Library Administrator Job Aid

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Kerrie Richards
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1 Library Administrator Job Aid Clauses A clause is a section of a contract document that can include contract terms and conditions that are stored, updated and used within a document. Clauses are entered in CORE-CT using Microsoft Word. Add a New Clause The following shows how to add a new clause. Navigation: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses Click on the Add a New Value tab. Enter the Clause ID (Naming convention is to start with the agencies acronym). Click the Add button. Updated 11/01/2018 Page 1 of 41

2 The Clause Definition page will display Enter the Description for the clause The Clause Type is General Clause (Default) The Library will be the Business Unit The Class Name is CT_Procurement The Approval Type is not used. Any additional Notes about the clause may be entered Updated 11/01/2018 Page 2 of 41

3 Enter the Effective Date. Note: For a clause to be pulled in to the contract document, the Effective Date needs to be equal to or prior to the begin date of the Procurement contract. The Status is Active (Default) Uncheck the Numbered Clause checkbox. To protect the clause, check the Protect in Document checkbox. If selected, the clause will not be open for editing in the contract. Click Save. The Title and Full Text boxes on the Clause Definition page should NOT be used to add or edit text to the Clause. Click the Edit Document Button Updated 11/01/2018 Page 3 of 41

4 In the popup, click the Open button. In Word, click the Enable Editing button Within the [Enter text here] underneath Title type in the title of the clause. Note: The title may be part of the Full Text. If it is, do not enter anything under the Title section. Updated 11/01/2018 Page 4 of 41

5 Within the [Enter text here] underneath Full Text type in the body of the clause. If the clause was created outside of CORECT, the text can be copied into the clause. When you create a clause, avoid using picture files (JPG, TIF, GIF, PNG) when possible. If you need to have a picture in your clause, please limit the picture file size to 20kb. Most of Microsoft Word formatting options will work with clauses (e.g. Bold, Numbering). After all the text has been entered, save a copy on a local drive. Do not change the name of the File or the type (Word XML Document) Close the document. Updated 11/01/2018 Page 5 of 41

6 Click the Check In button. Click the Browse button. Updated 11/01/2018 Page 6 of 41

7 Select the file to upload and click the Open button. Click the Upload button. Updated 11/01/2018 Page 7 of 41

8 Click the Preview Document button to verify that the format and document uploaded correctly. In the popup, click the Open button. Updated 11/01/2018 Page 8 of 41

This document may be kept open to refer to while the document is checked out so that it can be edited.

9 The Preview Document will show the clause as it will appear in the contract. If anything does not look correct in this view, the clause will need to be corrected. This document may be kept open to refer to while the document is checked out so that it can be edited. Refer to the section on Editing a Clause. When the document is correct change the Approval Status to Approved. Click the Save button. Updated 11/01/2018 Page 9 of 41

10 Copy a Clause Once a clause has been created it can be copied. Any clause from any library can be copied except those from the Office of Policy and Management (OPM). Navigation: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses Click the Add a New Value tab Enter the New Clause Id Click the Add Button Updated 11/01/2018 Page 10 of 41

11 Click the Copy From button Enter the Clause id to be copied or use the Magnifying glass to search for the clause Click OK Updated 11/01/2018 Page 11 of 41

12 The information from the clause will copy over. Update the Description if necessary. Enter the Library (Business Unit) Update the Effective Date if necessary If no other changes are needed change the Approval status to Approved. Click the Save button If changes are needed to be made on the clause refer to the Editing a Clause section. Updated 11/01/2018 Page 12 of 41

13 Editing a Clause Once a clause has been entered into the library, it can be edited as necessary. Navigation: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses Enter the Clause id to be edited or use the search criteria to search for the clause id Click Search Updated 11/01/2018 Page 13 of 41

14 The Clause Definition page will display. Click the Correct History button on the bottom right of the page to allow editing Updated 11/01/2018 Page 14 of 41

Always edit the clause text using the Edit Document button and edit in the Word document. Never update in the Title or Full Text fields in the Core-CT page.

15 Always edit the clause text using the Edit Document button and edit in the Word document. Never update in the Title or Full Text fields in the Core-CT page. Updating the text in these fields overrides any changes made in the Word document which can cause issues with formatting or the layout. When the document is checked in, all the changes made in the Word document will update in these fields automatically. Click the Edit Document button. In the popup, click the Open button. In Word, click the Enable Editing button Updated 11/01/2018 Page 15 of 41

16 Make any changes necessary to the document Updated 11/01/2018 Page 16 of 41

Tips for Formatting Columns will not work with Clauses Instead use a Table

been created outside of CORE-CT, it can be copied into the body of the

As an option copy the clause information and use the paste keep text only

Then reformat the clause inside the XML shell.

17 Tips for Formatting Columns will not work with Clauses Instead use a Table Using the Draft View can help identify formatting issues If a clause has been created outside of CORE-CT, it can be copied into the body of the clause. However, the formatting may not work correctly. As an option copy the clause information and use the paste keep text only option. This will only copy the text. Then reformat the clause inside the XML shell. When formatting text use the word numbering and tabs. Do not use the space bar to indent since this can cause the text to not align correctly. Updated 11/01/2018 Page 17 of 41

When adding a bind variable in a clause, it is possible to receive a red error message indicating the bind variable that was inserted has incorrect syntax.

18 When adding a bind variable in a clause, it is possible to receive a red error message indicating the bind variable that was inserted has incorrect syntax. If this happens, click the edit document to check out the clause. Delete the bind variable and retype it again, save and check-in the clause. After all the changes have been made, save a copy on a local drive. Do not change the name of the File or the type (Word XML Document) Close the document. Updated 11/01/2018 Page 18 of 41

19 Click the check in button Click the Browse button. Updated 11/01/2018 Page 19 of 41

20 Select the file to upload and click the Open button. Click the Upload button. If changes were made, the following message will display Click OK The updated clause has been uploaded and set to initial status. Updated 11/01/2018 Page 20 of 41

21 Click the Preview Document button to verify that the format and document uploaded correctly. In the popup, click the Open button. If anything does not look correct, it will need to be fixed by editing the document again. The preview document can be left open to refer to. If the document is correct, close the preview document. Updated 11/01/2018 Page 21 of 41

22 Change the Approval Status to Approved Click Save Updated 11/01/2018 Page 22 of 41

23 Setup Bind Definitions Bind variables are used as placeholders for other values and are set up in Core-CT first. For example, an Agency has a new program that they want to add as an option for contract creation. Setting up this option as a bind variable will allow the system to record if the applicable associated clause should be brought into the Contract Document. The following shows how to set up a bind. Navigation: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Binds The Binds page will display Click on the Add a New Value tab Enter a name for the Bind Variable (Naming convention is to start with the agency s acronym). Click Add Updated 11/01/2018 Page 23 of 41

Enter a Description of the Bind Variable Select a Bind Type (Transactional or Wizard) Select a Field Type (Checkbox, Date, Date/Time, Decimal, Integer, String, Yes/No) Depending on the Field Type an

24 Enter a Description of the Bind Variable Select a Bind Type (Transactional or Wizard) Select a Field Type (Checkbox, Date, Date/Time, Decimal, Integer, String, Yes/No) Depending on the Field Type an additional field may be required. Click the Save button. The screenshot below shows the most commonly used Bind definition for Agencies. This type of bind would be used when creating a contract to ask if a clause should be used or not. Updated 11/01/2018 Page 24 of 41

25 Set Up Contract Rules A rule is the instructions for bind variable chosen. It is a set of query-like conditions that produce specific true or false results to include additional or alternative clauses in a supplier document. Contract Rules are variable specific. For example, if the question is Are you setting up a new contract for this new program? and the bind is a checkbox, the rule provides what clause to use when the bind is checked. The following shows how to set up contract rules. Navigation: Core-CT Financials > Supplier Contracts > Manage Contract Library > Rules Click on the Add a New Value tab. Enter the Rule (Naming convention is to start with the agency s acronym). Click the Add button. Updated 11/01/2018 Page 25 of 41

Enter the Description The Rule Type default is Standard Enter the Effective Date Note: The Effective Date needs to be equal to or prior to the begin date of the Procurement contract in order for the

26 Enter the Description The Rule Type default is Standard Enter the Effective Date Note: The Effective Date needs to be equal to or prior to the begin date of the Procurement contract in order for the the Rule to be used. Enter the Bind Variable Enter the Operator Enter the Value The Bind created in this document used the checkbox option. When checked it is recorded as Y (Yes). When not selected it would be N (No). Select Clause for the Content Type Enter or search for the Content ID (Clause ID). Click the Save button. In this example, when the Bind is Checked (Yes), Clause DSSTEST123 will be added to the Contract. Updated 11/01/2018 Page 26 of 41

27 Set Up Question Groups Question Groups allow question(s) to be grouped together when setting up the wizard. For example, if you are adding a new program into the wizard, you will want to ask a set of questions depending on that specific program. What is your Business Unit? Will this clause be used in the Contract? The following shows how to set up question groups for the contract wizard. Navigation: Core-CT Financials > Supplier Contracts > Manage Contract Library > Question Groups Click on the Add a New Value tab. Enter the Question Group (Naming convention is to start with the agency s acronym). The Wizard Type should be Document Creation. Click the Add button. Updated 11/01/2018 Page 27 of 41

Select Purchasing Contracts for the Source Transaction. Enter in a Description If the question is required, check the box under the Reqd column Enter the Question/Information Text.

28 Select Purchasing Contracts for the Source Transaction. Enter in a Description If the question is required, check the box under the Reqd column Enter the Question/Information Text. Select the check box in the Info Only column if the associated text is just for display purposes (This can be used for additional instructions or to separate/identify sections if there are many questions.) Enter or search for the Bind Variable, if applicable. Click the + button to add additional questions to the Question Group. Click the Save button. Updated 11/01/2018 Page 28 of 41

29 Set Up a Wizard This is the utility that holds the question groups. Based on the responses to the questions and previously defined wizard rules, the system selects appropriate clauses from the document library and adds them to the suppier contract document. The following shows how to update an existing wizard. Navigation: Core-CT Financials > Supplier Contracts > Manage Contract Library > Wizards Click the Add a New Value tab Enter the Wizard Id (Naming convention is to start with the agency s acronym). Click the Add button Updated 11/01/2018 Page 29 of 41

30 The Define Wizard page will display Change the Wizard Status to Available Enter a Description for the Wizard Enter or search for the Question Group Click the + button to add additional Question Groups Click Save Updated 11/01/2018 Page 30 of 41

process. It will not build a contract or show the clauses.

31 After the Wizard has been saved, the Test Mode button will appear Clicking on the Test Mode will display the questions and allow the questions to be answered to validate the process. It will not build a contract or show the clauses. Click the Test Mode button Select Purchasing Contracts for the Source Transaction Click OK Updated 11/01/2018 Page 31 of 41

32 The Test-Document Creation Wizard will display For this example the questions previously built are displayed. The first question allows the user to enter their business unit Since the Info Only box was checked on the the second question, there is nothing to answer. The third question has the checkbox based upon the bind, question and rule created. Click Finish The Define Wizard page is displayed. Updated 11/01/2018 Page 32 of 41

Update Existing Document Configurator: A Document Configurator is a pre-define template used to build supplier contract documents. Document configurators are comprised of clauses and rules.

33 Update Existing Document Configurator: A Document Configurator is a pre-define template used to build supplier contract documents. Document configurators are comprised of clauses and rules. Each health service agency has a Document Configurator for their POS, PSA and their respective Ammendments so it should not be necessary to create a new configurator. Instead they should be updated as changes are made to their contracts. The following shows how to update an existing document configurator. Navigation: Core-CT Financials > Supplier Contracts > Manage Contract Library > Document Configurators Enter or search for the Configurator ID. Click the Search button. Updated 11/01/2018 Page 33 of 41

34 Click the Refresh button. Updated 11/01/2018 Page 34 of 41

35 The layout of the configurator will display. The order that the clauses display is the order that they will be built in the contract If the Content type is Clause the clause will always be inserted into the contract. If the Content type is Rule the clause has an associated bind/question that will be answered to determine if the clause will be applied. Updated 11/01/2018 Page 35 of 41

Depending on the action needed, click on the appropriate icon Add Multiple Object: Used to insert more than one clause or section into the Document Configurator.

36 Depending on the action needed, click on the appropriate icon Add Multiple Object: Used to insert more than one clause or section into the Document Configurator. Insert: Inserts the next content row on the line under the Insert button selected. Delete: Deletes the row of the line selected. Cut: Takes the row that has been cut and temporarily holds it. Paste Row After: This button becomes available after Cut has been used. This button will place the cut row after the line selected. Updated 11/01/2018 Page 36 of 41

37 For this example, the new rule that was created will be inserted into the configurator. Click the + to insert the row below Position 2 Select Rule for the Content Type Click or search for the Content ID Click OK Updated 11/01/2018 Page 37 of 41

38 The new rule has been inserted into the configurator Click the Preview Document button to view a sample of the contract. Click Open to view the document Updated 11/01/2018 Page 38 of 41

39 Clauses will show their content. Rules will show where on the document it will display. Close the document. Updated 11/01/2018 Page 39 of 41

40 When all the changes are complete click Save Updated 11/01/2018 Page 40 of 41

41 Where Used On the pages for the contract library there is a Where Used hyperlink. When you click on the hyperlink, it will show all the different areas where it is used. Updated 11/01/2018 Page 41 of 41

Procurement Contract Overview

Procurement Contract Overview Understanding Contract Versioning: Core-CT allows for the creation of new versions to existing contracts. Versioning is only used when the expiration date of a current contract