Contract Request Overview

As a Contract Requester, you will create a Contract Request for any need you believe requires a contract. 

The Contract Request consists of completing some preliminary questions and information and attaching supporting documents and/or a supplier contract. Once submitted, the Contract Request will be routed for approvals, as applicable, and forwarded to the Contract Manager. The Contract Manager will review the request, approve or reject the request, create the contract record, submit the contract to the appropriate parties for review and approval, and send the contract for e-signature.

In this article you will learn the process of creating a contract request, searching for a requests, and also how to provide commentary in a request.  

How to Create a Contract Request

1. Open the Contract Request Form.
2. Navigate to: Contracts > Requests > Request Contract
   
3. Next to Contract Request Type, select Create Contract.
4. Enter the name of the contract. Note: Give the Contract Request a descriptive name.
5. Select Contract Request Template.
6. Select Submit.
   
   
7. The Instructions page will appear. The page contains some information about the Contract Request. Select on any of the tabs on the left side of the screen to go directly to a specific page of the Contract Request, otherwise select Next to proceed to each page in order. Note: Green check marks indicate that the required fields for that page have been completed.
   
8. In the Attachments tab, select Add Attachments and attach the contract document and any supporting documentation.
   
9. Attach the MS Word contract document along with any supporting documentation (SOW, exhibits, price lists, etc.). Select save changes once all documents have been attached.
   
10.  Select Next.
    
11. On the Questions tab, complete the questions and provide all of the available information for the Contract Request. (*) Denotes a Required Field.
     

Note: The form is dynamic and additional questions may appear based on your answers.

12. Select Save Progress and then Next when finished.

13. Next, review and complete the request. Once all required information has been entered, navigate to the Review and Complete tab. Note: If any required information is missing, it will be marked as incomplete on this tab, and you will not be able to proceed. Select the section not yet completed. Complete the unanswered questions and Save Progress before returning to the Review and Complete tab.

15. Select Complete Request.

16. Select Yes, when done.

Post a Message

The discussion tab can be used to communicate with anyone associated with the contract request. Note: Messages can be posted with attachments and direct replies can be created. 

1. To post a message. Select the Discussion tab.
   
   •  You can start a new thread message, edit a message, or reply to a message.
     
2. Enter the subject, message, and add any attachments. Select Post Message when complete.
   

How to Check Status of your Request

1. After submitting a Contract Request, check the status of your Request from any screen, by selecting on the contract icon and browsing to Requests > My Contract Requests.
    
2. This will return the list of all Contract Requests you created.
    

Form Statuses:

Check Contract Request Workflow 

1. If the request has not been completed yet and you wish to see who is the next approver you can select on the Contract Request Workflow link in the left-hand menu to see where your request is in workflow.

2. Select Procurement Approval hyperlink to view the workflow step approvers.

3. The workflow approvers will appear. Select Close.

Note: Once a request has been converted to a contract a link to the contract is added to the request in the shaded box in the upper left corner.  Select that link to access the contract.  Please keep in mind that the contract may be in “Draft” status as there is still work the Contract Manager needs to perform to execute the contract.