Supplier Contract Management for Agency Library Administrators Core-CT Finance Upgrade Implementation <Delivery Date>

Introduction Supplier Contract Management for Agency Library Administrators

Welcome to Supplier Contract Management
Introductions Introduce yourself, your unit, and your expectations for this class Ice breaker question Housekeeping Cell phones off Limit calls and s to break times Review location of restrooms and exits This course will introduce agency participants to Supplier Contract Management in Core-CT, including the set up and management of contracts and information on supporting Suppliers. Welcome participants to their first classroom training course. Explain how the training process will work, including explanation of role-based training. Review the role of the training participants -Attorney General -Agency Contract Users

Course Objectives At the end of this course, you will understand how to: Add, copy and edit clauses Define Bind Definitions Set up Contract Rules Set up Question Groups Set up Contract Document Wizard Add and copy sections Add to the Document Configurator Give a brief introduction to functionality released for Supplier Contract Management and the integration with ePro

Today’s Schedule Module Name Duration Course Introduction 10 minutes
Clauses 20 minutes Managing the Contract Library – Using the Wizard 40 minutes Managing the Contract Library – The Document Configurators 60 minutes Review and Q&A

Key Symbols Used in this Course
This course uses the following key symbols to depict various references: Guidelines Tips & Tricks Job Aids Symbol Definitions: Guidelines: Policies and procedures that participants should follow (i.e. all trainings should be built using this template) Tips & Tricks: Shortcuts or tips that will make the topic easier for the students (i.e. To choose the correct slide template, enter a new slide, hover over the new slide, right click, and choose “layout” – from here, choose the appropriate slide for the content you wish to build) Job Aids: Use this symbol to refer to Job Aids. Either hand out all Job Aids prior to the class, or hand out the Job Aids as needed in the training

Course Introduction This module will provide participants with an overview of the Supplier Contract Management (SCMT) functionality. Supplier Contract Management for Agency Library Administrators

Module Objectives At the end of this module, you will understand how to: Define common terms Explain the functionality being released for Supplier Contract Management (SCMT) Navigate to the SCMT pages

Key Terminology Key Term Definition Clause
Basic building block for a supplier contract document that can include contract terms and conditions that are stored, updated and reused within a document. You can enter clause text directly within the Core-CT system and add rich text to clauses through Microsoft Word integration. Document Configurator Pre-defined template used to build supplier contract documents. Document Configurators are comprised of clauses, sections and rules. Document Library (Contract Management Library) Repository of supplier contract documents and their counterparts, including sections, clauses and document configurators. These key Core-CT terms will be used throughout the course.

Key Terminology, cont. Key Term Definition Rule
Set of query-like conditions that produce specific true or false results. The system uses these results to include additional or alternative sections or clauses in documents. Section Use sections to group clauses, other sections and rules for use in a document. Sections are intended to provide a method of creating reusable and nested document structures. Section types, such as general and introduction, organize and control the document behavior. Sections are similar to clauses when you use them with Microsoft Word. Wizard Utility that asks questions about a contract. Based on responses to these questions and previously defined wizard rules, the system selects appropriate clauses from the document library and adds them to the supplier contract document.

Supplier Contract Management Functionality
Functionality being reviewed in this training: Provide a document repository, including clauses, wizards, and document configurators. Setup pre-defined, yet dynamic, structures that serve as templates for building supplier contract documents Create a complete supplier contract document from pre-defined templates and responses to wizard questions

Supplier Contract Management Process
Clauses Add a New Clause Copy an Existing Clause Edit and Existing Clause Wizard Create Bind Variables Create Contract Rules Create Question Groups Add a new Wizard Update Existing Wizard Document Configurator Add Document Configurator Update Existing Document Configurator

Navigate to the Supplier Contract Management Pages
The Supplier Contract Management (SCMT) pages can be found by clicking Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library and any of the menu items on the right, depending on the task being performed.

Clauses Supplier Contract Management for Agency Library Administrators

Module Objectives At the end of this module, you will understand how to: Add a New Clause Copy a Clause Edit Clauses

Add a New Clause Navigate to the Clauses page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses

Add a New Clause Click on the Add a New Value tab.
Enter STATE as the SetID. Enter the Clause ID Clauses should start with the Agency acronym Number Sequentially 10 Characters total (i.e. DCF ) Click the Add button.

Add a New Clause In the top section, enter the Description, Clause Type, Library, Class Name. Clause Type: General Clause Library: Will depend on Business Unit (e.g., DDSM1, DPHM1, MHAM1) Class Name: CT_Procurement

Add a New Clause In the Clause Attributes Per Effective Date section, enter in the Effective Date, Status. Uncheck the Numbered Clause checkbox. To protect the clause, check the Protect in Document checkbox. If this checkbox is checked, the clause will not allow editing. Click the Edit Document button. Do NOT type text directly into the Fields.

Add a New Clause Click the OK button.
In the popup, click the Open button.

Add a New Clause In Word, click the Enable Editing button
Click within the Enter Text Here under the title and Enter the Title Click within the Enter Text Here under the Full Text and enter the text of the clause. Note: You can cut an paste from an existing document. Save and close the Word document.

Add a New Clause Click the Check In button.

Add a New Clause Click the Browse button.
Select the file to upload and click the Open button.

Add a New Clause Click the Upload button in the Check in Clause window. Click the Preview Document button to verify that the format and document uploaded correctly.

Add a New Clause Update the Approval Status to Approved.
Click the Save button.

Add a New Clause Exercise 1: Add a New Clause
Let’s add a new clause! Locate Exercise 1 and follow the instructions to write your own Learning Objectives.

Copy a Clause The following process shows how to copy data from an existing clause.

Copy a Clause Navigate to the Clauses page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses Any clause from any library except OPM can be copied Any clause from any Library except OPM can be copied

Copy a Clause Click on the Add a New Value tab.
Enter STATE as the SetID. Enter the Clause ID. Click the Add button.

Copy a Clause Click the Copy From... button.
Use the lookup icon to select the Clause ID and click the OK button.

Copy a Clause The information will populate from the copied clause.
Update the Description. Make changes to the document by clicking the Edit Document button. Change the Approval Status to Approved. Click the Save button.

Edit Clauses Navigate to the Clauses page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Clauses

Edit Clauses Enter STATE as the SetID. Enter the Clause ID.
Click the Search button. Select the Clause ID.

Edit Clauses Click Correct History on the bottom right of the page to allow editing. (The button will grey after it has been clicked)

Edit Clauses To add a new effective dated row, click the “+” button. Click the View All link to view all effective dated rows. Edit the new Effective Date.

Editing Clause Text Effective Dating
Use the Effective Date field to select a date on which this clause will become effective. This date determines whether the system considers to include a clause in a document, based on the start date of the document. Effective dating is used to control versions of clauses. It's a method of dating information where you can predate information to add historical data to the system. Or, you can post date information to enter it before you actually plan to approve it and place it in effect.

Editing Clause Text Edit Clause Text directly in the Word Document
Always edit the clause text using the Edit Document button and editing directly in the Word document. Never update the Title and Full Text fields in the Core-CT page. Updating the text in these fields overrides any changes in the Word Document. When the document is updated in Word, the text will update in these fields automatically.

Edit Clauses Click the Edit Document button to edit the clause text.
Save the document to a local place.

Edit Clauses Edit and Save the document. Do not rename the document
Close the document.

Edit Clauses Click the Check In button.

Edit Clauses Click the Browse button.
Select the file to upload and click the Open button.

Edit Clauses Click the Upload button in the Check in Clause window.
Change the Approval Status to Approved and click the Save button. Click Preview Document after to validate changes layout etc.

Managing the Contract Library- Using the Wizard
This module will provide participants information on the contract library and creating a contract in Core-CT. Supplier Contract Management for Agency Library Administrators

Module Objectives At the end of this module, you will understand how to: Define Bind Definitions Set up Contract Rules Set up Question Groups Update Existing Contract Document Wizards

Bind Variables Bind variables are used as placeholders for other values and are set up in Core-CT first. Bind variables are used to add a new question to the wizard as part of the contract creation process. Bind variables, rules and questions will need to be set up to be able to pull in applicable clauses into the Contract Document later on. For example, a department has a new program that they want to add as an option for contract creation. Setting up this option as a bind variable will allow the system to pull in the applicable associated clause(s) into the Contract Document.

Create Bind Definitions
Navigate to the Binds page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Binds

Click on the Add a New Value tab. Enter the Bind Variable. Click the Add button.

Enter Description, Bind Type (Transactional or Wizard) and Field Type (Checkbox, Date, Date/Time, Decimal, Integer, String, Yes/No), Display Format (if applicable). Click the Save button.

Exercise 2: Create Bind Definitions Let’s create bind definitions! Locate Exercise 2 and follow the instructions to write your own Learning Objectives.

Contract Rules Contract Rules are the questions that correspond to the bind variable. For example, “Are you setting up a new contract for this new program?” Contract Rules are variable specific.

Set Up Contract Rules Navigate to the Rules page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Rules

Set Up Contract Rules Click on the Add a New Value tab.
Enter STATE as the SetID. Enter the Rule. Click the Add button.

Set Up Contract Rules Enter Description and Rule Type (Standard or Alternate). In the Rules Definitions section, enter the Effective Date and Status.

Set Up Contract Rules In the Basic Criteria section, enter the Bind Variable, Operator and Value. In the Content Elements section, enter in the Sequence, Content Type (Clause or Section), Content ID and Content Format. Click the “+” button to add additional Content IDs. Click the Save button. Explain the example The rule says if the Business Unit is ‘DDSM1’ then use Clause DDS

Set Up Contract Rules Exercise 3: Set Up Contract Rules
Let’s set up contract rules! Locate Exercise 3 and follow the instructions to write your own Learning Objectives.

Question Groups for Contract Wizard
Question Groups allow question(s) to be grouped together when setting up the wizard. For example, if you are adding a new program into the wizard, you will want to ask a set of questions depending on that specific program. What is your Business Unit? Are you creating a new contract for this program?

Set Up Question Groups for Contract Wizard
Navigate to the Question Groups page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Question Groups

Click on the Add a New Value tab. Enter STATE as the SetID. Enter the Question Group. Select the Wizard Type from the dropdown menu (Document Creation or Configurator Selection). Click the Add button.

Enter in a Description and Instructional Text (optional).

In the Questions section, check the Reqd checkbox if the Question is required. Enter in the Question/Information Text. Use the lookup icon to select the Bind Variable, if applicable. This is where the bind variable will pull into the wizard and therefore, the document configurator and later on, the contract document. Click the “+” button to add additional questions to the Question Group. Click the Save button. Sequence to Order – Auto populates but can be modified to reorder Info Only – Basically creates a Header

Exercise 4: Set Up Question Groups for Contract Wizard Let’s set up question groups for the contract wizard! Locate Exercise 4 and follow the instructions to write your own Learning Objectives.

Update Existing Wizard
Navigate to the Wizards page: Main Menu > Core-CT Financials > Supplier Contracts > Manage Contract Library > Wizards

Enter STATE as the SetID. Enter the Wizard ID. Click the Search button.

Click the “+” button to add additional Question Groups.

Click the Question Group look up button.

Select the Question Group previously created.

Click Save.

Exercise 5: Update Existing Wizard Let’s update and existing wizard Locate Exercise 5 and follow the instructions to write your own Learning Objectives.

Managing the Contract Library-The Document Configurator
This module will provide participants information on the contract library and creating a contract in Core-CT. Supplier Contract Management for Agency Library Administrators

Module Objectives At the end of this module, you will understand how to: Add to the Document Configurator

Putting It All Together
Now, we will put bind variables, contract rules, question groups, clauses and sections into the Document Configurator. The Document Configurator is where you will structure the Contract Document.

Update Existing Document Configurator
Navigate to the Document Configurators page: Main Menu > Supplier Contracts > Manage Contract Library > Document Configurators

Enter STATE as the SetID. Enter the Configurator ID. Click the Search button.

Click the Refresh button

Click the “+” button to add additional lines to the Content Elements section.

Tips & Tricks: Button Layout Add Multiple Object: Used to insert more than one clause or section into the Document Configurator. Insert: Inserts the next content row on the line under the Insert button selected. Delete: Deletes the row of the line selected. Cut: Takes the row that has been cut and temporarily holds it. Paste Row After: This button becomes available after Cut has been used. This button will place the cut row after the line selected.

Select the Content Type (Rule, Clause, or Ad Hoc Clause). Click the Content ID look up button.

Click OK.

Click the “+” button to add as many lines as necessary.

Click Save.

Exercise 6: Update Existing Document Configurator Let’s update an existing document configurator! Locate Exercise 6 and follow the instructions to write your own Learning Objectives.

Continuing the Supplier Contract Management Process
Use the Document Configurator to create the Contract Document (Step 2). Follow the steps in the Supplier Contract Management Training materials to manage Contracts and Amendments. Clauses Add a New Clause Copy an Existing Clause Edit and Existing Clause Wizard Create Bind Variables Create Contract Rules Create Question Groups Add a new Wizard Update Existing Wizard Document Configurator Add Document Configurator Update Existing Document Configurator Change this graphic

Create Contract Document
Navigate to the Contract Entry page and add a new contract: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Contract Entry Click the Add a Document button.

Select the Document Type created in the earlier steps from the dropdown menu. This will pull the Configurator ID that is connected to this Document Type. Enter a Description. Click the Create Document button.

The wizard will pull the Question Groups you created in the earlier steps. Click on the magnifying glass to select the answer to the question(s) and check the appropriate checkboxes for this contract. Click the Finish button. The questions will vary.

The Document Management page displays. Click the View Document or the Edit Document button to view the document.

The associated bind variables, sections and clauses are pulled in from the Document Configurator. Continue to edit the Contract Document as explained in the Supplier Contract Management Training Guide.

Module 5: Review and Q&A This module will provide participants with a review of the functionality. Supplier Contract Management for Agency Library Administrators

Summary Let’s review our Learning Objectives.
You should now be able to: Import Supplier Contract Documents Define Bind Definitions Set up Contract Rules Set up Question Groups Set up Contract Document Wizard Add, copy and edit clauses Add and copy sections Add to the Document Configurator

Questions? 90

Congratulations! Go Live was March 26th.
For additional help, utilize the following resources: Subscribe to Daily Mail for updates and notifications. Job Aids will be posted on the Core-CT website under SCMT. Utilize Footprints to log support tickets. For more information on logging a Footprint ticket: ct.state.ct.us/help.html

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