Transcript portal.tri

My Tri-C Contracts
My Tri-C Contracts is designed to help the College have a
comprehensive College-Wide repository for contracts, and a tool
which standardizes the creation and tracking of all contracts through
electronic templates. SciQuest’s Contract Director is the tool for
processing electronic contracts and is designed to integrate with the
current My Tri-C Buy / Banner systems.
This System is for both Expense /Buy-side contracts and
Revenue / Sales side contracts.
“My Tri-C Contracts” is Tri-C’s name for this e-Contract
system. This training is intended to assist new users in familiarizing
themselves with navigating and functioning within My Tri-C
Contracts.
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My Tri-C Contracts
College-Wide Heavy Users/Customers who helped provide input and
feedback to the new system and helped design / test:
Blair Bosworth
Renee Scales
Sondra McGraw
Dave Frazee
Sonja Elekhtaby
Cliffie Jones
Chris Ludwa
Bob Kleinschmidt
G. Pankow
Doreen Stark
Cris Board
Audrey Sweet
Jan Holmok
Patti Nakel
Charlotte Metzger
Sandy Moses
Patricia Houlehan
Sarah Northcraft
Standish Stewart
Daniel Newman
Bridget Piotrowski
Kathy Ratka
Nichelle Knox
Andrew Randol
Nancy Stopp
Trissa Chaney
Alicia Christy
Carol Stennis
LaTonya Ayers
Teresa Marincic
Barbara Bell
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My Tri-C Contracts
Tri-C is in good company with institutions across the Country in Higher Education who also use
eprocurement tools…..
Owens Community College
Collin County Community College District
Harrisburg Area Community College
Madison Area Community College
Tulsa Community College
Northeast Wisconsin Technical College
Wisconsin Technical College System
Xavier University
Shawnee State University
Ohio University
Bowling Green University
Miami of Ohio University
Kent State University
Wright State University
Youngstown State University
Bryn Mawr College
College of Charleston
Haverford College
Mount Sinai School of Medicine
University of Central Missouri
University of Montana
University of Texas at Austin
University of Texas Southwest at Dallas
Cornell University
Johns Hopkins University
Texas A&M University
University of Virginia
Florida State University
University of Florida
University of Chicago
University of Michigan
Arizona State University
MIT
University of Illinois System
University of Missouri System
Yale University
University of Notre Dame
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My Tri-C Contracts
AGENDA
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Pre-Work : New Supplier Set-up / PSA Questionnaire
Signing In / Dashboard Home Page
How to Create New Contracts
How to Edit / Redline Contracts electronically
How to Route Contracts for Approvals / eSignatures
How to Create Amendments / Multiple SOWs
How to Search and Find Contracts/ Reporting
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Business Rules / Policies throughout the Contract Process
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Workflow phases
Create
Author
Negotiate
Approve
Execute
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My Tri-C Contracts
Contract Categories and Definitions
• Buy Side (Expense side commitments)
• Sell Side (Revenue type agreements)
• Revenue Neutral (No dollars / business agreements)
• Grants
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My Tri-C Contracts
Contract Training Focus is on:
• Buy Side (Expense side commitments)
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Professional Services Agreement (PSA)
Entertainment / Speaker
Statement of Work (SOW)
Master Service Agreement (Not active yet)
Lease Agreements
• Sell Side (Revenue type agreements)
• Facility Use agreement
• Revenue Training –Onsite/Offsite
• Apprenticeship Agreement (Not active yet)
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Contract Director Flow
Create
Author
Negotiate
Approve
Execute
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My Tri-C Contracts
Compliance Reminders for Business Process: Every Contract needs…
• Supplier Add / Change Form with new address/ W9 if applicable
• PSA Questionnaire for Employee vs Independent Contractor on
sharepoint link (Getting it done box – My Work tools)
• Insurance Certificate (during RFP process)
• Disclosure of Work Location (during RFP process)
• PEDACKN Form – from OPERS must be signed with the PSA
• Scope of Work:
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Detailed deliverables
Clear expectations with dates, times, and approvals
No advanced payments / No deposits
• Board Approval (if over $ 200K individually or combined to-date)
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My Tri-C Contracts
Very Critical while Negotiating/Red-lining a Contract:
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College Payment terms- Net 30 days from invoice date
Exit clause/Term for Convenience without cause – never remove
Certificate of Funds – by law – always needed
No advance payments (no deposits)
No Indemnification – by Law
Laws of Ohio –always govern – cannot agree to anything else
Think about red flag information & how the supplier will protect it
for the college, for employees, or for students…..
• Allow anywhere from 1 week to 12 weeks – for the total process,
edit time plus approval time. It really depends on complexity of
contract, amount of changes-redlines, and size of supplier.
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My Tri-C Contracts
• Link/Location: My TriC Space/My Work Tools/Getting it Done Box
/My Tri-C Contracts
• Signing On – Capital S
Snumber
• Password Management
S#0713 first time
• Out of Office tool
• Dashboard settings – shortcut
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My Tri-C Contracts
Creating a Professional Service Agreement (PSA)
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From the Dashboard– in the “Shortcuts Actions” box – Select Professional Service Agreement
In the header main section– Primary Template Box you can click either– PSA agreement, PSA Shell,
or Statement of Work (SOW).
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85% of the time – you are selecting T-PSA – Professional Svcs Agreement and using the Tri-C Template
5% of the time – you are selecting T-PSA-SH - Professional Services SHELL because you are Importing a
custom document from an external source. If you are doing a SHELL – after you complete the header you
will need to import/upload the custom document – call C. Leitson for instructions.
10% of the time – you are selecting T-PSA-SOW - Statement of Work– this is when you are adding on an add’l
SOW to an existing PSA
All the boxes in the Required section require information.
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Vendor – select vendor from drop down.
Contact person – for the contract, who you are working with for redlines or for developing the SOW
Title - of the contact person – if not known use dept or guess at title from their position.
Description – of PSA type– Consulting Project, Annual Service Agreement, One-Time Survey or Analysis
Work, etc.)
Dollars – Two fields- one for the Estimated Annual Dollar Value for One Full Fiscal Year and one for
Estimated Dollar Value of the Total Contract value / total spend for multiple years.
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If your PSA is for one year only – then both dollars amounts in the boxes will be the same.
If it is a multi year PSA – then one box is for just current Fiscal yr and other box is for the total spend for the life of the
PSA.
Dates – make sure you are realistic on the *Contract Start* – go out at least 2 – 3 weeks for processing time.
Signatures – ALWAYS DEFAULT TO ELECTRONIC
BUL Approver – this is normally the person/BUL who was signing the PSA previously when it was manual
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My Tri-C Contracts
Creating a PSA agreement continued:
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BUL Approver- This is usually the person whose budget is being charged against for the PSA project work and is
also usually the person who will be making sure the work from the SOW is happening properly and the deliverables
are all being met. If there are 2 people who are BULs, it is possible to have one done informally in the edit mode and
one done formally thru this box. This is intended to be the department and the department leader’s choice /
philosophy.
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E-signature Block Section –
Click the “+” and a box opens up – fill in the name and the email address for the supplier that will be signing the
agreement. Select in the box to the right called the “sequence” the number 1. (always select No. 1 for the firm)
Click the “+” and a box opens up, this time fill in Mike Abouserhal and [email protected] as long as the PSA is under $200K,
If over $ 200K – then type in [email protected]. Type in the Number “2” in the sequence box – ALWAYS.
If you do not have the email address for the actual person signing for the supplier company, you can still proceed and
can come back later to update that. If you forget and launch it later – it will error out eventually and return to you.
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Optional Contract Info Section –
Requisition Box - please type in the requisition number that will go with this PSA (same from previous process)
Confidential Box - Typically only Capital/Construction use this plus a few sensitive contracts in the College.
This can be very tricky; so if you use this option please talk to Cindy Leitson first.
Parent Contract ID Box - If this is a second or third SOW, select here the Original PSA Number (fully executed doc)
Renewal / Expiration notices let the defaults stay as set or if blank type in 120 or 150
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Hit Save --- and it will then Assign a Contract Number !!!!
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My Tri-C Contracts
Creating a PSA – customizing the actual PSA template and SOW
The Contract Header is completed as well as a Contract Number is assigned (Take note of the
contract number assigned. Copy it from the page or write it down). Now you need to finish
off the final contract details in the Main Document / Template. The SOW needs to be
completed plus any attachments that are important.
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You can locate your contract from the Home Dashboard Menu: Contracts > Find Contracts
Once you locate Contract number, click on the magnifying glass next to your contract so that it opens.
Then scroll down left hand tool bar – click on Document Management (you may have to expand the down
arrow next to your contract number), then Main document and wait for the PSA to pop up on your screen
Click View, click the little red flag and wait
Click Check-out from the bottom (remember to Save Changes along the way, often!)
Go to Section 1/Term – Type in the end date of Contract (ii) ____________, 20__. (use the end date from your
Contract Header; you will have to delete the underline that is present)
Click *Save Changes*
Go to Section 15.3 for the first Signature Block – Due to the Docu-Sign procedure the only thing that needs to
be typed in manually is the “Title:” field. DON’T TYPE ON THE DARK LINE, GO UP and TYPE ABOVE “TITLE:”
for Tri-C and the Vendor.
Click *Save Changes*
Go To Statement of Work Section – Type “1” in the “No.” field at the top (SOW 1), *Save Changes*. Type in
Contact Information: phones and email addresses. Type in all details of the Description of Services:
deliverables, payment sections /schedules *Save Changes*
The last signature block will adhere to the same Docu-Sign policy as above. Just manually complete the
“Title:” field the same as above in 15.3.
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My
Tri-C
Contracts
Customizing the actual PSA template and SOW continued:
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Independent Contractor Form after the SOW -
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Also if you have Attachments to include with the contract; underneath Document Management >
If you have received approval from the PSA Questionnaire Process (A database will
signify if this is definitely an independent contractor) then type in the independent contractor’s name in Step 1. Click *Save Changes*. If you
don’t have the questionnaire or don’t know; go to the questionnaire in the sharepoint site. In the “Getting it Done” box in My Work Tools. If you
know for sure that the firm is a Corporation, Incorporated or an LLC (such as Oracle or Ellucian) – type in Not Applicable in the Name field in the
Step 1 box and click *Save Changes*, click Check in , then close.
1. Click on Attachments
2. Click on All attachments
3. Click Upload
4. Click +Add Files
5. Then select the file in your h drive or whatever drive and then click open
6. Click Start Upload
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Attachment is now added , and you can add as many as you like!
You can go into Print Mgmt and set the order/print flow you would like the attachments to print out in.
If you had no Attachments – you are done creating the PSA Agreement!
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My Tri-C Contracts
Now that your Contract is done – What do you want to do with it ??
• Route it to the supplier for redlines/edits first ??
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Then use Word IO function under Document Management to export it to a supplier (see Page 20) of this hand-out to see the
detailed instructions on how to send to a supplier.
Route it to Internal department folks or to Legal/ SMS for their input and redlines to the
agreement ?
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Click on Respond to Workflow
Then click on Forward
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Function and send it to someone for their edits and return. You can only Forward to One person at a time;
this is important because multiple edits can overwrite each other and unintentionally
can mess up the document legally. Also – audit tracking gets messed up that way as well.
The above two options are all part of the Edit Mode / Draft Mode. Your document can and will stay in the Edit Mode until you are sure all
final edits/redlines are complete and have all been communicated and accepted – then and only then is it ready to be “Released” or
“Launched for Final Signatures / Approvals” – hard work flow.
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My Tri-C Contracts
Recommended Process for an Edit Mode Contract Prior to Releasing the Contract
for Approval/ Signature workflow:
• Send out to the contract to the supplier initially with our PSA template and the
beginnings of a solid SOW
• Send to 3 – 6 internal dept people, in order of hierarchy, with highest ranking going last
• Send to other depts that might need to review: IT (Standish Stewart), Supplier Managed
Service (Leitson), Legal (Doajo Hicks), and/or Risk Mgmt (Marvin Richards)
• Send final to Supplier – with confirmation
• Send final to Department Head or BUL Informal Approver – so they can send note and
say Approved.
This is part of the regular, process today – it will now be done so that you can have more
tracking of the document and of the reviewer for audit trail purposes.
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My Tri-C Contracts
Releasing a document into Approval/Signature workflow:
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Select the Magnifying Glass for the Contract Number you would like to release
Then on the left side scroll bar –above the Contract Number – scroll over Respond to Workflow
*Before you do this, make sure when you click View Contract and the header pops up – that you have the Electronic
Signature email address for Sequence 1 filled out with the proper person’s email and there First and Last Name and the req number is
filled in in the optional section.
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Click Release
It will route to the following people in this order:
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SMS Director (Leitson) - for one last quick check for accuracy/completeness
BUL - the name you selected on the header for the BUL Approver
They will get an email stating they have a Contract to Approve, it will give them Contract No & description of contract
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SMS Director - this is the actual Purchasing Contractual review
Legal Approver – Legal review and approval
Supplier Email for signature in Docusign for eSignature
Finance (Abouserhal) email for his electronic eSignature
Contract Administrator (Nycz) – then marks for final “Fully Executed Status” and the PO is finished.
Once “released” for Approvals/Signature – it can only be approved or rejected --- No Edits allowed
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My Tri-C contracts workflow
• Buy Side – Expense Contracts
EDIT:
BU Contract
Manager
creates
contract
EDIT:
Purchasing
Review
APPROVE:
APPROVE:
APPROVE:
BUL
SMS Director
Legal
SIGNATURES:
SMS Director
/ Purchasing
FULLY
EXECUTED
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My Tri-C Contracts
How to Send / Receive a Contract with a Supplier
Sending out to a Supplier
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Go to Contracts => Click Find Contracts, and locate the Contract Number => Click on Magnifying glass to view the
contract.
On the Left side of the page; Under Doc Management => Click on Word IO and wait
On Word IO Page:
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On Operation: the Export bullet should be selected.
On Export to: the Email bullet should be selected, and then the Email address box should be blank, initially, until you FILL IN YOUR EMAIL ADDRESS
@Tri-C in the blank email address box. ALWAYS!
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Click GO button, then hit Refresh – F5 button and wait …
Still in Word IO, under Status, watch for it to update to say Export Complete, in about 5 minutes. Then you will get
a new email in your email inbox saying that you had a contract that was Exported Successfully.
Open the email and click your Forward button. Now type in the Supplier’s email address in the To: column. Delete
the older header info, about 4 lines, from the previous email so it does not confuse the supplier. Personalize the
email to the supplier, for ex. add in the body of the email at the top “Dear Tom” and don’t forget to add your phone
number somewhere in the body of the email, so if the supplier has questions about the contract or SOW he has a
number to talk with someone. Click SEND.
*Remember to follow up on the supplier so that his redlines/ changes come back to you in a timely manner.*
Receiving a Contract back from a Supplier – and uploading back it Tri-C Contracts
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Take the file from the supplier and save it to your H: drive so you know where it is.
Sign on to My Tri-C Contracts: Go to Contracts => Click Find Contracts and once you find the Contract No. Click the
Magnifying Glass so contract opens up.
On the left side, under Document Management => Click Word IO and wait.
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My Tri-C Contracts
How to Send / Receive a Contract with a Supplier continued:
Receiving a Contract back from a Supplier – and uploading back into Tri-C Contracts
• Since this had been sent out previously when Word IO opens up it should have the following settings:
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Operation: the Import bullet should be selected.
Import From: the box should be selected for Email, and the Email address box should be filled in with your work email address @Tri-C. !ALWAYS!
Click Browse and select the Contract file you saved earlier in your H: drive => Click Open.
Click the GO button, Refresh the page by pressing F5 and wait…
The status will change to Import Complete, and then you can close out. You have successfully imported a
document from a supplier and you will receive a confirming email!!
Now to view the document from the supplier and then figure out which edits you will accept and/or reject, go back
into Document Management => Click Main document to view it, and Click Check Out; click the icon to the left of
the red flag, in View called View InLine Redlining button. Accept or reject each edit – see next slide on how to
accept /reject edits.
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My Tri-C Contracts
How to Review – Accept/Reject Edits when they are Returned to you:
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Go to Home => Dashboard => View My Tasks box in left upper corner.
In the View my Tasks; Click on Review Document
Locate the Contract from the list then Click View
Then under Doc Mgmt – click Main document and wait for it to pop up
Click the View tab=> Click Check Out, then to the left of the red flag icon , Click the icon called View InLine
Redlining.
Go to the Bottom view, Click in the upper left hand corner of the bottom view – the arrow –to move forward to the
first edit for review. Once the first highlighted edit is displayed, click on the actual wording of the edit in green –
once you click on the actual words of the edit another box should pop up with choices. You will want to either
Accept wording in text or Reject wording in text – the top two choices – select one.
Click arrow again – so it forwards you to go to the Next Change/ Next Edit
Click on the words/on the edit - and then either accept or reject….
Click arrow for Next Edit/ Next Change…. Keep repeating
When done with all edits – then click in the left corner of the bottom view – right next to the Red X – to the right of
that – is a sheet of paper icon – titled Apply all redlines – click it and then click OK . You are basically saying yes – it
is OK to apply the edits that you had just accepted and rejected to the contract. If you do not click this – it won’t
apply the decisions you made and they will not take effect – so it is important to click this.
Click Save, click Check In – very important, click Close --- You are done with accepting returned redlines !
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My Tri-C Contracts
PSA – How to create a 2nd or 3rd SOW to an active PSA Agreement
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Grab some data first. You will need to have the full contract number that you are adding on a second sow to, you
will need to know the start date and end date of the Original Contract– your new add’l SOW must be between
those dates – or it won’t take it. You will also need to know the current total value of the existing Parent Contract
to-date and then of course the new total with your new SOW dollars.
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In dashboard – in “shortcuts” –click on the type of agreement – Professional Service Agreement
In the header main section– Primary Template Box you can click either– PSA agreement, PSA Shell, or
Statement of Work (SOW).
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85% of the time – you are selecting PSA Agreement and using the Tri-C Template
5% of the time – you are selecting PSA Shell because you are Importing a custom document from an external
source
10% of the time – you are selecting Statement of Work (SOW) – this is when you are adding on an add’l
SOW to an existing PSA **(Select this option)**
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Once you select the SOW in the Template box -- it will send you down further in the header to the box called
Parent Contract ID box – type in the TriCFY14xxx number into the box or select it as you are typing it in. You are
only allowed to add a second/third SOW to a original contract that is labeled “fully executed”. Why would you be
adding a second SOW to a contract that isn’t executed ?? If it is not fully executed – or released - -then that would
tell you there is a draft floating around and you could update the draft before it is finalized. That is the logic.
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Then do all the regular Completion of the Header – the required section, the e signature section, the optional
section before you hit Save. A few things to note when filling out the Header on an Additional / Second SOW:
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The Annual Fiscal Dollars box should be equivalent to the dollar amount for just the new SOW.
The Dollar Value of the Total Contract box should be equivalent to the total dollars of the Parent Contract to-date
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plus the new dollars – to get to the new total value of the total contract.
My Tri-C Contracts
PSA – How to create a 2nd or 3rd SOW to an active PSA Agreement continued:
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Make sure the start dates and end dates of the second SOW are within the dates of the original Parent. If Parent
contract starts on 7/1/13 and ends on 6/30/14. Then Sow 2 might be start date of 9/1/13 and end date on
12/20/13, SOW 3 might have start date of 1/1/14 and end date of 5/15/14.
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Once Header is complete and you Click Save and get the New contract Number assigned to the Second SOW – go
into Doc Management, then click Main doc -- wait for the SOW to pop up.
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Click Check out and continue to Save along the way.
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Finish filling out the SOW with all the deliverables, action items, compensation plan, and all the details . * Save*
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Then fill in the signature names – Always Mike Abouserhal for the College signature as well as the Treasurer Cert of
funds Signature and the correct Name and Title for the supplier side. Do Not forget to put the date on it –very
important. *Save*
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Make sure you Check IN and Save
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If you are done with the SOW – just like creating a contract – what do you want to do next – route it for final
signatures and release –or send it out internally or externally for edits ?
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If you Click on “Contract Family” on that left scrollbar – several lines up from Doc Mgmt --- when you are in the
New SOW contract – it will show you the parent contract it is linked to.
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My Tri-C Contracts
How to create an Amendment for a Contract
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Click on magnifying class for the Contract, Look in the Left Hand vertical scroll bar, above the Contract No.
click on Operation – then click Create Amendment.
The contract header pops up from the original contract, filled in with the original data, override and fill in
new information where applicable for the amendment and leave the old information as appropriate.
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Update the Contact info, Put in new Description information for the revision/amendment, New Dollars if this
is a revision that adds dollars - -if it does not add dollars – then do not change, usually do not need to
changes dates, New req number is required if you are adding dollars with the amendment – Click SAVE.
It now becomes Original Contract Number, Revision 1
Under Main Document; Click View and make your edits to the agreement. Whether to the paragraphs or
to the SOW and then Click Save => Check In => when done => Click Close
Click Main Document, again, and this time after the doc pops up click the Picture of the Printer. Right
underneath the Edit button, Click Advanced Print Preview Options , and wait…
Print Preview Box will pop up under Preview Type, and you will select Supplement Document => Click
Prepare Document. It may ask you If you want to open document at the bottom => Click Open.
The Amendment form pops up on Screen, review it, print it out or not – X out – close out.
Close Print Preview Box and Close again .
If you are done and happy with the Amendment / Revision – then your next steps are to either
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a) go to Word IO to send it out, Export it to the supplier to review or
b) Go to Respond to Workflow and Release to click it for Approval / Signature Routings because you feel the changes do not need to be
reviewed by the supplier.
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My Tri-C Contracts
Searching for a Document
Click Contracts => Find contract – at top of page select or type in boxes the contract
mgr name or status or supplier name (Second party ) etc.. and click Search … to
clear => Hit Restore.
*The edit tab allows you to select a different search /sort …
*If a document is confidential – it will not appear anywhere unless you are on the
control list
*All documents will appear – new and old ones, old ones will be listed as HIST
XXXX. We brought over about 100 historical documents.
Questions on daily reports / reports in general – direct to Steve Hilbert.
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My Tri-C Contracts
Creating an Entertainment / Speaker Agreement
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On the Dashboard in Shortcuts => Click the Type of Agreement =>
Entertainment/Speaker Agreement
In the header main section, in the Primary Template Box you can choose either–
Entertainment/ Speaker Agreement or Entertainment- Speaker Shell Agreement.
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85% of the time – you are selecting Entertainment-Speaker Agreement and using the Tri-C Template
15% of the time – you are selecting Ent-Speaker Shell because you are Importing a custom document from
an external source. If you are doing a shell – after you complete the header you will need to import/upload
the custom document – call C. Leitson for instructions.
All the boxes in the Required section require information
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Vendor – start typing the name
Contact Person – for the contract, who you are working with for redlines or for developing the SOW
Title - of contact person – at least dept or guess at title
Description – of Entertainment – Speaker work - (Musician, dancers, Speaker for the day at event, etc.)
Dollars – Two fields- one for the dollars anticipated to be spent in the Fiscal Year and one for the estimation
of the total contract value / total spend for multiple years.
If your Agreement is for one year only => then both dollars amounts in the boxes will be the same.
If it is a multi year Agreement => then one box is for just current Fiscal yr and other box is for the total spend for
the life of the Agreement.
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Dates – make sure you are realistic on the start date – go out at least 2 – 3 weeks for processing time.
Signatures – always default to electronic
BUL Approver – this is normally the person/BUL who was signing the PSA previously when it was manual
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My Tri-C Contracts
Creating an Entertainment-Speaker agreement continued:
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BUL Approver- This is usually the person whose budget is being charged against for the project work
and is also usually the person who will be making sure the work from the Agreement is happening
properly and the deliverables are all being met. If there are 2 people who are BULs, it is possible to
have one done informally in the edit mode and one done formally thru this box. This is intended to be
the department and the department leader’s choice / philosophy.
•
E-signature Block Section –
Click the “+” and a box opens up – fill in the name and email address for the supplier that will be signing the
agreement. Select in the box to the right called the “sequence” the number 1. (always select No. 1 for the firm)
Click the “+” and a box opens up, this time fill in Mike Abouserhal’s name and [email protected] as long as
the PSA is under $200K, If over $ 200K – then type in [email protected]. Type in the Number “2” in the
sequence box – always.
If you do not have the email address for the actual person signing for the supplier company, you can still proceed and can come back
later to update that. If you forget and launch it later – it will error out eventually and return to you.
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Optional Contract Info Section –
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Requisition Box – please type in the requisition number that will go with this PSA (same from previous process)
Confidential Box – Typically only Capital/Construction use this plus a few sensitive contracts in the College. This can be very
tricky – so if you use this option – talk to Cindy Leitson first.
Parent Contract Box - If this is a second or third SOW – select here the Original PSA Number (fully executed doc)
Renewal / Expiration Notices – let the defaults stay as set or if blank type in 120 or 150
Hit Save --- and it will then Assign a Contract Number !!!!
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My Tri-C Contracts
Creating an Ent-Speaker Agmt – Customizing the Actual Template
So, the Contract Header is completed as well as a Contract Number is assigned, now you
need to finish off the final contract details in the Main Document / Template and attach any
set-up details/exhibits that are important.
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Click either on the Home dashboard page or Find Contract
Once you locate the Contract number => Click the Magnifying Glass for that contract to open
On the left hand side of the page => Click Document Management => Main document and wait for the
Entertainment-Speaker Agreement to open up on your screen
Click View => Click the little Red flag and wait…
Click Check-Out from the bottom remember to save changes along the way often
Update ensemble members, performance dates, times, locations etc….
Click Save
Go to Section with Signature Block – Type in Title for Tri-C (this should always be Mike Abouserhal for Tri-C
because he is a Financial Officer (VP, Finance )of the College. Type in Supplier Title for the supplier company
who is signing the contract. Both titles should Not be on the line, but should float above the title line so as
not to mess up the Docusign formulas.
Click Save
Go to Treasurer Certification => Type In Mike Abouserhal name always in print name/type in date.
Click Save
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My Tri-C Contracts
Customizing the actual Entertainment-Speaker Agmt continued:
•
If you also have attachments to include with the contract; then underneath Document Management
=> click Attachments . If you have no attachments you are done creating the Entertainment -Speaker
Agreement !
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For Attachments: Click Attachments under Document Management
Click All Attachments
• Click Upload
• Click +Add Files
• Then select the file in your H: drive or whatever drive and then click Open
• Click Start Upload
See slide 15 for screenshots of this
Attachment is now added, and you can add as many as you like !
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You can go into Print Management, and set the order/print flow you would like the attachments to
print out in.
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My Tri-C Contracts
Creating a Revenue Agreement
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On the Dashboard in Shortcuts => Click the Type of Agreement => Revenue
Agreement
In the header main section, in the Primary Template Box the Revenue Training
Onsite Offsite Agreement should be visible in the box.
All the boxes in the Required section require information.
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Customer – start typing the name
External Contact Person – for the contract, who from the customer firm you are working with for
redlines or for developing the training contract.
Title - of external contact person – (when not sure – type in “Executive”).
Description – briefly, under 50 characters describe type of training contract (i.e. Lean training, or
Leadership workshop training, etc…)
Dollars – Two fields- One for the revenue anticipated/forecasted in the current fiscal year and one
for revenue anticipated over multiple years (if multi year agreement, If only a one year or less than
one year agreement – revenue should be the same number in both boxes)
If your Agreement is for one year only => then both dollars amounts in the boxes will be the same.
If it is a multi year Agreement => then one box is for just current Fiscal yr and other box is for the
total revenue for the life of the Agreement.
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Dates – make sure you are realistic on the start date – go out at least 2 – 3 weeks for processing
time. If the training is on Nov 10th – then the start date would be 11/1 and the end date could be
11/30.
Signature Type – always default to electronic
BUL Approver – is usually the VP or EVP who approves revenue agreements in your organization.
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My Tri-C Contracts
Creating a Revenue Agreement continued:
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E-signature Block Section –
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Click the “+” and a box opens up – fill in the name and email address for the Customer that will be signing the
agreement. Select in the box to the right called the “sequence” the number 1. (always select No. 1 for the firm)
Click the “+” and a box opens up, this time fill in Tri-C VP or EVP name and email for who is approving this
revenue agreement (i.e. Robert Peterson for Corp College or Michael Bankey or Susan Muha for Workforce)
Type in the Number “2” in the sequence box – always.
If you do not have the email address for the actual person signing for the customer company, you can still proceed and can come
back later to update that. If you forget and launch it later – it will error out eventually and return to you.
Optional Contract Info Section –
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Confidential Box – Typically only Capital/Construction use this plus a few sensitive contracts in the College. This can be very
tricky – so if you use this option – talk to Cindy Leitson first.
Parent Contract Box - If there is a master agreement to refer to.
Renewal / Expiration Notices – let the defaults stay as set or if blank type in 30 or 60.
Hit Save --- and it will then Assign a Contract Number !!!!
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My Tri-C Contracts
Creating a Revenue Agreement – Customizing the Actual Template
•
So, the Contract Header is completed as well as a Contract Number is assigned, now you need to
finish off the final contract details in the Main Document / Template and attach any set-up
details/exhibits that are important.
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Click either on the Home dashboard page or Find Contract
Once you locate the Contract number => Click the Magnifying Glass for that contract to open
On the left hand side of the page => Click Document Management => Main document and wait for the
Revenue Training Agreement to open up on your screen
Click View => Click the little Red flag and wait…
Click Check-Out from the bottom remember to save changes along the way often
Update all the boxes for Type of Class/Training/Service, CRN Number, Dates, Times, Cost, Maximum
number of participants, billing information, org info and expenses if any, etc….
Click Save
Section 4 – Off-site or On-site training or both and the corresponding correct legal template depending on
whether the training is off-site or on-site. In the upper left corner, the icon directly to the right of the
printer icon, looks like a spreadsheet – click the arrow of that, then click the second option “Questionnaire”.
After you click on questionnaire – click the best answer for your training: onsite, offsite or both; Save / OK,
X out of questionnaire.
Go to Section with Signature Block – Type in Title for Tri-C VP or EVP(the person who approves the revenue
agreement). Type in the Title for the Customer company who is signing the contract. Both titles should Not
be on the line, but should float above the title line so as not to mess up the Docusign formulas. If you are
unsure of the Customer Title – just Type in “Executive”.
Click Save, click Check-in, and then Close.
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My Tri-C Contracts
Customizing the Actual Revenue Agmt continued:
•
If you also have attachments to include with the contract; then underneath Document Management => click
Attachments . If you have no attachments you are done creating the Entertainment -Speaker Agreement !
Attachments are viewed/visible to Both Tri-C and the Customer – always.
•
•
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For Attachments: Click Attachments under Document Management
Click All Attachments
• Click Upload
• Click +Add Files
• Then select the file in your H: drive or whatever drive and then click Open
• Click Start Upload
– See slide 15 for screenshots of this
Attachment is now added, and you can add as many as you like !
•
You can go into Print Management, and set the order/print flow you would like the attachments to print out in.
•
For adding a reference document for Internal Tri-C staff only:
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My Tri-C Contracts
How to Approve as a BUL Approver on a Contract:
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You will receive an email saying that you have a contract to approve => click the Link in the email.
Sign in to the site: Capital S and then Snumber, (make sure num lock is off), Password the first time
is Snumber0713. After you get in – upper right corner to change your password.
Click on the Home/Dashboard page, then go into View my Tasks box
Look for Approve Documents in your View my Task Box=> Click Approve Documents
Then select the Contract you would like to approve => Click View on the left
If you want to review it first, under Document Management => Click Main Document and wait…
Read/ Review – at this point – you are in Read Only Mode – no changes can be made.
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If you find you have changes , then you must Reject it --- takes it back to the originator and you will
have to explain why in the notes
If you would like one add’l person to review/approve – use Forward function and wait for return,
they can only return it to you.
If you would like to Approve then ….
Close / X Out of read only document, then back on the Left scroll toolbar, above the Contract
number itself – is the “Respond to Workflow” Box – choose the function –in this case Click Approve
Click approve again, wait, then you can log-off if done.
When you are rejecting or forwarding – it will require a Reason in the Note box
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My Tri-C Contracts
QUESTIONS ??
Email:
[email protected]
[email protected]
[email protected]
36
My Tri-C contracts workflow
• Revenue Neutral, Construction, & Sales
EDIT:
BU Contract
Manager
creates
contract
APPROVE:
APPROVE:
BUL
Legal
SIGNATURES:
BU Contract
Manager
FULLY
EXECUTED
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