The Contracts Resources shared below will help users navigate, create, and manage contracts within the ERP system.
Contracts
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Signing in and Navigating to Contracts | Stepper | Contract Administrators, Contract Approvers, Contract Attorneys |
| Understand Notifications and Things to Finish in the Contracts Module | Stepper | Contract Administrators, Contract Approvers, Contract Attorneys |
| Is My Primary Party/Supplier in the ERP? | Guidance Document | Contract Administrators |
| No LInes Agreement: Fulfillment to Receipting Workflow (FAQ) | Guidance Document | Contract Administrators |
| Contract Ending in a PO: Fulfillment to Receipting Workflow FAQ | Guidance Document | Contract Administrators |
| Downloading the Action Item from the BOE Website | Stepper | Contract Administrators |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| How to Search for a Contract | Stepper | Contract Administrators, Attorneys, Approvers |
| Conducting an Advanced Search for a Primary Party/Supplier | Stepper | Contract Administrators |
| Conducting an Advanced Search for a Purchasing Category in the Contracts Module | Stepper | Contract Administrators |
| Conducting an Advanced Search for a Supplier Contact | Stepper | Contract Administrators |
| Setting Search Parameters for Current Fiscal Year Contracts | Stepper | Contract Administrators |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Contracts Naming Conventions | Guidance Document | Contract Administrators, Contract Attorneys, Contract Approvers |
| Create a LEGACY Contract | Stepper | Contract Administrators |
| Adding a Contract Administrator to an Existing Contract | Stepper | Contract Administrators and Attorneys |
| Downloading the Action Item from the BOE Website | Stepper | Contract Administrator |
| Using Reports as a Contract Administrator | Stepper | Contract Administrator |
| If a Contract is Rejected | Stepper | Contract Administrator |
| Fulfillment Checklist | Reference Guide | Contract Administrator, Designated Purchaser |
| Exception to Policy - Contract Creation | Guidance Document | Contract Administrator |
| Creating an Exception to Policy Noncatalog Purchase Requisition for a Contract that is not yet Active | Guidance Document | Contract Administrator |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Quick Reference Guide for a No Lines Agreement | Reference Guide | Contract Administrators |
| One-Stop Guiding Document for No Lines Agreements: Video Materials w/Video Links | Video Guide with Links | Contract Administrators |
| Create a Contract (No Lines Agreement) | Stepper | Contract Administrators |
| Creating Fulfillment Lines on an ACTIVE No Lines Agreement | Stepper | Contract Administrators |
| Creating a Requisition from a Contract Request Form | Stepper | Designated Purchasers |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Create Fulfillment Lines and Purchasing Documents for an ACTIVE Contract Ending in a PO | Stepper | Contract Administrators |
| Viewing Payments on a PO that Originated from a Contract | Stepper | Contract Administrators |
| ERP Contracts Quick Reference Guide for a Contract Ending in a PO | Reference Guide | Contract Administrators |
| Amending a Contract (Contracts Ending in a PO) | Stepper | Contract Administrators, Contract Attorneys |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Program Offices: Create a Limited Contract Agreement (LCA) | Stepper | Contract Administrators |
| Program Office: Quick Reference Guide for LCAs | Reference Guide | Contract Administrators |
| School-Based: Create a Limited Contract Agreement (LCA) | Stepper | Network Executive Assistants |
| School-Based Quick Reference Guide for LCAs | Reference Guide | Network Executive Assistants |
| Create Fulfillment Lines and Purchasing Documents for an ACTIVE Contract Ending in a PO | Stepper | Contract Administrators, Network Executive Assistants |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Create a Contract (Ad Bid Contract) | Stepper | Contract Administrators |
| Contracts Quick Reference Guide for Ad Bid Contract | Reference Guide | Contract Administrators |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Amending a Contract Ending in a PO for Administrative Purposes | Stepper | Contract Administrators |
| Amending a No Lines Agreement for Administrative Purposes | Stepper | Contract Administrators |
| Amending a Contract (No Lines Agreement) | Stepper | Contract Administrators |
| Amending an LCA Contract (Ends in a PO) | Stepper | Contract Administrators |
| Amending a Contract (Contract Ending in a PO) | Stepper | Contract Administrators |
| Duplicating a Limited Contract Agreement (LCA) | Stepper | Contract Administrators |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| Contract Approval and Rejection | Stepper | Contract Approvers |
| Edit a Term/Clause | Stepper | Attorneys |
| Sending a Contract for Signature | Stepper | Attorneys |
| Attach Documents for Signature Send Off | Stepper | Attorneys |
| Converting PDFs to Word XML files | Stepper | Attorneys |
| Setup a Manual Variable | Stepper | Attorneys |
| Create Contract Terms Template | Stepper | Attorneys |
| Create Clause and Insert Variables | Stepper | Attorneys |
| Assign a New Contract Owner | Stepper | Attorneys |
| Resource Name | Resource Type | Potential Users |
|---|---|---|
| How to eSign a Contract | Stepper | Contract Signers |
| Resource Name | Description | Potential Users |
|---|---|---|
| 1. Creating a Contract: Guidelines for Getting Started (5:07) | Review guidelines for creating a No Lines Agreement contract to ensure that data is entered into the system fully and completely. | Contract Administrators |
| 2. Verifying the Primary Party/Supplier is in the ERP (3:05) | Verify that the Primary Party (Supplier) on the contract is registered in the ERP and SPEND_AUTHORIZED. A contract cannot be created if a Primary Party is not identified on the contract. | Contract Administrators |
| 3. Using the Task Icon to Create a Contract (3:29) | Review of basic navigation and first steps in creating a contract using the task icon. | Contract Administrators |
| 4. Entering Data on the Overview tab-Contract Ending in an Agreement (6:31) | Enter basic information for the contract on the Overview tab using information from the Action Item in consultation with the OGC Attorney. Gather all information necessary to complete this tab before beginning the contract. | Contract Administrators |
| 5. The Contract Terms tab and Entering Pending Variables (3:54) | Review contract terms on OGC's contract template. Enter contract specific Pending Variables. | Contract Administrators |
| 6. Completing the Parties tab (7:53) | Enter all contract administrators from your office as well as your attorney and District signers. The supplier's authorized signer must also be included to facilitate sending the contract for signature. | Contract Administrators |
| 7. Viewing the Deliverables (1:19) | Review Deliverables: Checklist of Documents to be uploaded on the Documents tab. | Contract Administrators |
| 8. Uploading Documents on the Documents tab (3:07) | Upload necessary documents on the Documents tab. Include documents on the Deliverables tab as well as any other supporting documents | Contract Administrators |
| 9. Consulting the History tab (1:55) | View this tab after the contract is submitted to track where the contract is in the approval workflow. | Contract Administrators |
| 10. Submitting the Contract (4:38) | After your OGC attorney has reviewed the contract, submit the contract for approval. Once approved, it can be sent for signature. | Contract Administrators |
| 11. Notifications: Contract is Rejected (2:08) | Review reasons why your contract was rejected in bell notifications and Things to Finish area. No luck? Check the BPM worklist. | Contract Administrators |
| 12. Creating Fulfillment Lines (3:35) | Create fulfillment lines on the Active contract as Step 1 of the fulfillment process. | Contract Administrators |
| 13. Creating Purchasing Documents (3:40) | Generate purchasing documents as Step 2 of the fulfillment process. | Contract Administrators |
| Resource Name | Description | Potential Users |
|---|---|---|
| 1. Creating a Limited Contract Agreement - Guidelines (6:10) | Review guidelines for creating a Limited Contract Agreement (LCA) contract to ensure that data is entered into the system fully and completely. | Contract Administrators |
| 2. Verifying the Primary Party/Supplier is in the ERP (3:05) | Verify that the Primary Party (Supplier) on the contract is registered in the ERP and SPEND_AUTHORIZED. A contract cannot be created if a Primary Party is not identified on the contract. | Contract Administrators |
| 3. Using the Task Icon to create an LCA (3:38) | Review of basic navigation and first steps in creating an LCA contract using the task icon. | Contract Administrators |
| 4. Entering Data on the Overview tab - Limited Contract (PO)(6:59) | Enter basic information for the contract on the Overview tab in consultation with the LCA Attorney. Gather all information necessary to complete this tab before beginning the contract. | Contract Administrators |
| 5. Entering Data on the Lines tab (4:50) | Enter the data that will be necessary to generate your purchase order (PO). This includes the purchasing category as well as the line amount. | Contract Administrators |
| 6. The Contract Terms tab and Entering Pending Variables (3:49) | Review contract terms on OGC's contract template. Enter contract specific Pending Variables for LCA contract. | Contract Administrators |
| 7. Completing the Parties tab (8:19) | Enter all contract administrators from your office as well as your attorney and District LCA signers. The supplier's authorized signer must also be included to facilitate sending the contract for signature. | Contract Administrators |
| 8. Viewing the Deliverables Tab (2:06) | Review Deliverables - a checklist of documents to be uploaded on the Documents tab. The OGC-2 form can be downloaded here. | Contract Administrators |
| 9. Uploading Documents on the Documents tab (3:08) | Upload necessary LCA documents on the Documents tab. Include the OGC-2 form as well as any other supporting documents indicated on the Deliverables tab. | Contract Administrators |
| 10. Consulting the History tab (1:55) | View this tab after the contract is submitted to track where the LCA contract is in the approval workflow. | Contract Administrators |
| 11. Submitting the Contract (4:45) | After the LCA attorney has reviewed the contract, submit the contract for approval. Once approved, it can be sent for signature. | Contract Administrators |
| 12. Notifications: Contract is Rejected (2:08) | Review reasons why your contract was rejected in bell notifications and Things to Finish area. No luck? Check the BPM worklist. | Contract Administrators |
| 13. Creating Fulfillment Lines (4:29) | Create fulfillment lines on the Active contract as Step 1 of the LCA fulfillment process. Create fulfillment ONLY for the current fiscal year. | Contract Administrators |
| 14 . Creating Purchasing Documents (3:13) | Generate your PO as Step 2 of the fulfillment process for the LCA. | Contract Administrators |