SCC P2P – Collaboration Made Easy Contract Management training Tina Jerzyk - Ariba Welcome everyone to Contract Management training. Note that everyone should have completed Procurement Workspace training before attending this course.

Supplier Review Module 4 After all SCC team members have reviewed and approved the contract language, you must send the contract to the supplier for final review and edits before signature. Module 4

Initiate Supplier Review After the contract is created, you must send it to the supplier for their review, modifications, and approval. [Read the slide] Click Supplier Review and then click View Task Details.

Initiate Supplier Review Initiating supplier review is the same as initiating the internal review tasks. Use the dropdown arrow to search for supplier business contact first. If you do not find the supplier in the search, click New External Reviewer to set up a new supplier business contact. Initiating the review works the same way as for the internal review tasks. Always search for the supplier reviewer first. If the supplier contact is listed in the company’s supplier profile, they will appear in the search. Also, if you or anyone else has submitted a file to the supplier contract review in the past, the contact will be in the search. Use the New External Reviewer link only if you don’t find the contact in the search. Remember to set a due date. This task is also designated as a milestone. [Read the slide] Note: You must type a message to the supplier to be able to submit the task.

Supplier Responds The supplier receives an email from you with the contract workspace number and title. The supplier reviews your contract document(s) and then replies to the message with their feedback. Note: At this stage, negotiations should be completed, so any changes would be minor. Also, the supplier will often receive multiple files at this stage (terms and conditions, pricing, supporting documents). The supplier will receive your request via email with the document attached. The email will come from you. The majority of suppliers will reply to your email with their changes, and you will need to enter their feedback on their behalf. However, suppliers who are connected to the County via the Ariba Network have the option to log in to the network and complete the review themselves. The options they see on the Ariba Network mirror what you see when you complete review on their behalf.

Record the Supplier’s Counter Proposal You will need to record the supplier’s reply in Ariba. If the supplier made changes to the document, it is considered a Counter Proposal. To attach a counter proposal: On the Tasks tab, click the name of the task and select View Task Details. Click Attach Reviewer’s Counter Proposal. When you record a supplier’s feedback, you will select one of two options: Click Attach Reviewer’s Counter Proposal if the supplier sent an edited document, even if they made only minor changes. You will want to save the supplier’s edited file to your desktop or to a network drive first. Click Accept Proposal if the supplier accepted the draft with no edits. If you click Attach Reviewer’s Counter Proposal: Copy the text of the supplier’s email into the Message field. You may need to remove hidden characters at the end of the message to get Ariba to accept the text. Then, click Browse to attach the supplier’s edited file. Click Browse to add the supplier’s revised agreement. Then click OK.

Record the Supplier’s Counter Proposal Open the task again to review the supplier’s counter proposal and save it as a new version. Next, you need to copy the supplier’s edited file from the task to the Documents tab. [Read the slide] Click the name of the task and select View Task Details. Click Review Change to open the document in compare view. The process for saving the supplier’s file is the same as saving an internal reviewer’s file.

Record the Supplier’s Approval of the Draft When the supplier accepts the documents exactly as presented, use the Accept Proposal option. To record the supplier’s approval: Click the name of the task and select View Task Details. Click Accept Proposal. If the supplier accepted your draft as is, click Accept Proposal. [Read the slide] Copy the body of the supplier’s email into the Message field. Then click OK.

Complete Supplier Review Once the supplier accepts the proposal, mark the task complete. Like with the internal review tasks, the supplier review task allows for multiple rounds of correspondence with the supplier. If the supplier’s changes were significant, you may need to conduct additional internal reviews before you begin the next round with the supplier. [Read the slide] When supplier review is complete, click Mark Complete.

Complete the Remaining Tasks If the supplier sends a redlined version of the contract document(s), you need to complete the additional internal review tasks. These two review tasks work just like the review tasks in the Contract Creation phase. If the supplier sent significant changes, you can initiate the additional internal review tasks. If not, you can cancel these tasks. Remember to include a due date even if you cancel the task.

System Demonstration In this demonstration, you will see how to Initiate and complete supplier review [Read the slide] URL– https://sccgov-t.supplier.ariba.com/ad/register/SSOActions?type=full

Lab Activity Objective: Initiate and complete supplier review Length: 25 minutes Refer to the Student Activity Guide for instructions [Read the slide] Direct participants to the correct page in the Student Activity Guide and help them if they have questions.