/Document Sec@on: (op8onal, but if you are adding a document, then these are the required Fields) 1. Document Title 2. Document State 3. Document Path (drag and drop or document navigason bukon) icontracts UCM Quick Start Guide 10

12 When you are finished entering the basic data, click the bubon at the bobom of the screen to be directed to the next page where specifics about the Contract will be entered. For further informason regarding New Contract Entry, please refer to either the user manual or view Training videos located in the Profile/Help secson. For more details regarding how to fill out the informason for your company, please consult with your System Administrator. Aper clicking the ConSnue bukon, more Fields will be available for data entry. Shown below is only an example of a Contract Container, and the data Fields will differ for your company. icontracts UCM Quick Start Guide 11

13 Fields shown in Bold Red are Mandatory Fields and must be filled out. Fields that appear in Red (not bold) are requested Fields and if not filled out, the User will see a Warning upon clicking Save. ADDING DOCUMENTS As a user, you have the ability to enter new documents into the system, either on a new contract through the Direct Entry screen, or on an exissng contract under the Container s Akachment(s) tab. In either case, you are prompted for the same informason. From within the Container, navigate to the Akachment(s) tab and click on the Add Document Bukon as pictured above. To select your file, click on the Select File bukon or Drag-and-Drop your document into the drop file locason. This document will now appear within the Akachments secson of the selected Container. Once your document appears in blue as outlined below. Click on the blue Upload link. Once this is finished processing, the file name will appear in green. When you are finished entering data, click save (or ConSnue if this is a direct entry). icontracts UCM Quick Start Guide 12

14 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 NoSficaSons here, as they are the most common of the nosficasons. Shown below is a sample of Milestone nosficasons that contains mulsple Contracts that are expiring soon: The data Fields and instrucson lines will vary, depending on how your System Administrator created the Rules for these nosficasons, 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: icontracts UCM Quick Start Guide 13

15 To indicate that you have acted on this nosficason, the User can Mark as Completed. The term Completed may vary from one organizason to the next, and you will receive instrucsons on how to proceed with these nosficasons from your system administrator. WHERE TO FIND HELP The Profile/Help secson contains documentason 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 bukon and the Logout bukon. In the image to the right, you can see the Read-only User Manual, which details all of the funcsons of that user type, and the Link to view the Training Videos. Feel free to explore these items as well as the other informason in the Profile/Help secson, all of which are outlined in detail in the Read-Only User Manual. icontracts UCM Quick Start Guide 14

16 SJU-SPECIFIC FIELDS AND TERMINOLOGY As you are entering a contract, there are a few areas specific to the contract rousng process at SJU. Below you will find a definison of each field in the entry form, and some help on entering the correct data. Once again, if you have any quessons please navigate to the Profile / Help secson for addisonal 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 inisasng. If a contract is for a period of two years or greater, always use the Smebased workflow. Ini@al Workflow Stage: Leave as the default opson. Contract Descrip@on: 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 Par@es: Workflows will be assigned to the appropriate approvers based on the informason you enter in these two fields. As of Sept. 1, 2017 the following informason should be used. Primary: This will always be the Provost or area Vice President. For this inisal roll-out, this field will always be David Beaupre. Secondary: This will always be the respecsve AVP, Dean, or Director. For the inisal roll-out the following individuals should be used for this field (if an individual is missing from the list, please inform John Byars): Administra@ve Services: Kevin Kane Tim McGuriman Informa@on Technology: Joe Petragnani Finance (BFP and Controller) April Lee Barry Harte icontracts UCM Quick Start Guide 15

17 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 inisasng a contract. If you do not have anything to load, leave the next set of fields blank and click ConSnue 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 CerSficate of Insurance Ellucian Document Manager Contract Document State: The three states of Drap, Final, and Fully Executed are most important here. The others are extra and opsonal. 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 opson. Document Descrip@on: Provide any details or context related to the document Once you select ConSnue you will be prompted to enter addisonal informason on the next page. Those fields include, but are not limited to: Expira@on Date: When the contract will expire Termina@on No@ce in Days: The number of days that nosce must be provided to the vendor before contract terminason Renewal Termina@on No@ce Date: The specific date at which the above nosficason will be required. Vendor Banner ID or NEW-: If a Banner record exists for this vendor, use the exissng ID. If this is a new vendor, enter NEW Es@mate Contract Value: AnScipated contract value at the Sme of inisason Actual Contract Value: This should not be completed if the value may change over the course of negosasons FOAPAL: The Fund Org Acct that is responsible for necessary funds. An acsvity code should be included for applicable capital projects icontracts UCM Quick Start Guide 16