Contracts Administration - Drexel University

Contracts Administration

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Breakthrough Medicine.

Contract Management

Design, Writing, Photography, and Editing by Mary M. TwiggContracts CoordinatorCarle Foundation Hospital

Published by Carle Foundation Hospital611 West ParkUrbana, Illinois 61801www.carle.com

Copyright 2009 by Carle Foundation Hospital, Urbana, Illinois

No part of this publication can be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher.

How to Use this Manual

This manual is written for individuals who enterdata or run reports in the Ntracts database; basicdata entry skills are assumed.

Reference, instructional, and procedural informa-tion is included in this manual.

Chapter 1Entering Data in Ntracts - Style GuidesProcedural chapter that describes the data entryproject, and includes style guides for the NtractsContract Record Name and electronic documents.

Chapter 2Entering Data in a Contract Record - Short Form (Phase I)Step-by-step instructional chapter that indicateswhat data is entered in the form fields.

Chapter 3Entering Data in a Contract Record - Long Form (Phase II)Step-by-step instructional chapter that indicateswhat data is entered in the form fields.

Chapter 4Searching for ContractsReference chapter that explains criteria, parameters,filtering, and sorting.

Chapter 5Creating and Generating ReportsReference and procedural chapter that lists thecontract reports and their distribution procedures.

Chapter 6Understanding Ntracts Record FieldsReference chapter that names and defines the data fields in the Contract Record.

Chapter 7Implementing Processes and ProceduresProcedural chapter that explains the businessprocess steps associated with each data entry fielddefined in Chapters 2 and 3.

Chapter 1

Entering Data in Ntracts - Style Guides

2 Chapter 1 Contract Record Data Entry

Entering Data in Ntracts - Background

Long-form data entry in Ntracts requires the population of 22 data fields. To populatethe data, the document(s) need to be organized, accurate and current status deter-mined (active or dead), term and termination dates, name of the contract owner,names and contact information for responsible parties, and data for various othersfields. Additionally, the document(s) need to be scanned and loaded on the system.Average data entry time is four to six hours per contract file.

Obtaining accurate information for the 22 data fields can require time-consumingresearch (phone calls, e-mails, etc.) and follow-up. Therefore, Contracts Administra-tion has divided the data entry into two phases.

Phase III data entry of dead contracts (needed - because some contracts are later renewed and we need full history). Also helps to know details of previous businessarrangements with vendors (price, dates of services, etc.).

Phase IV would be an insurance audit on the Ntracts active contracts as well as anaudit of the contract owners.

Shor t Form (Phase I )

Long Form (Phase I I )

Only mandatory fields are entered. The information gleaned from the record is the contract name, department, owner, and a scan of the document(s).

After Phase I, where each file was given an Ntracts number and a scan of the document entered, Phase II will fill in the detail(s) of the contracts.

The contract start date for all short form records is the effective date of the first contract in the file. If the effective date cannot be quickly determined, then the state date will be the signature date of the contract.

Phase II (a) is the contract analysis stage. First, a determination will be made if the contract is active or dead. If it is active it will be analyzed and the data populated at that time. If it is dead, the data will be entered later, after all the active contracts are completed.

The contract status for all short form records will be TBD - To be determined. This status allows us to analyze the contract at a later date and determine if it is active or dead.

Phase II (b) is the contract data entry for the active contracts.

Ntracts Contract Tracking System 3

Style Guide for Contract Record Names Carle has a robust number of entities, locations, document types, and services. Inorder to make the database easier to search, we use a standard naming convention.The major components of the contract name are separated by a space, hyphen charac-ter, and another space. Ntracts records are like a bucket where we store multiple doc-uments for the same record; the record name is broader than the electronic file name.

Carle’s file naming convention is based on the contract title and first paragraph inthe contract document. The acronym of the Carle entity (or entities) engaging inthe contract is always listed first (in the order of the opening paragraph), followedby the vendor or outside party name, and additional information as shown in theexamples below. Discriminants are enclosed in brackets. A discriminant is anindicator such as location (for example, [Mattoon]) that helps clarify a contract’sname and make it distinct from similar editions.

Affiliation Agreements

(Carle Entity) - (School Name) - (Affiliation Agreement): (Name of Program) ([Location])**

** Use discriminate if the university has more than one location

Example: CF - Ohio Northern University - Affiliation Agreement: Pharmacy Program [Ada, OH]

Corporate Documents

(Carle Entity) - (Corporate Entity Spelled Out) - Corporate Documents

Example: CRIMCO - Carle Risk Management Company - Corporate Documents

Human Resources / Independent Contractor Contracts

(Carle Entity) - (Last Name, First Name) [aka] - Independent Contractor - HR

Example: CRCI dba Windsor - Molnar, Don [State Street Strutters] - Independent Contractor - HR

Intra-Organizational Agreements

(Carle Entity) - (Party 2) - (Party 3, if any) - (Type of Agreement)** - (Contract Name) - ([Discriminant])**

Example: CFH - CCA - MSA - Ex. A - Term Sheet: Advertising and Marketing Communications [AMC]

CFH - CCA - MSA - Ex. A-17 - Utilities, Housekeeping, Repairs [PT Rantoul]


(Property) Lease and Sublease Documents (Carle does not own)

Lease - (Street Address [Town]) - (Carle Entity) - (Party2) - (Contract Name)

Example: Lease - 221 N. Broadway [Urbana] - CF - First Busey Trust [Timpone] - Commercial Lease

(Lease Category in Ntracts)

(Property) Lease and Sublease Documents (Carle owns)

(PIN) - Lease - (Street Address [Town]) - (Carle Entity) - (Party2) (Contract Name)

Example: 412001351033 - Lease - 819 Bloomington Road [Champaign] - CFH - Francis Nelson Health Center - Lease Agreement

(Lease Category in Ntracts)(Property) Purchase and Sale Documents (Carle owns)

(PIN) - <Transaction Type> - (Address [City]) - (Carle Entity) - (Other Party) - (Year of Transaction)

Example: 462028100008 - Property - Windsor Road [Champaign] - CF - Regency Consolidated

(Real Estate Category in Ntracts)

See separate style guide and instructions for Property files - especially transaction type.

Vendor Agreements

(Carle Entity) - (Party2) - (Name of Agreement) or (Name of Agreement) with BAA

Example: CFH - Together with Baby LLC - Product Agreement CFH - Benefits Planning Consultants [BPC] - Cobra Fee Schedule with BAA

Electronic FilesElectronic scans of Carle contracts and documents are stored in Microsoft SharePointdirectories on the Contracts Administration SharePoint Web site.

There are several key directories including Master Directory of Final Executed Docu-ments, with the subfolders Entered on Ntracts and For Ntracts Entry.

The Entered on Ntracts directory contains the files already entered on Ntracts, these electronic scans are prefixed with the corresponding Ntracts number. The For Ntracts Entry contains the files in queue to be entered on Ntracts. When you scan new documents, save your files to this directory using the standard naming convention for the electronic files. Leases and Research contracts have a separate directory in SharePoint.


Style Guide for Electronic Files (Scans)The contract record name in Ntracts contains hyphens to facilitate easier reading ofthe parties and title(s), these hyphens are not used in the electronic names. Addition-ally, the record name style is less detailed than the actual electronic file name.

Electronic files associated with an Ntracts record have a similar, though slightly dif-ferent, naming convention. The electronic file has a prefix (Ntracts record number)and suffix (year the document executed). Prefixes are not used for Corporate Docu-ments.

When naming electronic scans:

• Do not use hyphens or special characters in the electronic file name. Use brackets only when needed to make a specific distinction [Location].

• Add the Ntracts record number and an underscore to the prefix. If you are scan-ning a document that is not yet (or will not immediately be entered on Ntracts) leave the Ntracts pre-fix off the electronic name.

• In the suffix, include the year the document executed, and for Inter-orgs use the CYyy and FYyy designation as appropriate.

• Keep file names to less than 60 characters and use standard abbreviations for Carle entities and document accroymns.

Affiliation Agreements

(N###)_(Carle Entity) (School Name) (Affiliation Agreement) (Name of Program) ([Location])** (Year executed)

Example: N200_CF Ohio Northern University Affiliation Agreement Pharmacy Program [Ada, OH] 2008

Corporate Documents

(Carle Entity) (Name of Document) (Year of Execution)

Example: CRIMCO SOS Annual Report 2008

Human Resources /Independent Contractor Contracts

(N###)_(Carle Entity) (Last Name, First Name) [aka] ICHR (Date of Performance)

Example: N201_CRCI dba Windsor Molnar Don [State Street Strutters] IC 05222011

Inter-Organizational Agreements

(N###)_(Carle Entity) (Party2) (Party3 if any) (Type of Agreement)** (Contract Name) ([Discriminant]) (CY or FY year)

Example: N202_CFH CCA MSA Ex A Advertising and Marketing Communications


[AMC] FY09

CFH CCA MSA Ex A17 Utilities Housekeeping Repairs [PT Rantoul] CY08

** Use appropriate type (MSA, MSSSA, etc.)

(Property) Lease and Sublease Documents (Carle does not own)

(N###)_Lease (Street Address [Town]) (Carle Entity) (Party2) (Contract Name) (Year executed)

Example: Lease 221 N Broadway [Urbana] CF First Busey Trust [Timpone] Commercial Lease 2008

(Property) Purchase, Sale, and Lease Documents (Carle owns)

(N###)_(PIN) (Transaction Type) (Address) (City) (CF Entity) (Other Party) (Document Name) (Year of Purchase/Sale)

Example: 462028100008 REP 200 Windsor Road [Champaign] CF Regency Consolidated Real Estate Purchase Agreement 2006

See other property instructions.

Vendor Agreements

(N###)_(Carle Entity) (Party2) (Name of Agreement) or (Name of Agreement) with BAA (Year executed)

Example: N2003_CFH Together with Baby LLC Product Agreement 2008 N2004_CFH Benefits Planning Consultants [BPC] Cobra Fee Schedule with BAA2005

Hard-copy FilesActive, hard-copy files are kept in the permanent file cabinets in Contracts Adminis-tration. Terminated contracts are placed in archive boxes, by year of termination. Recordretention policies are for 10 years, post-termination. Terminated Inter-Organiza-tional contracts are in a separate box. Some files are excessively large, and duringNtracts entry have been split out to "Correspondence" files and “Contract” files. Cor-respondence files are in archive boxes by Ntracts number, and are crossed referencedin the Contract file.

File folder colors are as follows:

• Manila - Vendors and all non-specialized contracts

• Red - Inter-organizational contracts

• Green - Physicians


• Yellow - Medical Directors

Label colors are as follows:

• Red - Regular contract (no BAA)

• Blue - Contract contains a BAA

Chapter 2

Entering Data in a Contract Record - Short Form (Phase I)


Contract Record Overview

The Contract Record Form is where you enter the contract details in Ntracts. For shortform data entry, information is gathered only from the physical file folder. Only datafor the mandatory fields (name, organization, department, start date, status, andowner) is entered, along with the contract scans (if the file has more than three docu-ments, the scans will be added later).

Note that the other party information, compensation, and contract details such asterm and termination is not included with the short form entry. This information willbe added later, during Phase II. Also note that the status for all short form entries isTBD - To be determined, and the start date is 1/1/1900, if unknown. This fake informa-tion will be replaced with correct information in Phase II.

After completing the basic (short form) data entry, the Contract Record Summary dis-plays as shown in Figure 2a.

Figure 2a. [Short Form] Contract Record Summary

11 Chapter 2 Entering Data in Ntracts - Short Form (Phase I)

Entering New [Short Form] ContractsThe steps below are listed in the recommended order for populating a short form con-tract record (for full data entry, see instructions in Chapter 3). You will populateinformation only on the Record Details, Datasheet, and Documents tabs. The first eightfields are required to save the information and receive an Ntracts Record Number.

Creating and Entering New Records1. Log on to the Ntracts system.

The Home (Search) page displays.

2. Select the Contract Records view from the navigation menu.

The Contract Record Search view displays, as shown in Figure 2b.

Figure 2b. Contract Record Search

3. Press the New Contract Record button (upper right), as shown in Figure 2c.

Figure 2c. New Contract Record Icon

A new [blank] contract record displays, as shown in Figure 2d.

Figure 2d. New Contract Record


Entering Data on the Record Details Tab

1. Do not enter data in the Contract Record Number field. The field displays the nextautomatically generated record after the record is saved (see Step 13 below).

2. Enter the contract name in the Contract Name field using Carle’s standardizedcontract naming convention, as shown in Figure 2e.

Figure 2e. Contract Name Field

See the Style Guide for Contract Record Names in Chapter 1 for procedures.

3. Do not enter information in the Contract Description field. This information will be filled in later, on the second round [complete] data entry.

4. Select the primary contract party from the Organization field drop-down list.

The primary party is the first Carle entity listed in the first paragraph of the con-tract (which also matches the contract name in Step 2 above).

5. Select the Carle department that owns the contract from the Security Departmentfield drop-down list.

The values displayed in the Security Department field are based on a unique list foreach Carle entity and is driven by the value selected in Step 4 above.

6. Enter mm/dd/yyyy as the contract starting date in the Commencement Date field.

Enter the effective date of the first contract in the file. See term and terminationsection of the contract, or the effective date in paragraph one - if any.

7. Select the TBD - To be determined status from the Contract Status field drop-down list.

Valid TBD value:

8. Skip the Categories field drop-down list at this time.

9. Skip the Contract Closed field at this time.

10. Skip the Authority to Close field at this time.

11. Skip the Closed Comment field at this time.

Value Def in i t ion

TBD To be determined. Contract status will be determined on the second round of data entry, when all the correct contract details will be entered.


12. Enter Contracts Administration in the Where Contract Resides field.

The contracts will be filed back in the drawer until they can be reviewed and thedetails analyzed for data entry.

13. Click on the Save button (upper right corner), as shown in Figure 2f.

Figure 2f. Contract Record Update Commands

Ntracts automatically generates a record number using the next available sequen-tial number. Notate this number on the upper left corner of the file folder.

You have now completed the Record Details tab.

Entering Data on the Datasheet TabThe only data to be entered on the Datasheet tab at this time is the contract owner’sname. All other information (parties, termination date, compensation, etc.) will bedetermined later and entered at that time.

1. Click on the Add Responsible Party command to add the contract owner name, asshown in Figure 2g.

Figure 2g. Add Responsible Party Command

The Search Address Book - Web Page Dialog box displays as shown in Figure 2h.

Figure 2h. Search Address Book - Web Page Dialog

Every contract must have a person designated as the Responsible Party. This per-son is the contract owner and will receive Action e-mail from the Ntracts system.

2. Select the Individual tab and enter appropriate search criteria in the Last NameStarts With field, then click on the Search command.

The Search Results view displays a list of matching criteria, if any.


3. Select an individual from the list of values in the Search Results view.

The Search Address Book - Web Page Dialog box displays as shown in Figure 2i.

Figure 2i. Search Address Book - Web Page Dialog

4. Select the appropriate value from the Type field drop-down list.

Valid values include:

5. Click on the Add command.

The selected party name displays in the Responsible Parties section, as shown inFigure 2j.

Figure 2j. Responsible Parties Section

You have now completed the Datasheet tab.


ApprovalRequired

The individual selected must approve the contract before it is sent for signature. Typically, this designation is only used if special approval is required.

ResponsibleParty

The individual selected is the contract owner and will receive notifications for contract renewal. The Responsible Party is Carle’s internal contact for questions pertaining to the contract.

Signature The individual selected must be a Vice President, or above, or other who has signatory authority.


Entering Data on the Documents Tab

You can add scans of the executed contracts, and other affiliated documents, in theAdd Documents section of the Documents tab. Documents imported into this sectiondisplay in the Record Summary view, and can be downloaded or viewed by otherNtracts users.

1. Scan the contract document(s) and name the electronic file according to Carle’sNtracts file naming convention as explained in this Chapter 1.

Save the electronic file to a directory on your shared drive so that you can uploadthe documents into Ntracts. Once per week, move the electronic documents to theSharePoint directory Entered on Ntracts folder.

2. Click on the Add Document command in the Current Documents section as shownin Figure 2k.

Figure 2k. Current Documents Section

The Add a Document -- Web Page Dialog box displays as shown in Figure 2l.

Figure 2l. Add a Document Dialog Box

3. Select the Radial Dial Button number two, next to “I would like to upload an exist-ing document.”

4. Click on the Next command.

The Upload Document -- Web Page Dialog box displays as shown in Figure 2m.

Figure 2m. Upload Document Dialog Box


5. Click on the Browse button.

The Choose File window displays.

6. Navigate to the correct folder containing the electronic document(s), then selectthe appropriate file(*) and click on the Open button.

(*) Many Ntracts records have more than one electronic file associated with them.Please load the documents in the order of the service dates; from the oldest to thenewest. When services are updated, the newest documents are added to the bot-tom of the list. A good example is Ntracts record 788.

The file name of the document to be loaded displays in the Please locate the doc-ument field.


The Documents Details window displays as shown in Figure 2n.

Figure 2n. Document Details Dialog Box

8. Enter the final signatory date of the contract in the Document Date field.

Note: The document date is typically not the effective date (unless specified in thecontract). The Document Date is the date the contract was countersigned and fully-executed.

9. Do not enter a description of the document in the Description field at this time.

10. Click on the Add Document command.

The document is loaded into the Ntracts record and the data displays in theCurrent Documents view as shown in Figure 2o.

Figure 2o. Current Documents View

11. Repeat Steps 1-10 to add all documents related to this contract record, as needed.


12. Click on the Save button (upper right corner), as shown in Figure 2f.

The Datasheet and Documents tabs are now complete and saved.

The Actions, Comments, Related Contracts, History and Lease Information tabs are notbeing populated during the short form data entry phase.

13. Click on the Close button (upper right corner), as shown in Figure 2f.

The contract record now displays in Summary View as shown in Figure 2a.

Chapter 3

Entering Data in a Contract Record - Long Form You use the Contract Record to enter contract dataand scans of associated documents. Ntracts ContractRecord is comprised of tabbed pages that helps orga-nize the data entry. These include the RecordDetails, Datasheet, Documents, Actions, Comments,Related Contracts, History, and Lease Informationtabs.

This chapter explains the step-by-step process forentering data in a Contract Record.


Contract Record Overview

The Contract Record Form is where you enter the contract details in Ntracts. Contractdata is gathered from the Routing Form, the contract, the Tracking database and otherdocumentation such as e-mail. Security permissions within Ntracts indicate whichusers have data-entry privileges. Most Ntracts users cannot enter data, but they canview record details and download documents from the Contract Record Summary asshown in Figure 3a. The Summary displays data from pre-selected fields.

Figure 3a. Contract Record Summary

21 Chapter 3 Entering Data in Ntracts - Long Form

Entering New ContractsThe steps below are listed in the recommended order for opening and populating anew contract record. The data entry form is designed along eight tabbed pages. Youdo not need to enter data sequentially, but the first eight fields are required beforeyou can save the information and receive an Ntracts Record Number.

Creating and Entering New Records1. Log on to the Ntracts system.

The Home (Search) page displays.

2. Select the Contract Records view from the navigation menu.

The Contract Record Search view displays, as shown in Figure 3b.

Figure 3b. Contract Record Search

3. Press the New Contract Record button, as shown in Figure 3c.

Figure 3c. New Contract Record Icon

A new [blank] contract record displays, as shown in Figure 3d.

Figure 3d. New Contract Record


Entering Data on the Record Details Tab

1. Do not enter data in the Contract Record Number field. The field displays the nextautomatically generated record after the record is saved (see Step 15 below).

2. Enter the contract name in the Contract Name field using Carle’s standardizedcontract naming convention, as shown in Figure 3d.

Figure 3d. Contract Name Field

Carle’s file naming convention is based on the contract title and first paragraph inthe contract document. The acronym of the Carle entity (or entities) engaging inthe contract is always listed first (in the order of the opening paragraph), followedby the vendor or outside party name, and additional information as shownbelow. Components of the naming convention are separated by a space, hyphen-ation character, and another space. The convention uses the following format forregular contracts(*):

[Carle Party 1] - [Party 2 or Vendor] - [Type of Agreement]** - [Contract Name] -[[Discriminant]]**

(*) Note that leases, property files, and research contracts use a modified namingconvention.

(**) As applicable, if the document is an Exhibit to a Master agreement.

(***) Discriminants are enclosed in brackets. A discriminant is an indicator such aslocation (for example, [Mattoon]) that helps clarify a contract’s name and make itdistinct from similar editions.

3. Enter a short contract summary in the Contract Description field. The contract summary is written in the following format: Who provides what ser-vices to whom and when. Emphasis is placed on the flow of services, especially forInter-organizational contracts. Additional summary details include the majorcontract highlights and any Exhibits or special arrangements.

Examples of contract summaries include:

Research contract summary:

CFH, CCA, and UIUC to engage in the collaborative research project,“Drug Eluting Scaffolds for Bone Regeneration.” Dr. MatthewWheeler is the Principal Investigator and Dr. Johnathan Bailey is theClinical Principal Investigator. Dr. Michael Goldwasser will assistwith surgery implantation. See Exhibit A, Statement of Work, andExhibit B, Project Budget.

The objective of the project is to develop biodegradable engineeredscaffolds that will provide controlled delivery of a designated growthfactor for maxillofacial bone regeneration. The project outcome willprovide preliminary data necessary for a NIH proposal.


4. Enter the Contracts Administration Tracking number in the Reference field. If thecontract did not undergo legal review, notate that information next to the Trackingnumber as shown in Figure 3e.

Figure 3e. Reference Field

5. Select the primary contract party from the Organization field drop-down list.

The primary party is the first Carle entity listed in the first paragraph of the con-tract (which also matches the contract name in Step 3 above).

6. Select the Carle department that owns the contract from the Security Departmentfield drop-down list.

The values displayed in the Security Department field are based on a unique list foreach Carle entity and is driven by the value selected in Step 6 above.

7. Enter the contract starting date in the Commencement Date field.

The contract starting date is the “Effective Date” or beginning “Term Date” of thecontract. This is not necessarily the date the contract was signed.

8. Select the current status from the Contract Status field drop-down list.



Active Contract has future termination date; rates and services are current. File folders with hard-copy originals are stored in Contracts Administration’s active contracts filing cabinets.

Dead Contract has past termination date; services are not active. Dead contracts are filed in archive boxes by the year the contract terminated, then by Ntracts number.

In Process For a new service, the contract is in the drafting stage. A fully-executed copy is not yet available. For an existing contract, the underlying agreement is active but the rates and/or services are currently being updated. The contract is expected to become executed within a reasonable time frame. In Process contracts are filed in a separate cabinet by Tracking number.

Postponed A contract review was initiated but the contract was never fully developed or executed. Postponed contracts are filed alphabetically in (postponed) archive boxes.

Waiting Contract development is in the queue, but is waiting further information or initial action. The contract is not currently under review. Waiting contracts are filed numerically in a separate section of the In Process contract drawer. Waiting status is used for (new service) contracts that expect to become In Process contracts within a reasonable time frame.


9. Select the appropriate value(s) from the Categories field drop-down list and pressthe Plus button to add the value to the record.

Figure 3f. Categories Field

Selected values display in a list below the Category drop-down box. To remove acategory, click on the x next to the value.

Multiple values can be selected, as shown in Figure 3f. The Inter-organizationalcategory should always be selected if CPG is involved in the contract, even if notexpressly named in the contract title.

Special categories we track for every contract are:

Bond Status - Valid values include:


Bond No Implication

The default value for all contracts unless another bond status applies. This value is used to indicate the bond status has been reviewed by Treasury.

Bond Property Exempt

Contract is related to tax-exempt bond financed property for the Obligated group.

Bond Property Taxed

Contract is related to taxed bond financed property for the Obligated group.

Bond Property Unrelated

Contract is for an individual or company providing services to Carle’s Obligated Group on its property but services are unrelated to bond financing criteria.

Bond Satellite

Contract is for services or equipment that Carle provides to external organizations at satellite locations.

Bond Services

Contract is for an individual or company providing services to Carle’s Obligated Group on Carle’s bond financed property.

Research Contract is related to Carle’s Research Institute or Clinical Trials. This category automatically is part of the bond review.


Revenue Status - Valid values are:

BAA Status:

Indicate if the contract has a BAA by choosing Business Associate Agreement.

10. Click on the HIPAA BAA Required field if the contract requires a Business Associ-ate Agreement.

A check-mark displays in the field box.

11. Enter the contract termination date in the Contract Closed field if the contract sta-tus is Dead.

This date matches the contract termination date entered in the Termination Datefield on the Datasheet tab. The purpose of the Contract Closed field is to display thetermination date in the Contract Summary view.

12. Skip the Authority to Close field for new contracts.

This field will be populated when a contract is terminated.

13. Skip the Closed Comment field for new contracts.

This field will be populated when a contract is terminated.

14. Enter an appropriate value in the Where Contract Resides field.

Appropriate values include:

Contracts Administration (Represents the main active filing drawers)

[Year] Archives (Indicate year of contract termination)

Postponed

15. Click on the Save button (upper right corner), as shown in Figure 3g.

Figure 3g. Contract Record Update Commands


RevenueExpenses

Contract cash flow is Accounts Payable from Carle.

RevenueIncome

Contract cash flow is Accounts Receivable to Carle.

RevenueNone

Contract has no monetary exchange.


Ntracts automatically generates a record number using the next available sequen-tial number. Notate this number on the upper left corner of the file folder.

You have now completed the Record Details tab.

Entering Data on the Datasheet Tab

The Carle entity that owns the contract automatically displays in Primary Party sec-tion of the Datasheet tab. This information is populated from the value selected in theOrganization field on the Record Details tab.

1. Click on the Add Primary Party command to add the second party (Vendor orInter-organization) name.

The Search Address Book - Web Page Dialog box displays, as shown in Figure 3h.

Figure 3h. Search Address Book - Web Page Dialog

2. Enter appropriate search criteria in the Organization Starts With field and click onthe Search command.

a.) Select an entity from the list of values in the Search Results view.

The Search Address Book - Web Page Dialog box displays.

Note: If the vendor or contract party name does not display in the list you willneed to add the vendor to the Address Book. See Adding Individuals and Organiza-tions to the Address Book in Chapter 1.

b.) Click on the Add command.

The selected party name displays in the Primary Parties section.

d.) Repeat as needed for each additional contract party.

The Primary Parties section of the Datasheet tab is now complete.

3. Click on the No Cause Termination? field if the contract includes an No CauseTermination condition.

A check-mark displays in the field box.

4. Enter a value (in days) in the Number of Days for No Cause Termination field, asindicated in the No Cause Termination condition.


The value (in days) is equal to the number of days required for either party to ter-minate the agreement without cause. Typically, this information is indicated inthe Term and Termination section of a contract.

5. Enter the contract term-ending date (in mm/dd/yyyy format) in the TerminationDate field.

If a specific termination date is not indicated in the contract, enter a target termi-nation date of three years past the effective date.

6. Enter a value (in days) in the Send Termination Notice field.

For simple contracts, the value must be at least 30 days more than the number inthe Number of Days for No Cause Termination field. For Inter-organizational or morecomplex contracts, a 60-day notice is recommended.

7. Select a renewal type from the Automatically Renew field drop-down list.


8. Enter a value (in days), according to the terms of the contract, in the ContractsRequires Notification of Renewal/ Non Renewal field.

Some contracts require advance notification of renewal or non-renewal. The valuein the Send Termination field should be at least 30 to 60 days greater than the valueindicated in this field. Leave this field blank if the contract does not indicate thatrenewal or non-renewal is required.

9. Write a short summary of the renewal details in the Renew Contract field.

Indicate the dates of the initial term, plus any auto-renewal cycles. Notate anybreaks in service or special renewal instructions. Indicate if the termination date isa forced administrative review (typically for evergreen contracts or others that donot specify a definitive termination date). For forced terminations use the state-ment, “Set termination to [three] years to check if contract is active.”


No - Not Automatically Renew

Contract does not automatically renew, it will expire or terminate at a specified date.

R - Conditional Renewal

Contract can renew if both parties agree to periodic review and renewal. Select this option for Inter-organizational contracts where the rates and services are updated periodically (or where services may or may not renew for the new calendar or fiscal year cycle.

Yes - Auto Renewing

Contract contains an auto-renewal statement. Contract will indicate an initial term, and the duration (and quantity) of automatic renewals (typically one or two year periods).


10. Select an assignment value from the Assignment field drop-down list, as indi-cated in the Assignment clause of the contract (if any).

Leave this field blank if the contract does not contain an Assignment clause.

The Contract Details section of the Datasheet tab is now complete.

11. Click on Add Affiliated Party command to add an Affiliated Party.


Examples of Affiliated Parties include the vendor’s customer service representa-tive, the name of the attorney who reviewed the contract, and any other internalor external individuals or organizations that have an interest or involvement inthe contract (besides the contract owner and signatory which are listed in theResponsible Parties section).

a.) Enter appropriate search criteria in the Last Name Starts With field and clickon the Search command.

b.) Select an entity from the list of values in the Search Results view.


Note: If the individual’s name does not display in the list you will need to add thevendor to the address book. See Adding Individuals and Organizations to the AddressBook in Chapter 1.

c.) Click on the Add command.

The selected party name displays in the Affiliated Parties section. Add a com-ment in the Comment field to notate how the individual or organization isrelated to the contract.

d.) Repeat Step 11, as needed, for each additional affiliated party.

12. Click on the Add Responsible Party command to add the names of key personnelinvolved with this contract.


Every contract must have a person designated as the Responsible Party. This per-son is the contract owner and will receive Action e-mail from the Ntracts system.Additionally, each record should indicate who the contract signatory is.

a.) Enter appropriate search criteria in the Last Name Starts With field and clickon the Search command.

b.) Select an entity from the list of values in the Search Results view.



c.) Select the appropriate value from the Type field drop-down list.


d.) Click on the Add command.

The selected party name displays in the Responsible Parties section, as shownin Figure 3i.

Figure 3i. Responsible Parties Section

e.) Repeat as needed for each additional responsible party.

The Affiliated and Responsible Parties section of the Datasheet tab is complete.The next data set is the Compensation section, as shown in Figure 3j.

Figure 3j. Compensation Section

13. Enter the contract starting date (in mm/dd/yy format) in the Start Date field.

14. Enter the contract ending date (in mm/dd/yy format) in the End Date field.

15. Select the type of payment from the Type field drop-down list.


ApprovalRequired

The individual selected must approve the contract before it is sent for signature. Typically, this designation is only used if special approval is required.

ResponsibleParty

The individual selected is the contract owner and will receive notifications for contract renewal. The Responsible Party is Carle’s internal contact for questions pertaining to the contract.

Signature The individual selected must be a Vice President, or above, or other who has signatory authority.


Valid values are:

16. Enter the dollar amount of the services in the Amount field.

The annual total automatically displays in the Annually field. The annual amountis calculated on value in the Amount field times the payment interval in the Typefield; except for hourly services (where the total hours are not indicated).

17. Enter payment notations in the Comment field.

Notate the year to which the FY or CY charges apply, as needed. Notate any spe-cial arrangements for payments (for example: annual fee paid quarterly, etc.).

18. Click on the Plus icon to add the data to the Compensation row.

The compensation data displays in one row as shown in Figure 3j. You can addmore rows of data (for additional years of service or price changes) by repeating[Compensation section] Steps 13-18.


The Datasheet tab is now complete and saved.

Entering Data on the Documents Tab

You can add scans of the executed contracts, and other affiliated documents in theAdd Documents section of the Documents tab. Documents imported into this sectiondisplay in the Record Summary view, and can be downloaded or viewed by otherNtracts users from that location.

1. Scan the contract document(s) and name the electronic file according to Carle’sNtracts file naming convention as explained earlier in this chapter (see also Figure

Value

Annual

Bi-annual

Bi-monthly

Bi-weekly

Hourly

Monthly

One Time Fee

Quarterly

See Contract

Weekly


3d.) Add the Ntracts Record Number followed by an underscore [as a prefix] to thefile name, and add the year of contract was executed as a suffix - just before thefile extension.

Do not use hyphens or special characters in electronic document names. Save theelectronic file to a directory on your shared drive so that you can upload the doc-uments into Ntracts. Once per week, move the electronic documents to the Share-Point directory Entered on Ntracts folder.

2. Click on the Add Document command in the Current Documents section as shownin Figure 3k.

Figure 3k. Current Documents Section

The Add a Document -- Web Page Dialog box displays as shown in Figure 3l.

Figure 3l. Add a Document Dialog Box

3. Select the Radial Dial Button number two, next to “I would like to upload an exist-ing document.”


The Upload Document -- Web Page Dialog box displays as shown in Figure 3m.

Figure 3m. Upload Document Dialog Box

5. Click on the Browse button.

The Choose File window displays.


6. Navigate to the correct folder containing the electronic document(s), then selectthe appropriate file(*) and click on the Open button.

(*) Many Ntracts records have more than one electronic file associated with them.Please load the documents in the order of the service dates; from the oldest to thenewest. When services are updated, the newest documents are added to the bot-tom of the list. A good example is Ntracts record 788.

The file name of the document to be loaded displays in the Please locate the doc-ument field.


The Documents Details window displays as shown in Figure 3n.

Figure 3n. Document Details Dialog Box

8. Enter the final signatory date of the contract in the Document Date field.

Note: The document date is typically not the effective date (unless specified in thecontract). The Document Date is the date the contract was countersigned and fully-executed.

9. Enter a description of the document in the Description field.

This field helps to differentiate the original agreement from subsequent files (forexample, when an amendment is added or rate sheet is updated). Notate the dis-tinction in the Description field, for example: “FY09 rates and services.”

10. Click on the Add Document command.

The document is loaded into the Ntracts record and the data displays in theCurrent Documents view as shown in Figure 3o.

Figure 3o. Current Documents View

11. Repeat Steps 2-10 to add all documents related to this contract record, as needed.



The Documents tab is now complete and saved.

The Actions, Comments, Related Contracts, History and Lease Information tabs are notcurrently being populated, or activated. Additional instructions will be providedwhen these tabbed pages become available.

13. Click on the Close button (upper right corner), as shown in Figure 3g.

The contract record now displays in Summary View.

Updating Current ContractsWhen a contract is already entered into Ntracts it has a record number, and you canupdate any data field needed. Typically, when you add an amendment or other docu-ment(s) you will likely update the following fields (and associated fields):

• Contract Description• Termination Date• Affiliated Parties• Responsible Parties• Compensation• Add a new Document.

Terminating a ContractWhen a contract is formally terminated through a Termination letter, Ntracts needs tobe updated. To terminate a contract you will need to enter data in the following fields:

Record Details Tab1. Select Dead from the Contract Status field drop-down list.

2. Enter the termination date in the Date Contract Closed field.

3. Select your name from the drop-down list in the Authority to Close field, thenclick on the Plus icon to add your name.

4. Enter any termination notes in the Closed Comment field, as needed.

When the decision is made not to renew a contract, indicate who made the deci-sion (and the date the decision was made).


5. Update the Where Contract Resides field with an appropriate notation.

Typically, you would change the notation from “Contracts Administration” to“YYYY Archives Box.” Then, pull the physical file folder from the active contractsdrawer and move it to the appropriate year’s archive box.

Datasheet Tab6. Enter the termination date in the Termination Date field.

Documents Tab

7. Add a scan of the Termination letter to the Current Documents view.

8. Save the changes and close the contract record.