ARIBA Contract Management System. User Guide to Accompany Training

Transcription

1 ARIBA Contract Management System User Guide to Accompany Training Technical Training Team 6/29/2010

2 Table of Contents How to use this Guide... 4 Contract Management Process... 5 ARIBA- Getting Started... 6 Logging In... 6 Enabling Desktop File Sync (DFS)... 7 Managing Notifications... 9 Contract Process in ARIBA Contract Creation Contract Request Workspace and Document Creation Creating a contract from an existing Word document Creating a contract from an existing PDF Making Changes to Attributes in the Workspace Attaching Additional Documents to a Workspace Renaming the Document Adding Team Members and Groups Working with Tasks Negotiation Document Redlining and Approval Contract Negotiations Approvals Contract Approvals Filling Out & Attaching the Contract Summary Execution Contract Signatures: Publishing the Contract:... 43

3 ARIBA Contract Management System- User Guide 3 Additional Information Searching for Contracts Running Reports Adding Amendments to Published Contracts Reviewing Prior Versions of the Contract Updating Certificate of Insurance (COI) Information & Attaching New COI Adding Tasks to Attached Items Making Changes to Attributes After Publishing Delegation of Authority Appendix A: Explanation of Ariba Field Definitions Appendix B: Contract Naming Conventions Appendix C: Contract Management Roles and Descriptions Appendix D: Contract Request Process Appendix E: Workspace Creation Process Appendix F: Document Creation Process Appendix G: Redlining and Negotiation Process Appendix H: Contract Approval Process Appendix I: Contract Execution Process Appendix J: Report Descriptions Appendix K: Help...Error! Bookmark not defined.

4 ARIBA Contract Management System- User Guide 4 How to use this Guide This guide is meant to contain the information needed for most tasks necessary in completing a contract. It is not necessarily comprehensive. It will guide you through the typical tasks associated with the contract process from start to finish. If you are looking for specific information and you can t seem to find it here, please look to the last page of this document for help options. This guide will help you through the Cricket s current contract process. The guide contains text instructions on the left, along with screenshots and visuals on the right side. As you go through, you will see buttons like this: Click here to see a demo You can click the button to see a video demo of how to complete that particular action in Ariba. Please note that you must be logged in to Cricket University for the link to work properly. You can search for any topic in the guide by To view all materials currently available on Ariba follow these steps: 1. Log in to Cricket University. 2. Click the training catalog button. 3. Select Web based training. 4. Select Systems and processes, and you should see Ariba at the top of the list.

5 Contract Management Process ARIBA Contract Management System- User Guide 5

6 ARIBA Contract Management System- User Guide 6 ARIBA- Getting Started Logging In To log in to Contract Management: 1. Go to ariba.cricketcommunications.com. 2. Enter your user id and password. Use your Cricket Windows id and password. Notice your user id is ALL CAPS. In Ariba your user id is always in caps. 3. Click Login. Click here to view the Getting Started demo

7 ARIBA Contract Management System- User Guide 7 Enabling Desktop File Sync (DFS) 1. Click Preferences. Desktop File Sync must be enabled for Ariba to work properly. You may be asked to enable upon your first login. If not, here are the steps to manually enable. To enable DFS: 1. Click Preferences at the top of the dashboard. 2. Click Change Desktop File Sync. 2. Click Change Desktop File Sync. 3. On the Desktop File Sync Preferences page, click Enable. 3. Click Enable 4. Click Next. 4. Click Next

8 ARIBA Contract Management System- User Guide 8 Enabling DFS cont 5. Browse for a Desktop Directory. a. Click Make New Folder. b. Name the folder Ariba. c. Click OK. a. b.. c. 6. You will see the path to your file, Click Done. 7. Click Done again. Click here to view the Getting Started demo

9 ARIBA Contract Management System- User Guide 9 Managing Notifications 1. Select Change notification preferences. By default the contract owner is notified of nearly EVERYTHING that happens with the contract process. To limit the number of s you receive, you can change this within preferences. Changing notification preferences 1. Click the Preferences menu and select Change notification preferences. 2. Uncheck the boxes next to the items you would not like to receive notifications for. Important: The following are notifications deemed mandatory to ensure effect workflow: o Approval tasks are assigned to me. o Tasks are assigned to me. o Tasks assigned to me are nearly due. o Tasks assigned to me are overdue. o Review tasks are assigned to me. o A contract of mine is nearly expired. 3. Click OK. Click here to view the Getting Started demo

10 ARIBA Contract Management System- User Guide 10 Contract Process in ARIBA Contract Creation Contract Request At this time there are no tasks in ARIBA for contract requests. The contract request form is located within Easy Buy. Training for Easy Buy provided by Tom Amble Workspace and Document Creation 1. For all contracts to be stored, tracked, and accessed in Ariba you must create a Contract Workspace. 1. Start at the Ariba Home Dashboard. 2. Choose contract workspace As you work, you can return to the dashboard at any time by clicking Home. The dashboard is the home area of Ariba and contains: News, Search, To Do, Calendar, Documents, and Common Actions. 2. Under Common Actions, choose: a. Create > Contract Workspace (Procurement)

11 ARIBA Contract Management System- User Guide 11 Workspace and Document Creation cont 3. Enter information into all required (*) fields within the contract workspace. Tip: Information on what to put in each field can be found in Appendix item A. If you aren t sure what to put in a field, take your best guess. The fields can be changed prior to publishing. Reminders: Follow contract naming conventions (example: CCI_MSA_12- DEC-10). Contract naming conventions can be found in Appendix item B. Double check Contract Requester and Contract Requester s Director. These fields can NOT be changed after you have created the workspace. Try to avoid the browser back button it can cause problems in Ariba. Use Cancel instead. 4. Click Create. 4. After all fields are filled out, click Create. Your contract will now be generated and you will see the contract workspace you created.

12 ARIBA Contract Management System- User Guide 12 You can now see some important parts of the contract workspace: Overview o Brief, important info on the contract including the contract ID Contract Attributes o Outline of all info you entered into the create contract fields Tasks o Shows all tasks that must be completed to finish the contract- above you can see the total number at the start is 9 Documents o Contains the actual contract documentation, and the approval and final contract folders. o Within the Contract for Approval folder, you can see the Contract Summary Form. After creating the workspace, there are three ways to continue the contract in Ariba: 1. Completely within Ariba, selecting an existing template (which you ve already done) and building the contract entirely within the system. The contract document has been created, skip to page From an existing MS Word Document, uploading and importing the clauses. See page 13 for details. 3. From an existing PDF file imported into the system. See page 13 for details.

13 ARIBA Contract Management System- User Guide 13 Creating a contract from an existing Word document 1. Click on the document in the Documents window. 2. Choose Replace Document. 3. Browse for the document you wish to use. 4. Select and upload the document, then click Replace. 5. The clauses will be created and the contract is now replaced with the one you imported. 6. Move ahead to page 14. Creating a contract from an existing PDF 1. Click on the Contract for Approval folder in the Documents window. 2. Choose Upload - Document. 3. Browse for the document you wish to use. 4. Select and upload the document. Important: Note that since the contract is a PDF, no clauses will be created or monitored in Ariba. 5. Move ahead to page 14.

14 ARIBA Contract Management System- User Guide 14 Making Changes to Attributes in the Workspace To make changes to attributes in the workspace: 1. Click Actions within the Contract Attributes window. 2. Select Edit Attributes. 3. Make the changes you need to make. Attributes that are not listed are locked and cannot be changed. 4. When you are finished making changes, click OK. Attaching Additional Documents to a Workspace 1. Click on the Contract for Approval or Final Contract folder in the Documents window. (Depending on which folder you want to upload the document to). 2. Choose Upload - Document. 3. Fill in a brief description of the document. 4. Browse for the document you wish to use. 5. Select and upload the document, then click Create. Tip: You can add tasks to attached documents, if needed. For details, see page 51.

15 ARIBA Contract Management System- User Guide 15 Renaming the Document Before moving forward, Rename the Document to match the workspace. 1. Click on the document. 2. Choose Edit Attributes. 1. Click on the document template in the Documents window. 2. Choose Edit Attributes. 3. Rename the document to match the Workspace. Tip: Copy and paste the name from the workspace. 4. Select the option to save and continue editing version 1, and click Save.

16 ARIBA Contract Management System- User Guide 16 Adding Team Members and Groups Before starting the contract, you need to designate team members. 2. Select Edit Team. Important: The contract administrator you work with MUST be added to the Project owner group. If you want another contract manager to be able to search for and find the contract, they must be added to the Search group. It is also mandatory to add the following to the Search group: o Contract owner o Business owner o Key Search Team o All approvers of the contract From the contract workspace 1. Go to the Overview window, click Actions. 2. Select Edit Team. From here you can Designate team members and groups. By default you will be listed as the project owner. Adding team members using the search function 1. Type the name of the person you wish to add (or the first few letters) and select Search for More. 2. Select the check box next to the name of the person you wish to add. 3. Click Done. 4. When you are finished adding team members, click OK. Team members are shown on the bottom of the overview tab within the workspace.

17 ARIBA Contract Management System- User Guide 17 Adding Team Members & Groups cont If you would like to have multiple users able to view the workspace, you may want to create a group. Creating a Group 1. Click Add Group. 2. Name the group. 3. Define the roles of the group members. 4. Click OK. 5. Select group members by clicking the box next to the name. or 6. Click Search for More if the member is not listed. 7. After members are added click on the group name to set permissions. Tip: If you forget to add someone to your team, or would like to add someone later, you can do so by repeating the steps above. Tasks Window You are now ready to begin working on your contract. You will now focus on the tasks window.

18 ARIBA Contract Management System- User Guide 18 Working with Tasks To complete the contract process in Ariba you must move through each task in the tasks window. You will need to complete each task before moving on to the next. In this training we are going with the default list as shown at the right- you can see that all tasks are required *. The first task is to Validate Team Members 1. Check to make sure your team members are in place. 2. Click on Validate Team Members. 3. Select Mark Complete. 3. Mark Complete The task will now appear completed and allow you to move forward to the next task.

19 ARIBA Contract Management System- User Guide 19 Working with Tasks cont The next task is to Prepare the Contract 1. Click on the document template in the Documents window. 2. Select Open and Generate. You may see Open Draft instead. If so, select Open Draft. The document will open in Microsoft Word. 2. Select Open and Generate or Open Draft. 3. Close the document by clicking the X in the upper right hand corner of the Microsoft Word document. Adding a clause to a document 2. Click Actions. 1. Click on the document and choose View Details from the drop-down menu. This will take you to the outline view of the contract. You can see all clauses in the contract from this outline view. You can edit, substitute, delete, and add clauses from this area. 2. Click Actions from the global actions menu. 3. Select Add Clause(s).

20 ARIBA Contract Management System- User Guide 20 Adding a Clause cont 4. Select a template to pull a clause from by clicking on the arrow next to the template. 5. Then select the box next to the clause you wish to add. 6. Click OK. 7. To return to the workspace, click Done. Edit a clause 1. Click the Actions button next to the clause you would like to edit. 2. Select Edit from the dropdown menu. This will open the document in Word. Make your changes and close the document by clicking the X. Select Yes to save when prompted. 2. Select Edit. Back within Ariba, you should see the What do you want to do? message. 3. Click What do you want to do? 4. Select Update the Contract Workspace (Procurement) with your changes. 5. Select save as new version and click Save. 6. Click Done. Important: After editing a clause you must click on What do you want to do? above the outline view. Then select update document workspace.

21 ARIBA Contract Management System- User Guide 21 Working with Tasks cont Substituting a Clause 1. Click the Actions button next to the clause you would like to substitute. 2. Select Substitute from the dropdown menu. 3. Select a template to pull a clause from by clicking on the arrow next to the template. 4. Select the radio button next to the clause you would like to use as the substitute and click Done. Deleting a Clause 1. Click the Actions button next to the clause you would like to substitute. 2. Select Delete from the dropdown menu. 3. Review the clause you would like to delete. 4. Click OK. Note the message Clause intentionally deleted. 5. From the Outline View, Click Done.

22 ARIBA Contract Management System- User Guide 22 Working with Tasks cont 2. Select Open and Generate. After adding/substituting/deleting/editing a clause you must generate the draft again. 1. Click on the document in the document window. 2. Select Open and Generate (or Open Draft) from the dropdown menu. The document will open in Word. 3. Close the document by clicking the X. When you are finished preparing the contract, Mark Prepare Contract complete within the tasks window. 1. Click Prepare Contract in the tasks window. 2. Select Mark Complete. 2. Select Mark Complete. Contract Creation is complete. Now you are ready to send the contract for review.

23 ARIBA Contract Management System- User Guide 23 Negotiation Document Redlining and Approval The next task is to Review Contract Add a Reviewer 1. Click on Review Contract. 2. Select View Task Details. 3. Enter the first reviewer using the search field. Important: The first and last step is adding legal, which is mandatory. To Add Additional Reviewers: 3. Enter the first reviewer here. a. Click the Negotiation Flow tab. b. Click Add Reviewer. c. Choose the reviewer you would like to add. They can be added before, after, or parallel to the first reviewer. It is NOT recommended that you add parallel reviewers. You can NOT remove the first reviewer you select. If you add the wrong reviewer by mistake, hit cancel. Tip: Talk with your department director for the recommended approver workflow. 4. After all reviewers have been added, fill out the form to send to the reviewer by adding a date and message for the reviewer. 5. Click Submit. (This will send an to the reviewer letting them know they have a contract to review.)

24 ARIBA Contract Management System- User Guide 24 Document Redlining and Approval cont Receiving and Reviewing a Contract (Internal Reviewer) The reviewer will be notified via that there is a contract requiring review. When the reviewer is ready to review the document, they 1. Click the link within the to go directly to the Negotiation Task/Review Contract window in Ariba (shown right). Or From their contract dashboard click the Review Contract link within the To Do widget (shown top right). Below the reviewer is able to see who has sent the document and accepted/made changes before them. There you can also view the changes made by clicking the review change link. 2. Click on the contract document and select Download. If you have pop-ups blocked you will get a message at the top of your browser window. Click it and allow the download and try again. 3. When prompted, select Open. 4. From within Microsoft Word, click the office icon and select Save As. 5. Save the document in a place that you can easily retrieve it from. 6. View the document and make changes if necessary. 3. Select Open. 4. Select Save As.

25 ARIBA Contract Management System- User Guide 25 Document Redlining and Approval cont From here there are two options for the internal reviewer: A. If/when the document is acceptable 1. From the Negotiation Task window, click Accept Proposal. 2. Click OK. The reviewer is done at this point. The Document moves to the next reviewer in line, or returns to the owner if that was the last reviewer. If the owner sends the document back to the reviewer, the process will repeat. A. Accept Proposal B. Counter Proposal B. If changes need to be made to the document 1. Make the redline changes within Microsoft Word. Simply begin editing the document. The Track Changes feature will already be on with Word. If you need more information on redlining within Word, please let us know. 2. Save changes. 3. Within Ariba, click Create Counter Proposal. 4. Browse for and select the file to upload. 5. Click OK. The reviewer is done at this point. The Document moves to the next reviewer in line, or returns to the owner if that was the last reviewer. If the owner sends the document back to the reviewer, the process will repeat.

26 ARIBA Contract Management System- User Guide 26 Document Redlining and Approval cont After the contract has been fully reviewed, the contract owner has two options: A. Begin a New Round. The contract owner may want to do this for a few reasons: To include all reviewers and have everyone sign off on the updated contract. To add the supplier to the redline review. You may want to include the supplier in the redline process for additional input. See steps on the following page. B. Mark Complete. Skip to page 28.

27 ARIBA Contract Management System- User Guide 27 Document Redlining and Approval cont Review the changes and begin a New Round of review: 1. Click the Review Change link (or click the document icon if you don t see a link) next to the document under the task detail tab. Important: Make sure to click the link next to the last reviewer who made changes. This will allow you to see all changes in the document from all users in that round. 2. View the document and close it out using the X. 3. When asked if you want to save, click Yes. 4. Back within Ariba, click on What do you want to do? 5. Select Update the contract workspace 6. Select the option to save as a new version. 7. Enter a message about the change. 8. Click Save. 9. Click Done. 10. Click the New Round button. 11. Add the first reviewer from the select reviewer menu. 12. Click Submit. To add additional reviewers after the first round: a. Submit your first reviewer. b. Go back into the contract workspace, and click View Details under the Review Contract task. c. Repeat the steps for adding additional reviewers on page 20.

28 ARIBA Contract Management System- User Guide 28 Document Redlining and Approval cont 2. Select Search for more Send to the Supplier for Redline Review 1. From the Negotiation task window, select New Round. 2. In the select Reviewers field, click the arrow and select Search for more 3. Find the supplier and make sure the type is Reviewer. Important: Type MUST be reviewer for the supplier to get the attached document. If the type is not reviewer, you will need to click new reviewer and add the contact information for the Supplier POC. 4. Check the box next to the supplier POC and click Done. 5. Type a message to the supplier POC. 6. Click Submit. This will send an to supplier with the MS Word document attached. The from address will be the person submitting the task. 4. Click Done. The supplier will then the changed document (if there are changes) back to the sender. The sender will then need to upload the new doc within Ariba (shown next page). Note: If you want the supplier s redlines to be viewable by other internal reviewers, you will need to add additional reviewers in the same round, after the supplier. (See page 31 for steps on adding additional reviewers). 5. Type a message to the supplier POC. 6. Click Submit.

29 ARIBA Contract Management System- User Guide 29 Document Redlining and Approval cont Note: If the supplier did not make any changes, you can skip this step (and simply click Mark Complete) as there will be no new document to upload. 5. Click Attach Reviewer s Counter Proposal. Uploading the Supplier s Revised Document After the supplier returns the document via 1. Save the document from the supplier in a location you can easily retrieve it from. From the workspace within Ariba 2. Click on the review task in the tasks window and select View Task Details. 3. Click on the Attach Reviewer s Counter Proposal button. 4. Browse for the document in your MS Office Word files and select the document to upload. 5. Click OK. 6. Click the Review Change link above the New Round button. The document will open in Microsoft Word. 8. Click Review Change. Within Microsoft Word 7. View the document and before closing, Select Save. 8. Close out by clicking the X in the upper right hand corner of the Microsoft Word document. Continued next page

30 ARIBA Contract Management System- User Guide 30 Document Redlining and Approval cont Back within Ariba 9. Click on What do you want to do? 10. Select Update the Contract Workspace. 11. Click What do you want to do? 12. Select Update. 11. Save as new version and enter comments. 12. Click Save. 13. Enter comments. 13. Click Done. 15. Click Done.

31 ARIBA Contract Management System- User Guide 31 Document Redlining and Approval cont Starting a New Round with the Supplier s Revised Document 1. Click the New Round button. 2. Add the first reviewer from the select reviewer menu. 3. Click Submit. 1. Click New Round. To add additional reviewers after the first round: a. Click the task in the tasks window and select View Task Details. b. Click the Negotiation Flow tab. c. Click add reviewer and select the reviewer you would like to add. d. Select before, after, or parallel and click OK. e. Click Exit to return to the workspace.

32 ARIBA Contract Management System- User Guide 32 Document Redlining and Approval cont After all redlining is complete, you can mark the review contract task complete. Mark Review Contract complete within the task menu 1. Click on the Review Contract task in the tasks window. 2. Select View Details. 3. Click Mark Complete. 4. Click OK. The Review Contract task is now marked complete within the tasks window. The next task is to Remove Redlines from the document 1. Click on the document in the document window. 2. Select Open Draft. 3. Within Word, click on the Review tab. 4. Click Accept, and select Accept All Changes in Document. 5. Close out word using the X. 6. When asked to save, click Yes. 7. Within Ariba you should see a Document Update prompt. Click Update Now. 8. Enter a message and click Save. 9. Click the Remove Redlines task in the tasks window. 10. Select Mark Complete. 4. Select Accept All Changes. 7. Click Update Now. You are now ready to send the clean document to the supplier.

33 ARIBA Contract Management System- User Guide 33 Contract Negotiations Send to the Supplier for Review 1. Click on the Review Contract with Supplier task item within the task widget. 2. Select View Task Details. 3. Enter the name of the Point of Contact (POC) for the Supplier into the Reviewer search box. *If this is the first time it s being sent to someone, click new reviewer. a. Populate the required fields. b. Search names and pull from the list. 3. Enter the Supplier POC here. Remember: The supplier must be Reviewer type. 4. Specify Due Date. 5. Add message. 6. Click Submit. This will send to supplier with the clean document attached. The from address will be the person submitting the task. 4. Specify Due Date. 5. Add a message. 6. Click Submit.

34 ARIBA Contract Management System- User Guide 34 Contract Negotiations cont After all negotiations are finished, mark the Review Contract with Supplier task complete. 1. Click on the Review Contract with Supplier task item within the task window. 2. Select View Details. 3. The Negotiation Task screen appears. 4. Click Accept Proposal. 5. Click OK. 6. Click Mark Complete. 7. From the completed screen, enter a message and click OK. 4. Click Accept Proposal. 5. Click Mark Complete. This is the end of the Contract Negotiations Section. You can now move on to Approvals.

35 ARIBA Contract Management System- User Guide 35 Approvals I. Open Draft Contract Approvals Finalize Contract for Approval Routing 1. Generate PDF of the contract Within Microsoft Word I. Open draft from the Documents window. II. III. In Microsoft Word select Save As. Choose PDF and remember where you save the document for use in the next step. Make sure all necessary documents that need approval are in the Contract for Approval folder. III. Choose PDF. 2. Click on the Contract for Approval folder located in the documents widget. 2. Click the Contract for Approval folder. Document. 3. Select Upload> Document. 3. Select Upload> Document.

36 ARIBA Contract Management System- User Guide 36 Contract Approvals cont 4. Browse for the document to upload and fill out remainder of form. 5. Click Create. 5. Click Create. The PDF version of the contract will now appear in the Contract for Approval folder.

37 ARIBA Contract Management System- User Guide 37 Filling Out & Attaching the Contract Summary Note: The contract summary will automatically be created when you create the workspace. However, many of the fields in the summary must be manually completed. To complete these fields: 1. Click the Contract Summary Form within the documents window. 2. Select Open and Generate. 3. From within the MS Word document, complete all desired fields. 4. Change fields that have True or False answers, to Yes and No respectively. 5. When you are finished filling out the summary form, close out by clicking the X in the top right corner. 6. When prompted to save click Yes. 7. Back within Ariba, click Update Now when prompted. 8. Select Yes, save as v2. 9. Type a version comment. 10. Click Save.

38 ARIBA Contract Management System- User Guide 38 Complete the Finalize Contract for Approval Routing task. 1. Click the Finalize contract for Approval Routing task item. 2. Select Mark Complete. 7. Select Mark Complete. The Finalize Contract Task is now marked complete.

39 ARIBA Contract Management System- User Guide 39 Contract Approvals cont Approve Contract Task 1. Click Approve Contract from the tasks window. 2. Select View Task Details from the dropdown menu. 3. The Approve Contract window will appear. 4. Enter the first approver using the search field, and click Search for more under the drop down next to the search field. This step is similar to the add reviewer task, but notice the window name Approval Task as opposed to Negotiation Task in the review phase. 5. Click the box next to the name of the person you wish to add. 6. Click Done. If you add the wrong approver by mistake, click cancel and start this task again.

40 ARIBA Contract Management System- User Guide 40 Contract Approvals cont 8. Add Additional Approvers (skip to step if you are not adding additional approvers) 7.a. Click the Approval Flow tab. message. a. Click the Approval Flow tab below the Submit button. Here you can view the flow and add additional approvers below. b. Click Add Approver. c. Type in the name of the person you wish to add and click Search for more from the drop down. d. Click the circle to add before, after or parallel. (It is NOT recommended to add parallel). e. Click OK. f. Repeat steps b-e until all approvers have been added. 7.b. Click Add Approver. message. 7.c. Type the name and click Search for more Tip: The Approval flow selection guidelines are provided in the Appendix H, page 67.

41 ARIBA Contract Management System- User Guide 41 Contract Approvals cont 9. Enter date and a message. 9. Scroll through list of approvers to make sure all desired approvers are listed. 10. Enter date, and add a message. 10. Click Submit. 11. Click Submit. A Link is sent to active approver to review and approve. The Link will take them to the Approve Contract window. The Approver will have the option to Approve or Deny (shown right). When the contract is approved by all necessary approvers, an will be sent to notify the contract owner that the contract has been fully reviewed. The task will automatically be marked complete. Approval is now finished. Move to Execution.

42 ARIBA Contract Management System- User Guide 42 Execution Contract Signatures: Executing the contract 1. Obtain all signatures for the contract. Currently this is still done outside of Ariba. 2. Once you have manually obtained all required signatures for the contract, go to step Click on the Contract Signatures task in the tasks menu. 4. Select Mark Complete. After marking the Contract Signatures Task Complete, the document in the Contract for Approval folder will appear as Published. You can now move to the final step- Publishing.

43 ARIBA Contract Management System- User Guide 43 Publishing the Contract: 1. Change the Contract Workspace name to match the effective date (located within the contract attributes window). a. Click on the Actions menu in the contract overview window. b. Select Edit Overview. b. Select Edit Overview. c. Type the new date in the name. d. Click OK. You May need to re-generate the document again after this. c. Type the new date. d. Click OK.

44 ARIBA Contract Management System- User Guide 44 Publishing cont 2. Upload Fully signed contract to Ariba a. Login to Ariba. b. Click on the Final Contract folder. c. Select Upload> Document. c. Select Upload> Document. d. Click Done. d. Click Done. e. Click on the Upload final contract task and select Mark Complete. e. Select Mark Complete.

45 ARIBA Contract Management System- User Guide 45 Publishing cont 3. Publish the contract. a. Click on the Word document and select Publish. a. Select Publish. b. Click the PDF in the Final Contract folder and select Publish. b. Select Publish. All three documents will now appear as published.

46 ARIBA Contract Management System- User Guide 46 Publishing cont 4. Publish the workspace: Select Publish a. Click the Actions menu on the Contract Attributes window. b. Select Publish from the drop-down menu. Important: After you publish the workspace, you are locked out. Before you publish the workspace Double check the workspace. Check attributes for any necessary changes. Make sure all necessary search group members are there. To make changes after publishing, see Adding Amendments, page Send out contract copy and details: a. Send FEC hardcopy to supplier. b. For procurement contracts, send the data sheet with contract number and details to purchasing team.

47 ARIBA Contract Management System- User Guide 47 Additional Information Searching for Contracts Note: you can only view contracts in which your name has been added to the workspace. 1. Locate the search widget on your dashboard. 2. Type the search term into the Keywords field. For example, you can type: a. Vendor name b. Type of contract c. Contract date d. Person s name on the contract team 3. Click Search. 4. The search will return all contracts you can view that contain those keywords. In this example, the user searched for Lucent. You can see all contracts (viewable by this user) with the word Lucent are listed.

48 ARIBA Contract Management System- User Guide 48 Running Reports From the dashboard: 1. Click on Manage. 2. Select Prepackaged Reports. 3. Select the type of report you wish to run and select open from the drop down menu. 4. Click on the report and select open from the menu. From here you can refine the data before viewing and export it. See appendix item J, page 69 for details on the different prepackaged reports you can run.

49 ARIBA Contract Management System- User Guide 49 Adding Amendments to Published Contracts 1. Click actions, select Amend. 2. Select the amendment type- currently there are two useable options- Amendment and Administrative. Amendment- Choose this type to change dollar amount, date, supplier name, or other attributes of the workspace. a. Select the reason and comment. b. Click OK. Contract status will change to Draft Amendment and all attributes will now be editable. c. Click actions and select Publish. Status will change back to Published. Remember: you must re-route for approval after making an amendment, amendment. Administrative- Choose this type to change the title or other administrative tasks associated with the contract. a. Make the change you wish to make. b. Click actions and select Complete Amendment. Although there are two other amendment types listed- the only options you should use at this time are Amendment or Administrative.

50 ARIBA Contract Management System- User Guide 50 Reviewing Prior Versions of the Contract 1. Click on the document and select View Details. 2. Click on the Version History tab. From here you can view info on various versions of the contract. 3. To see prior versions of the contract, click on the link in the name of document you want to view. The prior version will open in MS Word. Updating Certificate of Insurance (COI) Information & Attaching New COI 1. Click Actions and select Upload Document. 2. Browse for the file and click Create. The document will be added to the folder. 3. Click on the document and create a to do task. a. Select the due date. b. Change/add notifications. You can add as many as you want. If the COI expires, you can replace the when adding a new COI.

51 ARIBA Contract Management System- User Guide 51 Adding Tasks to Attached Items 1. Click Actions and select Upload Document. 2. Browse for the file and click Create. The document will be added to the folder. 3. Click on the document and create a to do task. a. Select the due date. b. Change/add notifications. You can add as many as you want. If the COI expires, you can replace the when adding a new COI. Making Changes to Attributes After Publishing To make changes to attributes after publishing, you must make an amendment. See page 49 for details. See amendments page 49.

52 ARIBA Contract Management System- User Guide 52 Delegation of Authority (Example: for when you go on vacation): 1. From Home/Dashboard, go to Preferences, then select Delegate authority from the drop down. 2. Fill in requested information to delegate authority to someone in your absence, and then select OK. Click here to see a demo

53 ARIBA Contract Management System- User Guide 53 Appendix A: Explanation of Ariba Field Definitions Proprietary content removed

54 ARIBA Contract Management System- User Guide 54 Appendix B: Contract Naming Conventions Updated June 4, 2010 Removed proprietary content.

55 ARIBA Contract Management System- User Guide 55

56 ARIBA Contract Management System- User Guide 56

57 ARIBA Contract Management System- User Guide 57 Appendix C: Contract Management Roles and Descriptions Removed proprietary content

58 Appendix D: Contract Request Process ARIBA Contract Management System- User Guide 58

59 Appendix E: Workspace Creation Process ARIBA Contract Management System- User Guide 59

60 Appendix F: Document Creation Process ARIBA Contract Management System- User Guide 60

61 Appendix G: Redlining and Negotiation Process ARIBA Contract Management System- User Guide 61

62 Appendix H: Contract Approval Process ARIBA Contract Management System- User Guide 62

63 Appendix I: Contract Execution Process ARIBA Contract Management System- User Guide 63

64 Appendix J: Report Descriptions ARIBA Contract Management System- User Guide 64