Contracts Manager™ | Step-by-step Guide: Using Projects

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Contracts Manager™

Step-by-step Guide: Using Projects

A step-by-step guide to using Projects, which will allow you to collaborate with team members to create and edit contracts

What is Projects?

Projects is the area of Contracts Manager where you have the ability to update existing contracts or draft brand new contracts from scratch. You can set up a workflow, allowing you to collaborate with other team members.

Please note that only users with privileges with regards to Projects may participate in this activity. This guide covers the following information.

 Starting a new project

 Updating an existing contract using Projects

Starting a New Project

1. Log in on the home page with your username and password. In order to proceed, you must be a Registered User with Project privileges.

2. Once logged in, click on the Projects icon at the top of the window

3. To create a new Project, click the Add button.

4. The following pop-up box will appear. Navigate through the tabs, filling in fields with relevant information. Fields notated with a star are required fields; the rest are optional.

Project Setup tab

   Required Fields :

Ø Contract Name

Ø Contract Number

Ø Contract Type

Ø Contract Template Used

Ø Committee – Select the Committee that will be working on this Project. Committees should be set up by an Administrator.

Ø Owner – The person who is ultimately responsible for the contract.

Ø Manager – The person who will manage the creation, update, & review of the contract.

Ø Activation Options – If you would like the contract to be published as soon as the workflow is complete, choose “Automatically after Project completion.” If you would like the Publisher to approve the contract before publication, choose “Manually by Publisher after Project completion” and select a Publisher.

Ø File Contract Under – Click the small blue plus sign to select the location where you would like the contract to reside.

Ø Contract Access Rights – If you select General Access, all users of your Contracts Manager system will be able to see this contract. If you choose Restricted, you will be required to select a Department to assign this contract to.

Ø Contract Document File Type

Ø Contracting Organization as Vendor

Ø Contracting With

Finance tab

Document(s) tab

Under the Document(s) tab, you have two options for adding your contract. Click Add Online. Click Add Master Document. The following window will appear. Click the manila folder/green arrow icon.Browse your computer to locate the contract. Click Update Document.

2. Click Use Upload Feature. Click Upload Master Document. The following window will appear. Click Browse. Navigate your computer to find the contract. Click Upload.

Work Group tab

Select Responsible Party(s) and Vendor/Other Party(s)

Work Flow tab

Ø Member Role – Choose Author, Reviewer, or Approver.

Ø Member Type – Choose Committee Member, Responsible Party, or Vendor Party

Ø Member – Choose the Committee member that will be assigned this role

Ø Task Name – Designate this member’s task.

Ø Start Date & End Date – This is the time period during which the Member should complete the task.

Ø Click the "+" icon to add another Member in the workflow.

Ø If this workflow is used often, you may save it as a template by clicking [save] at the top of the window.

Notes and Updates tab

Project Summary

Ø The Summary tab allows you to review all information about the Project, including the workflow. If you         are satisfied, click “Save and Start Project.” Otherwise,  navigate the tabs to make any changes.

Ø Once you start the Project, and e-mail will be sent to the Manager of the Project, indicating that the project has been started. An e-mail will also be sent to the first person on the workflow prompting them to complete their task. Once that person has completed their task, the subsequent person in the workflow will receive an e-mail prompting them to begin their task. This will continue until all tasks are completed and the document is published.

Editing a contract using projects

Full Edit will allow the user to update an existing contract using Projects. Quick Edit will allow the user to bypass the workflow collaboration tool of Projects and update a contract without any assistance for their colleagues.

1. Log in on the home page with your username and password. In order to proceed, you must be a Registered User with Project privileges.

2. Click the Main icon to access the Contracts Library

3. Navigate the P&P library to locate the contract that you would like to edit. Click the name of a contract to open it.

4. The following screen will appear. Click Full Edit in the top right corner of the screen. Note: Quick edit allows you to edit contracts without going through the  Projects process.

 5. The following Project window will appear. Navigate the tabs, as indicated in the “Starting a New Project” section of this guide, to create the project.