Supplier Contract Management for Agencies Core-CT Finance Upgrade Implementation

Transcription

1 Supplier Contract Management for Agencies Core-CT Finance Upgrade Implementation March 2018 For Classroom Training Use Only

2 Introduction Supplier Contract Management for Agencies

3 Welcome to Supplier Contract Management Introductions Introduce yourself, your unit, and your expectations for this class Ice breaker question Housekeeping Cell phones off Limit calls and s to break times Review location of restrooms and exits This course will introduce agency participants to Supplier Contract Management in Core-CT, including the set up and management of contracts and information on supporting Suppliers. 3

4 Course Objectives At the end of this course, you will understand how to: Explain the functionality being released for Supplier Contract Management (SCMT) Create and convert a requisition for PSA/POS authorization using epro requisitions Use Core-CT to collaborate internally and externally on a contract Use DocuSign to sign contracts electronically Manage contract amendments within Core-CT 4

5 Today s Schedule Module Name Course Introduction Enter and Maintain Contracts Break DocuSign, Approve, Dispatch and Execute the Contract Break Manage Contract Amendments Review and Q&A Duration 10 minutes 60 minutes 10 minutes 40 minutes 10 minutes 30 minutes 10 minutes 5

6 Key Symbols Used in this Course This course uses the following key symbols to depict various references: Guidelines Demonstration Job Aids 6

7 Module 1: Course Introduction Supplier Contract Management for Agencies

8 Module Objectives At the end of this module, you will understand how to: Understand Supplier Contract Management (SCMT) key terms and definitions Explain the functionality being released for SCMT Navigate to the SCMT pages 8

9 Key Terminology Key Term Clause Document Configurator Document Library (Contract Management Library) Definition Basic building block for a supplier contract document that can include contract terms and conditions that are stored, updated and reused within a document. You can enter clause text directly within the PeopleSoft system and add rich text to clauses through Microsoft Word integration. Pre-defined template used to build supplier contract documents. Document Configurators are comprised of clauses, sections and rules. Repository of supplier contract documents and their counterparts, including sections, clauses and document configurators. 9

10 Key Terminology, cont. Key Term Rule Section Wizard Definition Set of query-like conditions that produce specific true or false results. The system uses these results to include additional or alternative sections or clauses in documents. Use sections to group clauses, other sections and rules for use in a document. Sections are intended to provide a method of creating reusable and nested document structures. Section types, such as general and introduction, organize and control the document behavior. Sections are similar to clauses when you use them with Microsoft Word. Utility that asks questions about a contract. Based on responses to these questions and previously defined wizard rules, the system selects appropriate clauses from the document library and adds them to the supplier contract document. 10

11 Supplier Contract Management Functionality Functionality being released for Supplier Contract Management: Create requests for PSA/POS contracts using epro requisitions Route requests based on requisition type, BU, origin, level of required approvals Convert approved requisitions into open procurement contracts Set targeted contract threshold values and send notifications to multiple users based on specified criteria Manage contract compliance, including receipt and storage of required supplier certifications, forms and attachments Provide a document repository, including sections, clauses and document configurators. Setup pre-defined, yet dynamic, structures that serve as templates for building supplier contract documents Create a complete supplier contract document from pre-defined templates and responses to wizard questions 11

12 Supplier Contract Management Functionality, cont. Functionality being released for Supplier Contract Management: Review/edit/finalize the contract during internal and external collaboration Route the contract for approval and collect internal and external electronic signatures Dispatch final supplier contract documents to all required parties in preparation for contract execution Execute supplier contracts after the documents are signed and dispatched Create supplier contract amendments directly in Core-CT after contract execution Maintain amendment versioning Upload compliance documents, including certifications, forms and attachments 12

13 Supplier Contract Management Process Document Creation Execute Amendments Internal Collaboration (Contract Development) External Collaboration (Contract Development) Dispatch esignatures Approval 13

14 Supplier Contract Management Document Procurement Contract (Contract Details/Specifics) Legal Contract (Boilerplate/Clauses/Terms & Conditions) SCMT Contract Document 14

15 Navigate to the Supplier Contract Management Pages The Supplier Contract Management (SCMT) pages can be found by clicking Main Menu > Core-CT Financials > Supplier Contracts and any of the menu items on the right, depending on the task being performed. 15

16 Module 2: Enter and Maintain Contracts Supplier Contract Management for Agencies

17 Module Objectives At the end of this module, you will understand how to: Create a Requisition for POS/PSA Authorization using epro Convert a Requisition to a Procurement Contract Manage automated notifications Create Contract Agreements Update Agreement statuses Monitor Agreement compliance Update Compliance status Create open Procurement Contracts Collaborate with internal and external users 17

18 Create a Requisition for POS/PSA Authorization The Requisition process sets up the information that will feed into Supplier Contract Management. To create a Requisition, navigate to: Main Menu > Core-CT Financials > eprocurement > Requisition 18

19 Create a Requisition for POS/PSA Authorization Use the lookup icon to select the Business Unit. 19

20 Create a Requisition for POS/PSA Authorization Enter the Requisition Name. Select the appropriate Requisition Type from the dropdown menu. 20

21 Create a Requisition for POS/PSA Authorization Use the lookup icons to select the Supplier, Buyer, Category and Unit of Measure. 21

22 Create a Requisition for POS/PSA Authorization In the Accounting Defaults table, update the Chartfields, if necessary. Click the OK button. 22

23 Create a Requisition for POS/PSA Authorization Click the Fixed Cost Service link. Enter the Service Description, Value of Service, Start Date and End Date. Note: The Category, Supplier ID, Supplier Name and Unit of Measure fields populated with values entered on the Define Requisitions page. 23

24 Create a Requisition for POS/PSA Authorization Click the Add to Cart button. Note: Complete this process for additional services you wish to place on your requisition. 24

25 Create a Requisition for POS/PSA Authorization The Shopping Cart displays on the right. Click the Checkout button. 25

26 Create a Requisition for POS/PSA Authorization Click on the PSA Details link. 26

27 Create a Requisition for POS/PSA Authorization Select the appropriate PSA hyperlink. 27

28 Create a Requisition for POS/PSA Authorization Review the questions and change the default values, as needed. Click the OK button. 28

29 Create a Requisition for POS/PSA Authorization Click the OK button. 29

30 Create a Requisition for POS/PSA Authorization In the Requisition Lines section, click on the Edit link under Comments. 30

31 Create a Requisition for POS/PSA Authorization Add Comments. Click on the Add Attachments button to add attachments, as needed. Follow the on-screen prompts to upload the attachment. 31

32 Create a Requisition for POS/PSA Authorization Click the Save & Submit button. 32

33 Create a Requisition for POS/PSA Authorization Click the OK button. 33

34 Create a Requisition for POS/PSA Authorization The requisition has been submitted to PSA_POS workflow and is in Pending Status. The Requisition ID displays on the header. The Bid ID (Contract ID) starts with the year, agency acronym and requisition number. This field is editable when converting the requisition to a contract. Default for this requisition is Amount Only. If you need to change to QTY, un-check the Amount Only checkbox in the line details. Note: Once the requisition is converted into a contract, the Contract ID will have a suffix added to it of either PSA-01 or POS-01, depending upon which requisition type was chosen. 34

35 Create a Requisition for POS/PSA Authorization Job Aid: Create a Requisition for POS/PSA Authorization Let s create a Requisition! Locate the Create a Requisition for POS/PSA Authorization Job Aid and follow the instructions to create a Requisition for POS/PSA Authorization. 35

36 Convert Requisition to a Procurement Contract The next step is to convert the approved requisition into an open procurement contract. The supplier must be identified at this point in the process. Review the fields in the contract and status values. Procurement contracts in open status: Do not allow transaction processing against the contract (POs cannot be created from the contract at this stage). Allows for the supplier contract document to be created. 36

37 Convert Requisition to a Procurement Contract To convert the requisition to a procurement contract, navigate to the Convert REQ to Contract page: Main Menu > Core-CT Financials > eprocurement > Convert REQ to Contract 37

38 Convert Requisition to a Procurement Contract Click on the Add a New Value tab. Enter the Business Unit and Requisition ID by using the lookup icons. Click the Add button. 38

39 Convert Requisition to a Procurement Contract The System will default the Contract ID Suffix. The Contract ID/Bid ID, Begin Date, Expire Date and State Identified Contract Type will default from the Requisition. Note: You may change the Contract ID and/or Contract ID Suffix at this point in the process. Once the Requisition is converted, these values cannot be changed. Click on the Line Details link. 39

40 Procurement Contract Creation Naming a Contract ID with Core-CT Numbering Schema The first two characters are numeric for the calendar year that the contract is being created: if the contract is created in calendar year 2018, the numeric is 18. Three characters represent the Agency: if this contract is created by the Department of Mental Health, the Agency characters are MHA. Four sequential numbers represent the contract number: such as Two alpha characters represent the vendor. In the event that more than one vendor is awarded this contract, these letters differentiate between vendors. The first alphas used would be AA, followed by AB, AC, etc. In this example the contract number would be: 18MHA1111AA. If there were an additional vendor awarded on this contract, the next contract number to be used would be: 18MHA1111AB. 40

41 Convert Requisition to a Procurement Contract Line Details will default from the Requisition. Click the OK button. 41

42 Convert Requisition to a Procurement Contract To complete the conversion, click the Create Contract link. 42

43 Convert Requisition to a Procurement Contract Click the Yes button in the popup message. Click the Yes button in the popup message. Click the OK button in the popup message. 43

44 Convert Requisition to a Procurement Contract Click the Go to Contract link to view the Contract. 44

45 View Contract Review the information on the Contract Page to verify accuracy. 45

46 Convert a Requisition to a Procurement Contract Job Aid: Convert Requisition to Procurement Contract Let s convert a Requisition to a Procurement Contract! Locate the second half of the Create a Requisition for POS/PSA Authorization Job Aid and follow the instructions to convert a Requisition to a Procurement Contract. 46

47 Manage Contracts On the Contract page, you can review the contract and process for automated notifications. Navigation to the Contract Entry page: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Contract Entry Notifications are triggered by user-defined criteria for: date, maximum amount and spend threshold. Date Notification Contract Expiration Contract Renewal Maximum Amount Notification Specified amount or percent Spend Threshold Notification Released amount exceeds specified threshold Notification assignments can be set for multiple users based on notification type. 47

48 Spend Threshold and Date Notifications Click the Thresholds and Notifications link. 48

49 Spend Threshold and Date Notifications Check the Send Date/Amount Notification checkbox to notify when a Contract will expire or reaches the maximum amount and Send Threshold Notifications checkbox to notify when a contract reaches or exceeds a spend threshold. Click the Expand All link. Note: Notifications can be created by contract line. 49

50 Spend Threshold and Date Notifications In the Date Notification section, enter the Notify Days Before Expires and/or Notify Days Before Renewal. Note: Updating any of these days on the notification page will update the values on the Contract. 50

51 Spend Threshold and Date Notifications In the Maximum Amount Notification section, enter the Amount Less than Maximum and/or Percent Less than Maximum. Note: Entering an amount will automatically calculate the percentage and entering a percentage will automatically calculate the amount. Once entered, the system will calculate and display the notification amount. 51

52 Spend Threshold and Date Notifications In the Spend Threshold Notification section, enter the Threshold Notification Amount. This will apply to each line on the contract. 52

53 Spend Threshold and Date Notifications In the Notification Assignments section, select Notification Type and use the lookup icon to select a User ID. Note: Click the + sign to add another Notification Type and/or User ID. Click the OK button. 53

54 Spend Threshold and Date Notifications Click the Save button. When a threshold if met, an is generated and displays in the Worklist. 54

55 Review the Notification Process Demonstration: Review the Notification Process Let s watch a demonstration on reviewing the notification process. 55

56 Spend Threshold and Date Notifications Job Aid: Thresholds & Notifications Let s create a threshold and notification! Locate the second half of the Review and Complete Procurement Contract Job Aid and follow the instructions to create a threshold or notification. 56

57 Manage Contract Compliance Manage contract compliance by creating contract agreements. Assign predefined agreements to a contract at the header, line or category level. Header-level agreements: typically negotiated terms that apply to the entire contract. Line-level agreements: terms that apply only to a specific line item on the contract. Category-level agreements: assign agreements that apply to a group of items that belong to a category. Agreements can be pre-defined in the agreement library. Core-CT provides the information defined on the agreement by default into the contract. Can modify the information associated with the contract without changing the data on the master agreement. As an alternative, can also create ad hoc agreements at each level by defining them directly on the contract. Ad hoc agreements are not part of the agreement library, but exist only for the life of the contract for which they were created. 57

58 Create Contract Agreements Navigate to the Contract Agreement page: Main Menu > Core-CT Financials > Supplier Contracts > Monitor and Update Agreements > Setup Agreements > Contract Agreements 58

59 Create Contract Agreements Click on the Add a New Value tab. Use the lookup icon to search for SetID. Enter the Agreement Code. Click the Add button. 59

60 Create Contract Agreements In the Agreements section, enter the Effective Date, Result Type, Default Target Date, Number of Days, Description, Notification Comments and Financial Implication. 60

61 Create Contract Agreements The Result Type dropdown menu includes: Date Metric Monetary None Numeric Text Yes/No 61

62 Create Contract Agreements In the Verification Steps section, enter the Description, Verification Step Owner and Verification Method. Click the + button to add a new verification step. Click on the Comments tab. 62

63 Create Contract Agreements Add comments in the Notification Comments field. Click Notification Assignments hyperlink. 63

64 Create Contract Agreements Enter the Notification Type, Verify Step, User Type and Recipient Name. Click on the + to add a new row for another Verification Step. Click on the Details tab. 64

65 Create Contract Agreements Check the Notify On Status Change and Passed Target Date checkboxes. Enter the Reminder Number of Days Prior and Final Reminder Days. Click the OK button. 65

66 Create Contract Agreements Click the Save button. 66

67 Review Contract Agreements Demonstration: Review Contract Agreements Let s watch a demonstration on reviewing the contract agreements. 67

68 Create Contract Agreements Job Aid: Contract Agreements Let s create contract agreements! Locate the Contract Agreements Job Aid and follow the instructions to create a contract agreement. 68

69 Update Contract Agreement Status Navigate to the Update Agreement Status page: Main Menu > Core-CT Financials > Supplier Contracts > Monitor and Update Agreements > Update Agreement Status 69

70 Update Contract Agreement Status Use the lookup icons to select the SetID and Contract ID. Click the Search button. Select the contract. 70

71 Update Contract Agreement Status Read the Notification Comments regarding necessary updates. Click the Contract Step Verification link. 71

72 Update Contract Agreement Status Enter the Activity Status and Notification Comments. Click the View All hyperlink to view the additional Verification Steps. Click the Upload a File link to upload a file, if necessary. Click the OK button. 72

73 Update Contract Agreement Status Click the Save button. 73

74 Update Contract Agreement Status Job Aid: Update Agreement Status Let s update an agreement status! Locate the Contract Agreements Job Aid and follow the instructions to update a contract agreement status. 74

75 Monitor Agreement Compliance Navigate to the Monitor Agreement Compliance page: Main Menu > Core-CT Financials > Supplier Contracts > Monitor and Update Agreements > Monitor Agreement Compliance 75

76 Monitor Agreement Compliance Enter the necessary information. Click the Search button. Under the In Process column, click the Number link. 76

77 Monitor Agreement Compliance Under the Details tab, click the Agreement Sequence and Code link. 77

78 Monitor Agreement Compliance Click the Contract Step Verification link. 78

79 Monitor Agreement Compliance Click Open to view the document in Word. Close the attached document in Word. Click the OK button. 79

80 Monitor Contract Agreement Compliance Job Aid: Monitor Agreements Compliance Let s monitor agreement compliance! Locate the Contract Agreements Job Aid and follow the instructions to monitor agreement compliance. 80

81 Update Compliance Status Navigate to the Update Agreement Statuses page: Main Menu > Core-CT Financials > Supplier Contracts > Monitor and Update Agreements > Update Agreement Statuses 81

82 Update Compliance Status Enter the necessary information. Click the Search button. Click on the Contract link. 82

83 Monitor Agreement Compliance Under the Attachments section, click the View button. 83

84 Update Compliance Status Change the Compliance Status to Compliant. Click the Save button. 84

85 Supplier Contract Management Process Document Creation Execute Amendments Internal Collaboration (Contract Development) External Collaboration (Contract Development) Dispatch esignatures Approval 85

86 Create Contract Document The next step in the Supplier Contract Management process is to create a Contract Document. Navigate to the Contract Entry page: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Contract Entry 86

87 Create Contract Document Click the Add a Document button. 87

88 Create Contract Document Select the Document Type from the dropdown menu. Enter a Description. Click the Create Document button. 88

89 Create Contract Document Click on the magnifying glass to select the answer to the question(s). Click the Finish button. 89

90 Document Management Page The Document Management page displays the options available for the completed Contract Document: View and Edit Options Review and Approval Other Document Actions 90

91 Document Management Page: View and Edit Options View Document: Opens a Word version of the document. Edit Document: Checks Out a Word version of the document to edit. Add Attachments/Related Documents: Add attachments and documents that are related to the main document. Document Modification Summary: View changes to the document. Document Version History: View detailed change information. Job Aid: View and Edit Options Supplier Contracts 91

92 View/Edit Contract Document Start by clicking the Refresh button in the Other Document Actions section. This will update any variables throughout the contract. To modify the Contract Document, click the Edit Document button. 92

93 View/Edit Contract Document Open the document. Review the document and modify the information in the Word document, if necessary. Save the updated Work Document to a local place. Note: The document must be saved as a.xml File Type. Do not change the name of the document when saving. The name ensures that the right contract document is being attached to the contract. 93

94 View/Edit Contract Document To upload the new version of the Contract Document, click the Check In button. 94

95 View/Edit Contract Document The default is to update the document as a Minor Version. With a Minor Version, the system updates the version using a decimal place, such as 1.1 or 2.2. Use this option to update minor wording/grammar. With a Major Version, the system updates the version using whole numbers, such as 1.0, 2.0. Use this option to insert or remove a clause, for example. Enter comments in the Comments box. Click the OK button. Click the Browse button. 95

96 View/Edit Contract Document Choose the document that was saved to a local place. Click the Open button. 96

97 View/Edit Contract Document Click the Upload button. 97

98 Document Creation Job Aid: SCMT Document Creation Let s create a Contract Document! Locate the SCMT Document Creation Job Aid and follow the instructions to create a Contract Document. 98

99 Collaborate on a Contract (Contract Development) In Core-CT, users will be able to review, edit and finalize the contract using internal and external collaboration (contract development). Routing the contract Internally/Externally will generate an requesting collaboration. After clicking Mark as Reviewed, the Finalize Collaboration button appears and the collaboration comments will be saved and date stamped. Internal and External Collaboration is optional, depending on individual agency requirements. 99

100 Document Management Page: Review and Approval Route Internally: Setup and start internal collaboration. Route Externally: Setup and start external collaboration. Approve: The Contract Administrator can approve the contract, only after all collaboration and signatures are complete. Internal Contacts/Signers: Add and update individual contacts for internal collaboration and signers of the contract. External Contacts/Signers: Add and update individual contacts for external collaboration and signers of the contract. Document View Access: Provides a summary of all users (internal and external) with access to the Document. Job Aid: Review and Approval Supplier Contracts 100

101 Supplier Contract Management Process Document Creation Execute Amendments Internal Collaboration (Contract Development) External Collaboration (Contract Development) Dispatch esignatures Approval 101

102 Internal Collaboration Under the Review and Approval section, click on the Internal Contacts/Signers link. 102

103 Internal Collaboration Use the lookup icon to select a User for the Internal Contacts/Signers. Check the following checkboxes: Collaborator: allows the user to view the document Note: Do not select the Collaborator checkbox if the User is only a Signer. Edit/Check In: allows the user to edit and upload the document Click the OK button. 103

104 Internal Collaboration Under the Review and Approval section, click on the Route Internally button. 104

105 Internal Collaboration Enter Collaboration Instructions and click the Save button. Click the Route Internally button. 105

106 Internal Collaboration The Collaboration Comments section is updated and timestamped. 106

107 Internal Collaboration: Collaborator Internal Collaborators will receive a notification to collaborate on the contract document. Click on the link to navigate to the document. Users can also navigate to the Worklist to view any pending actions. 107

108 Internal Collaboration: Collaborator Click on the Document link under the Document Pending Action section. 108

109 Internal Collaboration: Collaborator Click the Edit Document button. 109

110 Internal Collaboration: Collaborator Open the document. Modify the information in the Word document. Save the updated Work Document to a local place. Note: The document must be saved as a.xml File Type. 110

111 Internal Collaboration: Collaborator Click the Check In button. 111

112 Internal Collaboration: Collaborator The default is to update the document as a Minor Version. With a Minor Version, the system updates the version using a decimal place, such as 1.1 or 2.2. Use this option to update minor wording/grammar. With a Major Version, the system updates the version using whole numbers, such as 1.0, 2.0. Use this option to insert or remove a clause, for example. Enter comments in the Comments box. Click the OK button. Click the Browse button. 112

113 Internal Collaboration: Collaborator Choose the document that was saved to a local place. Click the Open button. 113

114 Internal Collaboration: Collaborator Click the Upload button. Enter any comments in the Add Collaboration Comments section. Click the Save button. Click the Mark as Reviewed button. 114

115 Internal Collaboration The Contract Administrator will review and accept the feedback from other collaborators. If the Contract Administrator wants to accept some feedback from other collaborators, but not all changes, use the Track Changes functionality in Microsoft Word before Finalizing the Collaboration. Communicate any changes to the collaborators about accepting partial feedback based on business process. Click Finalize Collaboration button. 115

116 Internal Collaboration An is generated when internal collaboration is complete. 116

117 External Collaboration Once the Internal Collaboration is complete, the Agency has the option of inviting the Supplier to collaborate. Navigate to the Document Management page: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Document Management Search for and select the Contract. 117

118 External Collaboration Under the Review and Approval section, click on the External Contacts/Signers link. 118

119 External Collaboration Use the lookup to select a User for External Contacts/Signers. Click the + button to add additional users. Check the Allow Document View Access checkbox. Click the arrow to expand the e-signature Information section to update Sign Order. Click the OK button. 119

120 External Collaboration Optional: Click the Update From Supplier Contacts button to import the contacts from esupplier, rather than adding contacts individually. Supplier Contacts are shared across agencies. Verify the correct contacts are included and delete out contacts that should not be included. Click the OK button. 120

121 External Collaboration Under the Review and Approval section, click on the Route Externally button. 121

122 External Collaboration Verify the Owner for this Collaboration and Can Edit During Collaboration checkboxes are selected. Add Collaboration Instructions. Click the Route Externally button. 122

123 External Collaboration The External Collaborator will receive an with a link to the Contract or they can navigate to the Worklist to review Pending Collaboration items. The Supplier will login to the esupplier Portal to review and collaborate on the Contract Document. Once the External Collaborator has finished, the Contract Administrator will receive an notification to finalize the collaboration. 123

124 External Collaboration Once External Collaboration is complete, navigate to the Document Management page: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Document Management Search for and select a Contract. 124

125 View Revised Document Click the View Revised Document button to open a revised document that has been collaborated on with an external user (Supplier). This button appears on the contract owner's Document Management page after the Supplier has completed the review. 125

126 Review Revised Documents Click the Open button in the popup. Verify the Word document for review. Close the document. 126

127 Accept Revisions and Finalize Documents Click the Accept Supplier s Revisions & Finalize button. If the Contract Administrator wants to accept some feedback from Suppliers, but not all changes, use the Track Changes functionality in Microsoft Word before Accepting the Supplier s Revisions and Finalizing. If the Accept Supplier s Revisions & Finalize button is not clicked, the document will stay in the previous version. 127

128 Accept Revisions and Finalize Documents Click the OK button. When the user clicks the OK button, the system displays the Accept Supplier's Revised Documents page. This page is used to maintain the document version and to add comments about the document. 128

129 Accept Revisions and Finalize Documents Click the View Document button to confirm that the changes have been integrated as expected. 129

130 Modify Collaboration If the Contract Administrator needs to modify collaboration, under the Review and Approval section, click on the Modify Collaboration button. 130

131 Modify Collaboration New users and instructions for collaboration may be added. Click the Route Internally button. Follow the steps to collaborate internally and externally, as needed. 131

132 Cancel Collaboration If the Contract Administrator needs to cancel collaboration, under the Review and Approval section, click on the Cancel Collaboration button. 132

133 Cancel Collaboration Enter Comments. Click the OK button. Click the OK button. 133

134 Finalize Collaboration Contract administrators use the Finalize Collaboration option when they want to manually apply any suggested changes to the current version of the document by using the Edit or Check In buttons. After they have made the changes manually, they can click this button to complete the collaboration process. This button is available for the Contract Administrator after Suppliers complete their collaboration. Note: If you finalize collaboration without accepting the Suppliers' revisions or attachments, the revisions will be excluded from version control and kept only in the document history. 134

135 Finalize Collaboration Click the Finalize Collaboration button. 135

136 Review the Process for Collaboration Demonstration: Review the Process for Collaboration Let s watch a demonstration on reviewing the process for collaboration. 136

137 Internal and External Collaboration Job Aid: Internal and External Collaboration Let s collaborate internally and externally! Locate the Internal and External Collaboration Job Aid and follow the instructions to collaborate. 137

138 Module 3: DocuSign, Approve, Dispatch and Execute the Contract Supplier Contract Management for Agencies

139 Module Objectives At the end of this module, you will understand how to: Route for approval using DocuSign for electronic signatures Dispatch the contract in Core-CT Execute the contract in Core-CT 139

140 esignatures DocuSign DocuSign will be used to collect electronic signatures. External signatures are completed first. Once all External signatures have been received, DocuSign will send the Contract to Internal signees. 140

141 Supplier Contract Management Process Document Creation Execute Amendments Internal Collaboration (Contract Development) External Collaboration (Contract Development) Dispatch esignatures Approval 141

142 esignatures DocuSign Navigate to the Document Management page: Main Menu > Core- CT Financials > Supplier Contracts > Create Contracts and Documents > Document Management Search for and select the Contract. 142

143 esignatures DocuSign Click on the Internal Contacts/Signers link to update or add to the Internal Signers, if the Signers are different than the Collaborators. 143

144 esignatures DocuSign Use the lookup icon to select the User. Check the Collaborator and Edit/Check In checkboxes. Click on the Signing Settings tab. 144

145 esignatures DocuSign Enter the necessary information: User Address Select Required to Sign Document checkbox Sign Order User Name Signing Title Click the OK button. 145

146 esignatures DocuSign Click on the External Contracts/Signers link. 146

147 esignatures DocuSign Use the lookup icon to select an External User. Check the checkboxes for: Allow Document View Access Primary Document Owner Required to Sign Document Click the OK button. 147

148 esignatures DocuSign In the Other Document Actions section, click the Prepare and Route for e-signature button. 148

149 esignatures DocuSign Select Sign based on Sign Order in the Signing Order dropdown menu. Verify that External Signers are ordered first and Internal Signers are ordered second. Enter the Subject. Enter Comments. Click the Send button. 149

150 esignatures DocuSign All signatures are sequential based on Sign Order. External signatures are required first. External Contacts will receive an with a link to DocuSign for e-signatures. Once External Contacts are finished signing, an notification will be sent to the Internal Contacts to begin signing. Signers can also view the notification in their Worklists. 150

151 esignatures DocuSign The Signer will receive an notifying them to review and sign a Contract. Click the Review Document button in the DocuSign

152 esignatures DocuSign Click the agreement statement checkbox and click Continue in the DocuSign page. esignature Required on this Contract. 152

153 esignatures DocuSign Review the Document. The Sign icon will display where that signer needs to include a signature. Users are only allowed to sign where the Contract Administrator has marked for them to sign. 153

154 esignatures DocuSign Enter the signer s Full Name and Initials. Click the Adopt and Sign button. 154

155 esignatures DocuSign The signature displays in the Signature line. The Signer can download the signed document and DocuSign certificate for record keeping purpose by clicking on the Download button. Click the Finish button. 155

156 esignatures DocuSign DocuSign will display a message that the user is finished. 156

157 esignatures DocuSign: Assign to Someone Else If the Signer needs to reassign the document for signature, click Other Actions in the top right of page and select Assign to Someone Else. 157

158 esignatures DocuSign: Assign to Someone Else Type in the Address for the New Signer, New Signer s Name and Reason. Click the Assign to Someone Else button. 158

159 esignatures DocuSign: Assign to Someone Else The following message will display. The new signer will receive a notification to sign the contract. Follow the steps to review and sign the document. Repeat the steps for other users to reassign the document, as needed. 159

160 esignatures DocuSign After all required signatures have been received, an will be sent to the document owner that the document is complete. 160

161 esignatures DocuSign: Decline to Sign To decline to sign, select the Other Actions dropdown within DocuSign and click on Decline to Sign. 161

162 esignatures DocuSign: Decline to Sign Click Continue on the Caution screen. Enter reasons for declining and click the Decline to Sign button. 162

163 esignatures DocuSign: Decline to Sign DocuSign will display that the signer has declined to sign. All signees will receive an notification regarding the declined signature. 163

164 esignatures DocuSign: Decline to Sign The Contract Administrator will click the Cancel Signature Process button in Core-CT. Enter in Comments and click the OK button. 164

165 esignatures DocuSign: Decline to Sign To update the Contract Document, return to the Collaboration process. 165

166 esignatures DocuSign If at anytime the Contract Administrator wants to see the status of signatures, click the arrow to expand the Signing Details section. Click the Get e-signatures Status button to refresh the status. 166

167 Approve, Dispatch and Execute Contract Once all signatures have been received, the Contract Administrator will approve the contract in Core-CT by clicking the Approve button. Contract Dispatch formats include PDF, Microsoft Word and Word XML. The Contract will be executed in Core-CT, once the documents are signed and dispatched. Once the supplier contract document is executed, the contract administrator must also set the procurement contract status to Approved. 167

168 Approve Contract Once Collaboration and Signatures are completed, the Contract Administrator will click the Approve button. 168

169 Approve Contract This will update the Status to Approved and activate the Dispatch button. 169

170 Dispatch and Execute Documents Click the Dispatch button. 170

171 Dispatch and Execute Documents Select the Delivery Method. Select Contacts. Click the + button to add additional contacts. Click the OK button. 171

172 Dispatch and Execute Documents Click the Execute Contract button. 172

173 Dispatch and Execute Documents Click the Yes button in the popup message. Notice that the contract Status has been updated to Executed. 173

174 Approve Procurement Contract To change the status of the Procurement Contract, navigate to the Contract Entry page: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Contract Entry Search for and select the Contract. Change the Procurement Contract s Status to Approve. Users can begin to utilize this Procurement Contract for their epro requisition or PO transaction. 174

175 The Approval and Execution Process Demonstration: The Approval and Execution Process Let s watch a demonstration on the approval and execution process. 175

176 Send a Contract for Approval and Execute Contract Job Aid: Review and Approval Supplier Contract Let s send a contract for esignature, then approve, dispatch and execute the Contract! Locate the second part of the Review and Approval Supplier Contract Job Aid and follow the instructions to send a Contract for esignatures, approve, dispatch and execute the Contract. 176

177 Document Management Page: Other Document Actions Send to Contacts: Sends a copy of the contract information to an external user. If available, attachments and related documents can be sent. Refresh Document: Updates changed bind variables or wizard variables with their new values. Recreate Document: Completely recreates the document (the same as creating a new document). Compare Document: Select which version of a document you want to compare with a current document. Prepare and Route for e-signature: Prepares the contract to be routed for External and Internal Signatures. Deactivate Document: The State of CT will not use this feature. Generation Log: Provides a log of Warning and Wizard actions made to the document. Job Aid: Other Document Actions 177

178 Module 4: Manage Contract Amendments Supplier Contract Management for Agencies

179 Module Objectives At the end of this module, you will understand how to: Create a contract amendment in Core-CT 179

180 Contract Amendments Supplier contract amendments can be created directly in Core-CT after contract execution. The Document Management Page has a Create Amendment button. Core-CT will maintain amendment version control. Suppliers can upload compliance documents, including certifications, forms and attachments. 180

181 Supplier Contract Management Process Document Creation Execute Amendments Internal Collaboration (Contract Development) External Collaboration (Contract Development) Dispatch esignatures Approval 181

182 Create Document Amendment Navigate to the Document Management page: Main Menu > Core- CT Financials > Supplier Contracts > Create Contracts and Documents > Document Management Search for and select the Contract. 182

183 Create Document Amendment Click the Create Amendment button. 183

184 Create Document Amendment Select an Amendment Option from the dropdown menu. Use the lookup icon to select an Amendment Configurator ID. The default is to update the document as a Minor Version. With a Minor Version, the system updates the version using a decimal place, such as 1.1 or 2.2. Use this option to update minor wording/grammar. With a Major Version, the system updates the version using whole numbers, such as 1.0, 2.0. Use this option to insert or remove a clause, for example. Enter Comments. Click the OK button. 184

185 Amendment Options Choose the correct Amendment Option The use of each option will depend on Agency preferences. Amend Contract Only: This option will rarely be used by the State of CT. Select to revise the contract and generate one amended document with all of the changes applied directly to the last executed contract. Amend Contract with Amendments: Select to generate both a separate amendment file, as an appendix or addendum, and a copy of the last executed main contract document that you can revise to also include the changes specified in the amendment. Amendment Files Only: This will be the most commonly used option. Select to generate just the amendment file. With this option, the executed contract remains as is and is not modified and all changes are only listed in the amendment file. 185

186 Create Document Amendment Click the View Original Document button to view the original contract document. Click the Edit Amended Document button to edit the Amendment. 186

187 Create Document Amendment Click the Open button in the popup message. Enter/modify the necessary information in the Word document. Save the updated Word Document to local place. Note: The document must be saved as a.xml File Type. 187

188 Create Document Amendment Click the Check In button. 188

189 Create Document Amendment The default is to update the document as a Minor Version. With a Minor Version, the system updates the version using a decimal place, such as 1.1 or 2.2. Use this option to update minor wording/grammar. With a Major Version, the system updates the version using whole numbers, such as 1.0, 2.0. Use this option to insert or remove a clause, for example. Enter Comments. Check the Update Amendment File checkbox to automatically update the changes into the Amendment file. Click the OK button. 189

190 Create Document Amendment Click the Browse button. Choose the Document that was saved to the local place. Click the Open button. 190

191 Create Document Amendment Click the Upload button. 191

192 Create Document Amendment Click the View Amended Document button or the Document Version History link to view the changes to the amendment. 192

193 Create Document Amendment Click on the Version hyperlink to view a specific version. You can also click multiple checkboxes and click the Compare Selected Word Documents button to view the differences between documents. 193

194 Checking Document Status On the Procurement Contract page, in the Authored Document section, the Authored Status of the Contract Document, the current Document Version and the number of uploaded Amendments is displayed. Clicking the Maintain Document button will display the Document Management page. 194

195 Send Amendment for Collaboration and Approval After a Document Amendment has been added, the Contract Administrator will send the Amendment for Collaboration (optional), Approval, Dispatch and Execution. Follow the same steps for Internal and External Collaboration (optional), esignatures, Approval, Dispatch and Execution for the Document Amendment. 195

196 The Amendment Process Demonstration: The Amendment Process Let s watch a demonstration on the amendment process. 196

197 Create a Contract Amendment Job Aid: Contract Amendment Let s create a contract amendment! Locate the Contract Amendment Job Aid and follow the instructions to create a contract amendment. 197

198 Module 5: Review and Q&A Supplier Contract Management for Agencies

199 Summary Let s review our Learning Objectives. You should now be able to: Explain the functionality being released for Supplier Contract Management (SCMT) Create and convert a requisition for PSA/POS authorization using epro requisitions Use Core-CT to collaborate internally and externally on a contract Use DocuSign to sign contracts electronically Manage contract amendments within Core-CT 199

200 Questions? Q & A = 200

201 Congratulations! For users of the Budget Workbook, training will take place the last two weeks of March. Go Live is March 26 th. For additional help, utilize the following resources: Subscribe to Daily Mail for updates and notifications. Job Aids will be posted on the Core-CT website under SCMT. Utilize Footprints to log support tickets. For more information on logging a Footprint ticket: 201