Contract Management with ServiceNow

Contract Management with ServiceNow

Table of Contents Background... 3 Overview... 3 Pre-requisites... 3 Create a New Contract Workflow... 4 New Contract Workflow... 4 1 Login to ServiceNow... 5 2 Select the Contract Management module... 5 3 Select Contract Type or ALL... 5 4 Click the New Button... 6 5 Enter a Vendor... 7 6 Create a New Vendor... 7 7 Select the Vendor... 8 8 Select a Contract Model... 9 9 Provide a Short Description... 9 10 Select the General Tab... 10 11 Enter the Contract Start and End Dates... 10 12 Enter the Contract Administrator... 10 13 Enter the Department s Contact / Approver... 10 14 Enter Additional Information (Optional)... 11 15 Click Submit or Submit for Review... 11 16 Select the Contract for Approval... 12

BACKGROUND OVERVIEW This document describes the contract management procedures performed in the ServiceNow system provided by the Information and Educational Technology (IET) organization. Guidance for creating new contracts as well as the steps to review, approve or reject a new contract is described in the workflow diagram and the accompanying step descriptions. This document may be used by: Personnel who have oversight and management responsibilities over contracts Project Managers who wish to understand the accepted methods for managing contracts in the ServiceNow system PRE-REQUISITES To use the contracts management application you must have access to the ServiceNow system and appropriate rights must be assigned to you. Persons who already have access to ServiceNow must also have the contract_manager role added to their user account. If you don t have access to work with contracts, you will need to work with an authorized contract approver who has the necessary access to work with contracts in the ServiceNow system. If you would like to have access to the ServiceNow contracts application, work with your manager to request access. Submit the request via the Service Hub at https://ucdavisit.service-now.com/ess. Page: 3 of 14

CREATE A NEW CONTRACT WORKFLOW NEW CONTRACT WORKFLOW The following workflow outlines the steps to create and approve a new contract. Page: 4 of 14

STEPS The steps that follow can be performed after a Kuali Financial Systems (KFS) contract has been approved or HR requires tracking of a contract in ServiceNow. 1 LOGIN TO SERVICENOW Log into the ServiceNow system. Note: The contract administrator must have the ITIL user and contract management rights to login to ServiceNow and the contracts application. 1.1 Navigate to ucdavisit.service-now.com. On initial login, CAS will prompt for your login ID and passphrase. 2 SELECT THE CONTRACT MANAGEMENT MODULE Use the left navigation pane to locate the Contract Management application bar. 2.1 Scroll down until you find the contract management bar and click on it to display the items in the Contract Management application. 3 SELECT CONTRACT TYPE OR ALL The contracts category contains the contract types that you can work with. Clicking on an item displays the list of contracts in the system which matches the contract type which you select. Clicking All displays all contracts in the system. 3.1 Click on the dropdown arrow located next to the Contracts field to display the list of contract types. Page: 5 of 14

3.2 Click on a contract type or choose All. 4 CLICK THE NEW BUTTON The New button opens a form window where you can fill in information about the new contract. A number is also automatically assigned to the record. Please note that is not the contract number. A separate field is provided on the form for you to enter a contract number. 4.1 Click on the New button located at the top of the contracts list. Page: 6 of 14

5 ENTER A VENDOR The Vendor field identifies the vendor supporting the contract. The magnifying glass next to the field is used to locate existing vendors who are defined in the system. Note: If a vendor does not exist in the system then you will need to create one. To create a new vendor, proceed to step 6. 5.1 Enter the name of the contract s vendor in the Vendor field. If a vendor does not exist proceed to step 6. 6 CREATE A NEW VENDOR This step is used to create a new vendor in the contract management application. If the vendor already exists then skip this step and go to step 7. 6.1 If you have not already done so, create a new contract (Steps 1 through 4 above). 6.2 Click on the magnifying glass located next to the Vendor field A window is displayed which lists the existing vendor companies that are defined in the system. 6.3 Click the New button. 6.4 Complete the fields in the new Company window. Page: 7 of 14

6.5 When finished entering the new vendor information, click the Submit & Exit button to return to the list of companies or click the Save button to remain in the New Company window to continue editing. 7 SELECT THE VENDOR Each contract must be related to a vendor company. Use the Vendor field to select a vendor from the list of available vendor companies. 7.1 Click on the magnifying glass located next to the Vendor field 7.2 Locate and click on a company name from the list of available companies. Page: 8 of 14

8 SELECT A CONTRACT MODEL Contract models are used by the system to manage the contract types. Contract models must be associated with a contract and are required to create a new contract. 8.1 Click on the magnifying glass located next to the Contract model field. An entry for this field is required and cannot be left blank. 8.2 Locate and click on a contract model name. 9 PROVIDE A SHORT DESCRIPTION Each contract should have a description. The Short description field is not required by the system but it is recommended that you add information. 9.1 Enter a brief description in the Short description field. Page: 9 of 14

10 SELECT THE GENERAL TAB The General section of the form is used to add details about the contract. Note: If you don t see the General tab then the tabs view may be turned off. Turn on the tabs view by clicking the icon located in the upper right corner of the window. 10.1 Click the General tab to display the contract details fields. 11 ENTER THE CONTRACT START AND END DATES Within the General tab, the start and end dates are used by ServiceNow to send email notifications when the contract expiration dates are approaching or if the contract expires. 11.1 Use the calendar icons located next to the Starts and Ends fields to enter the beginning and ending dates of the contract. 12 ENTER THE CONTRACT ADMINISTRATOR The Contract Administrator role is performed by the person who will manage the contract in the ServiceNow system. 12.1 Enter the name of the contract administrator or use the magnifying glass located next to the Contract administrator field to locate / enter a name. 13 ENTER THE DEPARTMENT S CONTACT / APPROVER Page: 10 of 14

Enter the contract approver s name into the Approver field. The approver is the primary contact for reviewing, updating, approving or rejecting the contract or its details. 13.1 Enter the name of the contract approver or use the magnifying glass next to the Approver field to locate and enter the contract approver s name. 14 ENTER ADDITIONAL INFORMATION (OPTIONAL) You may add a description of the contract within the Description field. This is an optional field. Additional tabs are also available below the Description field and may be used to add optional details to the contract. 14.1 Enter optional comments in the Description field. (Check with your department for any descriptive standards that may be required by your department). 14.2 Use the tabs located above the Description field to add more optional contract details: 15 CLICK SUBMIT OR SUBMIT FOR REVIEW Use the Submit or Submit for Review buttons to start the review of the contract by the contract approver. 15.1 Click the Submit or Submit for Review buttons located below the description field: 14.2.1 Click Submit if you want to save the contract but remain in the Contract form to continue editing or if you want to come back later to finish editing the contract. Submit does not request approvals. 14.2.2 Click the Submit For Review button to save and submit the contract to the contract approver. An email message is automatically sent to the selected approver. You are returned to the list of contracts and the contract Substate will change to Under Review Page: 11 of 14

16 SELECT THE CONTRACT FOR APPROVAL The Approver /Owner reviews a contract for approval from My Approvals 16.1 Navigate to the Contracts Management and click on My Approvals. 16.2 Select a contract from the list of contracts. Note: If the Approving column is not displayed, click the gear icon. From Available list, select Approving. Click the Add button to add it to the Selected list. Use the Up/Down button to position the column in your contract list view. 17. PERFORM APPROVAL ACTIONS If no changes to the contract are needed, complete this step to approve, reject or delete a contract. Approving or rejecting a contract approval request completes the new contract creation and approval process. If you require changes to the contract before approving it then proceed to step 18. 17.1 Click the Approve button. You may stop here. 18. MAKE CHANGES TO THE CONTRACT The Contract approver / Owner may modify the contract as appropriate. After making changes, the contract is approved. If the contract approver does not have the authority to make changes then proceed to step 19. Page: 12 of 14

18.1 Return to the list of contracts. 18.2 Locate the contract in the list of contracts. Refer to Step 3 above. 18.3 Make your changes to the contract. 18.4 Click the Save, Update & Exit or Delete buttons as appropriate. 18.5 Return to steps 16 and 17 to perform approval actions on the contract. Note: Approvals cannot be performed on deleted contracts. 19. INFORM CONTRACT ADMINISTRATOR OF REQUIRED CHANGES If the Contract Approver does not have the authority to make changes to contracts in the ServiceNow system then an authorized Contract Approver will need to create / edit the contract. 19.1 Contact the Contract Administrator and provide the details of the required changes. Page: 13 of 14

Revision History This section records the history of significant changes to this document. Only the most significant changes are described here. Version Date Author Description of change V1.1 January 2015 Client Services Updated to clarify workflow discrepancies. V1.0 December 2014 Client Services Document created Page: 14 of 14