Ariba Contract Review Enhancements Coming June 9, 2017! Webcast 6/5/2017

What is changing? Procurement Services is pleased to announce two new Ariba Contract Review enhancements: A new Contract Review form allowing campus departments to submit Contracts requiring an authorized signature, but not a purchase order, for review by the Purchasing buying team A new Under Direct Buy Limit Contract Review question in Contract Requests (CR) and Requisitions (S) allowing campus departments to route Contracts for review by the Purchasing buying team for orders below the Direct Buy Limit (currently $10,000) Note: With this process change, the Ariba Card Limit Increase form will now only be used with ProCard-paid purchases Both will provide a streamlined contract review process for our campus customers

Who Can Sign Contracts? Delegation of purchasing authority: Purchasing Buyers are considered Agents of the University and are authorized to act on behalf of the University Campus departments do not have the authority to execute or sign contracts, this includes maintenance/service agreements, reservation agreements etc.

Current Process for Reviewing Contracts The current process for Purchasing to review contracts submitted by campus departments is the Ariba ProCard Card Limit Increase Form (WLI).

New Contract Review Form Campus departments that need a Contract reviewed by Purchasing, and are paying via ProCard, will use the new Ariba Contract Review Form (RV). To access the Contract Review Form, click Create, then choose Contract Review from the drop-down menu. Once created, the Contract Review ID will begin with the letters RV, then followed by numbers Once submitted, the form will be routed for approval to the department Approver, then to Purchasing Click Create Select Contract Review The Contract Review form ID begins with the letters RV, followed by numbers

Contract Review Summary Questions In the Summary section under the Title, there are three questions with drop-down menu options that require action: If your department is a part of Facilities, then choose Facilities. If not, choose Campus Users Choose the category that best fits the commodity type of what you’re purchasing Choosing ProCard may require the Credit Limit Increase Form to also be completed if the purchase goes above your current limit. If Ariba Order is chosen, a hard stop notification appears indicating that you must use an Ariba Contract Request or Requisition. Department should only be chosen if your department’s purchasing system is not Ariba. You will be required to enter a system order/reference number.

Contract Review Form Summary (Cont’d) Campus departments will provide the necessary information into the fields below: Enter the total amount of goods and services, exluding shipping, handling and taxes. Check the box and attach all documents that are relevant to this request. This could include supplier quotes, contract, emails, etc. Do not include medical or other sensitive information.

Contract Review Form Comments, Attachments & Approval Flow Use the Comments box to communicate with Purchasing, and make sure to add your Attachments (Contract to be reviewed, quote, email etc.) before Submitting. If attaching a Contract for review, please make sure it is an editable copy (Microsoft Word format is preferred) Approval Flow: Routes to the OrgApprover, then to Purchasing after submittal.

Contract Review option for Contract Requests & Requisitions < $10K There is now a feature available in both the Ariba BPO and Non-Catalog modules that allows campus departments to route their request to Purchasing, when a Contract Review is required under the Direct Buy Limit. A question appears in the Summary screen of both modules asking if an agreement needs to be reviewed If the answer is No, Purchasing will not be involved with the request If the answer is Yes, Supplier information is required in order proceed Hyperlink to the Buying from a UW Contract webpage ABC Rentals Inc. (206) 543-1234 johnsmith@abcrentals.com Microsoft Word format is preferred

Ariba Order Approval Flow Once the Ariba Contract Request or Requisition is submitted, the request will be routed to the department Approver, then to Purchasing.

How do I know which option to use? ProCard purchases < $10K = Ariba Contract Review form (RV) If a Card Limit Increase is required, reference the RV number in the Comments section Ariba BPO and Non-Catalog requests < $10K = Use the new Contract Review feature within the order by answering the Y/N question and attaching the Contract Any order > $10K will automatically route to Purchasing for review. Continue attaching Contracts to these requests if review is needed

What Action Do You Need To Take? If a request in Ariba (Contract Request or Requisition), is in Composing status on or before 6/9/17, you may have to edit the request to answer the Contract Review question before submitting Requests already submitted will be unaffected

Resources Information about contracts can be found: http://finance.uw.edu/ps/how-to-buy/buying-from-uw-contracts How-to Guide on filling out the new Contract Review form (Under Getting Started Guides): http://finance.uw.edu/ps/resources/training/tutorials Updated BPO and Non-Catalog eLearnings referencing the Contract Review option for Ariba orders