Contracts Administrator Training at University of Illinois

Contracts Administrator Training session providing an overview of Contracts+ system at University of Illinois, including components, contract processes, and system implementation details. Learn about contract creation, updates, and transition timelines. Explore the cloud-based contract management system database shared among organizations. Gain insights into Capital Contracts implementation schedule and the transition from UpsideContract. Discover terminology, environments, user roles, and access within Contracts+ system.

• Contracts
• Training
• University of Illinois
• Contract Management
• Cloud-Based

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Presentation Transcript

1. Contracts+ Contract Administrator Training Contract Administrator Training 5/23/2022 & 5/25/2022

2. Training Agenda Contracts+ Overview - 50 minutes Contracts+ at University of Illinois Contracts+ Components Contracts+ Capital Contract Process Contracts+ Demonstration 70 minutes Create + Update Contract Templates Create + Update Contracts

3. Contracts+ at University of Illinois Contracts+ Cloud Based Contract Management System Database shared with all Contracts+ organizations Configurable but not customizable Vendor: Jaggaer Descendent of UpsideContract Selected by University of Illinois to be used University wide Implemented as part of the Source2Pay project Pilot implementation for select organizations took place in August 2021 All University organizations transitioned from ICS to C+ in November 2021 Non-ICS organizations went live in C+ in February 2022

4. Contracts+ at University of Illinois Capital: Contracts+ Implementation Schedule November 1, 2021 Contracts+ replaced ICS in Capital organizations Contracts created outside C+ are uploaded into C+ and routed for approval June 1, 2022 Creation of Capital contracts allowed in Contracts+ July 1, 2022 Creation of contracts no longer allowed in Upside Existing contracts can still be processed August 1, 2022 User access to UpsideContract will be turned off. September 1, 2022 UpsideContract decommissioning project starts

5. Contracts+ at University of Illinois Contract Creation - UpsideContract

6. Contracts+ at University of Illinois Contract Creation Contracts+

7. Contracts+ at University of Illinois Terminology

8. Contracts+ at University of Illinois Contracts+ Components Environments User Roles and Access Main Document Template (MDT) Contract Template Contract Header

9. Contracts+ Components Environments Test Environment (UIT) https://usertest.sciquest.com/apps/Router/Login?OrgName=UIllinois&URL= Native Contracts+ authentication Production Environment https://webprod.admin.uillinois.edu/ssa/servlet/SelfServiceLogin?appName= edu.uillinois.aits.iBuyHelper Authentication uses standard University Netid/Password with 2FA

10. Contracts+ Components User Roles and Access User Roles within Contracts+ Contract Administrator Allows creation and editing of Contracts Capital Contract Template Manager Allows creation and editing of Contract Templates Contract Approver Allows participation in Internal Review Rounds Allows participation in Approval Workflow Approvers must be assigned to queues corresponding to steps in workflows System Administrator (AITS only) Allows creation and editing of Main Document Templates Allows configuration within Contracts+

11. Contracts+ Components User Roles and Access Requesting Access to Contracts+ User or Manager notifies the Unit Security Contact (USC) for their organization that Contracts+ access is needed Netid User Role Approval Queue (if the role is Contract Approver) USC submits official request for user access in the Security Application AITS Security validates the request for processing User must have completed confidentiality statement C+ System Administrator grants access and assigns roles and queues in C+

12. Contracts+ Components Main Document Templates (MDT) Word document that provides content and formatting to a contract. Equivalent to contract template in UpsideContract. There are 47 Capital MDT s configured for use. MDT limitations A clause can t be embedded within another clause. Text in the MDT is editable

13. Contracts+ Components Main Document Templates (MDT) MDT Components Static Text Standard Fields Custom Fields Standard Clauses Alternate Clauses

14. Contracts+ Components Main Document Templates (MDT) Static Text Contained in every contract created using the MDT Editable Microsoft Word format Updates made through Jaggaer Word App

15. Contracts+ Components Main Document Templates (MDT) Standard Fields Data fields that are part of every Contracts+ implementation Not configurable Examples Contract Number Contract Value 2ndParty - vendor that the contract is with Appears within brackets in MDT: [[ Value ]] Appears within a frame with the field name in the contract

16. Contracts+ Components Main Document Templates (MDT) Custom Fields Allows for the insertion of variable data into the MDT Required as a driver for alternate clauses Configurable - can created and edited as needed Appears within brackets in MDT: [[ Project Location ]] Appears within a frame with the Custom Field name in the contract

17. Contracts+ Components Main Document Templates (MDT) Custom Fields Types Text (Single Line) Text (Multi-Line): limited to 4000 characters Numeric Text Box Monetary Value Yes/No Dropdown List (Pick One) Date

18. Contracts+ Components Main Document Templates (MDT) Standard Clauses Used to insert text into MDT No limit on amount of text Can be set to Negotiable or Non-Negotiable Can be set to Removable or Non-Removable Can be used in multiple MDTs

19. Contracts+ Components Main Document Templates (MDT) Standard Clauses Appears within a frame in the MDT and Contract

20. Contracts+ Components Main Document Templates (MDT) Alternate Clauses Populate different standard clauses within the MDT based on the value of custom fields. Allowable Custom Field types: Dropdown List (Pick One) Yes/No Appears within brackets in the MDT

21. Contracts+ Components Main Document Templates (MDT) Alternate Clauses Appears within brackets with the label Custom Contract Field in the MDT

22. Contracts+ Components Main Document Templates (MDT) Alternate Clauses Appears within brackets with the label CCF in the contract

23. Contracts+ Components Main Document Templates (MDT) Alternate Clauses Always appears in the contract even if no text is included in the clause

24. Contracts+ Components Main Document Templates (MDT) List of MDTs Amendments Contract Type Capital Construction Management Amendment Capital PSA Amendment Capital PSA Retainer Renewal

25. Contracts+ Components Main Document Templates (MDT) List of MDTs Contracts Contract Type Capital PSA Standard Form With CM With LEED Certification Capital PSA Standard Form With CM With LEED Non-Certification Capital PSA Standard Form Without CM With LEED Certification Capital PSA Standard Form Without CM With LEED Non-Certification Capital PSA Short Form Capital PSA Retainer Agreement Capital - Construction Management Agreement Capital Energy Audit Agreement Capital Energy Services Agreement

26. Contracts+ Components Main Document Templates (MDT) List of MDTs Contracts Contract Type (Continued) Capital Agreement with Assignment Capital Assigned Subcontractor Agreement AS01 Capital Assigned Subcontractor Agreement AS02 Capital Assigned Subcontractor Agreement AS03 Capital Assigned Subcontractor Agreement AS04 Capital Assigned Subcontractor Agreement AS05 Capital Assigned Subcontractor Agreement AS06 Capital Assigned Subcontractor Agreement AS07 Capital Assigned Subcontractor Agreement AS08

27. Contracts+ Components Main Document Templates (MDT) List of MDTs Contracts Contract Type (Continued) Capital Agreement No Assignment CNA1 Capital Agreement No Assignment CNA2 Capital Agreement No Assignment CNA3 Capital Agreement No Assignment CNA4 Capital Agreement No Assignment CNA5 Capital Agreement No Assignment CNA6 Capital Agreement No Assignment CNA7 Capital Agreement No Assignment CNA8

28. Contracts+ Components Main Document Templates (MDT) List of MDTs Supporting Documents Contract Type Advertisements Capital PSA Advertisement Capital PSA RFP Ad Capital Energy Performance Contract RFP Ad Capital Construction Bid Ad Multiple Capital Construction Bid Ad Single Front End Documents Capital Front End Documents Multiple Capital Front End Documents - Single

29. Contracts+ Components Main Document Templates (MDT) List of MDTs Supporting Documents Contract Type (Continued) Letters Capital PSA Award Letter Capital Construction Management Award Letter Capital Diversity Pre-Bid Meeting Multiple Capital Diversity Pre-Bid Meeting Single Capital Good Faith Effort Letter Capital - Notice of Intent to Award Contract CWA Capital - Notice of Intent to Award Contract CNA Capital Notice of Award of Contract Capital Notice of Award-Notice to Proceed CWA Capital Notice of Award-Notice to Proceed CNA Capital Notice To Proceed

30. Contracts+ Components Contract Templates Used to feed similar data into multiple contracts and documents Roughly equivalent to the Project Form in UpsideContract

31. Contracts+ Components Contract Templates Contract Template types for Capital Organizational contract templates live in production now being used to primarily to populate the default organizational fields of Chart, College Code, Organization Code, and Contract Office for contracts being uploaded into C+ Capital Chicago Contracts Capital Springfield Contracts Capital System Contracts Capital Urbana Contract Project Specific Contract Templates a single contract template will be created for each project allowing data to be entered once in the contract template and used on all contracts and documents created for that project over the project life cycle. Note that some projects, like those with multiple bid packages, may need to have a multiple contract templates created.

32. Contracts+ Components Contract Header Contract Header - Functionality Listing of data fields associated with a contract type organized into groups All Capital contracts have the same header Data fields can be required or optional Required fields are designated with a Note: C+ won t allow the contract to be submitted to the Approval Workflow if there is a empty required data field. Data fields and groups can be assigned conditional visibility to streamline the data entry process

33. Contracts+ Components Contract Header Contract Header - Usage of Data Fields Metadata used in reporting Custom fields used in the MDT Data required to drive processes

34. Contracts+ Components Contract Header Key Data Fields Contract Type System field that drives all processes and workflows in Contracts+ Header definition is set at the parent Capital level and is inherited by all the child Capital contract types Current production Contract Types are shown on the right. Three are currently in use: Capital Amendment Capital Capital Programs Capital Change Orders

35. Contracts+ Components Contract Header Key Data Fields Contract Type On May 31 the following changes will be made to the production C+ environment Capital Amendment Capital Amendments (non-C+ generated) This contract type will continue to be used for amendments created outside C+ that need to go through the Approval Workflow Capital Future Amendments DO NOT USE Capital Amendments This contract type will be used for amendments created in Contracts+

36. Contracts+ Components Contract Header Key Data Fields Contract Type On May 31 the following changes will be made to the production C+ environment (continued) Capital Capital Programs Capital Contracts (non-C+ generated) This contract type will continue to be used for contracts created outside C+ that need to go through the Approval Workflow Capital Future Contracts DO NOT USE Capital Contracts This contract type will be used for contracts created in Contracts+ that need to go through the Approval Workflow

37. Contracts+ Components Contract Header Key Data Fields Contract Type On May 31 the following changes will be made to the production C+ environment (continued) Capital Change Order will not change This contract type will continue to be used for change orders created outside C+ that need to go through the Approval Workflow Capital Future Supporting Documents DO NOT USE Capital Supporting Documents This contract type will be used for advertisements, letters, and front end documents created in Contracts+. These supporting documents will not go through the Approval Workflow

38. Contracts+ Components Contract Header Key Data Fields Contract Type Official list as of June 1, 2022. Capital Amendments Capital Amendments (non-C+ generated) Capital Change Orders Capital Contracts Capital Contracts (non-C+ generated) Capital Supporting Documents

39. Contracts+ Components Contract Header Key Data Fields Contract Type Later this year, once processing of contracts generated in UpsideContract is verified complete, the Contract Type list will be condensed and contracts in the two unneeded Contract Types will be migrated to the remaining Contract Type Official list on or around September 1, 2022. Capital Amendments Capital Change Orders Capital Contracts Capital Supporting Documents

40. Contracts+ Components Contract Header Key Data Fields Work Group Work Group Uses Drive Approval Workflow Capital Chicago Contracts get approved by Approvers in the Chicago capital organization. Implement Visibility Restrictions Capital Chicago Contracts can only be seen by users in the Chicago capital organization

41. Contracts+ Components Contract Header Key Data Fields Work Group Work Group Choices Choose Capital <org> Contracts if creating Amendments Contracts Change Orders Choose Capital <org> Supporting Documents if creating Advertisements Front End Documents Letters

42. Contracts+ Components Contract Header Key Data Fields Organization Data Chart, College Code, and Organization code should always be set by the use of the Contract Template. Chart and College Code are both used in the configuration of the Internal Review process and the Approval Workflow. The organizational fields are also a critical part of the reporting process.

43. Contracts+ Components Contract Header Key Data Fields Capital Contract Type Capital Contract Type is a drop-down list in the Capital Info group and is currently a key component of the UCRO reporting process. With the implementation of contract creation in Contracts+ on June 1 the Capital Contract Type also is involved with routing of contracts through the Internal Review Rounds and the Approval Workflow NOTE: Capital Contract Type is not the same as Contract Type.

44. Contracts+ Components Contract Header Key Data Fields 2ndParty The 2ndParty is the named vendor on the contract Contracts that will go through the Approval Workflow must have a 2ndParty Supporting Documents do not use the 2ndParty data fields This data is sourced from the official Banner vendor list Updates to the Banner vendor data continue to be processed through UPAY using the official Vendor Information Form

45. Contracts+ Components Contract Header Group Functionality The primary function of Groups is to organize data and facilitate data entry. There are 37 defined groups on the header for each Capital Contract The first 7 groups are currently in use now in C+ The remaining 30 groups facilitate the use of the MDTs The conditional visibility feature is being used to either show or hide groups and data fields that aren t needed based on specific characteristics of a project.

46. Contracts+ Components Contract Header Group Listing Group 1: General Contract Info The first 6 groups are shared with all University organizations using Contracts+ and have been used in the production C+ since go-live. No changes are being made to these groups. Group 2: Foreign Entity Reporting Group 3: Second Party Information Group 4: Unit Information Group 5: Amount Group 6: State Filing UCRO Use Only Group 7: Capital Info This group has also been used in production since go-live but it is specific to Capital contract types so can be re- configured if needed.

47. Contracts+ Components Contract Header Group Listing (Continued) Group 8 Capital Project Information: contains additional data related to Capital projects that is used in the MDTs. Group 9 Project Delivery Method Contains data fields that help drive the visibility of downstream groups based on project characteristics.

48. Contracts+ Components Contract Header Group Listing (Continued) Group 10: PSC Firm Information Data associated with the PSC firm regardless of which form is being used Group 11: PSA Services (Standard Form) Data associated with services that may be included in the PSA Standard Form Group 12: PSA Fees and Rates (Standard Form) Data associated with Fees and Rates for services designated as included Group 13: PSA Short Form Data associated with PSA Short Form services, fees, and rates.

49. Contracts+ Components Contract Header Group Listing (Continued) Group 14: Energy Audit Agreement Data associated with the ESCO firm Group 15: Energy Audit Agreement - Subconsultants Data associated with ESCO subconsultants Group 16: Construction Management Data associated with the Construction Management firm Group 17: Construction Management Fees and Rates Data associated with CM services, fees, and rates.

50. Contracts+ Components Contract Header Group Listing (Continued) Group 18: Bidding Data associated with the bidding process Group 19: Bidding Alternate Work Items and Unit Prices Data associated alternate work items and unit prices to be bid Group 20: Construction Award Data associated with the award of the construction contracts resulting from bidding

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