1. Contract Management System
State of Connecticut
Health & Human Service Providers
March/April 2018

2. Implementation Overview
Provide a web based workspace (Core-CT) that allows electronic document sharing and an automated business flow within and between state agencies and private providers. Core-CT is the State’s ERP system utilizing PeopleSoft/Oracle for Financials and Human Resources.
Core-CT functionality will support the end to end state and supplier contracting process
Supplier Contract Management (Contracting Process)
Vendor Self-Serve (VSS) or eSupplier (Access into Core-CT to view and/or transact)
Provider Agencies not currently using VSS will be automatically signed up for VSS, and will receive a communication at Go Live with their log on credentials
An electronic UCOA workbook, or “Budget Workbook,” in Core-CT will support budgeting and reporting activities
Job aids and recorded training are available for suppliers/providers to learn about and use the new Core-CT functionality

3. Changes: Contract Creation
State Agencies and POS / PSA Providers will use Supplier Contract Management (SCMT); Providers will access Core-CT through VSS/eSupplier
Benefits:
Utilizes a Contract Library of standard clauses, sections and templates that have been built into Core-CT
Enables internal and external collaborations until a final legal document contract is ready for e-signature
Enables use of approved requisition information to create and route a contract for approval in Core-CT
Roles Impacts:
State Agency Staff who currently enter contracts and approve those contracts will need to attend SCMT training
Provider staff will have access to training materials on how to use the collaboration tools, including VSS/eSupplier. Some may be new to Core-CT and others are current Vendor Self-Service users.

4. Changes: Budget Workbook
Functions from the current excel budgeting workbook have been built into Core-CT
Benefits:
Provides the ability to run reports and queries to support contract creation, maintenance, closeout and audit
Accessible by a State agency and a provider (simultaneously)
Role impacts:
State agency and provider staff who update today’s excel budget workbook will have training on the usage of the new budget workbook tool, as well as access to job aids.

5. Agencies Involved
State agencies have had leadership, lead team members and SME’s involved since spring:
Agency
Steering Committee
Lead Team Members
OPM
Anne Foley
Valerie Clark
DOH
Nick Lundgren
Megan Sopelak
DOC
Cheryl Cepelak
Mike Lettieri
DCF
Cindy Butterfield
Maria Kastenhuber
DMHAS
Nancy Navarretta
DPH
Ellen Blaschinski
Bruce Wallen
DORS
Michelle Provost
Mary VanNess/Megan Sopelak
DDS
Mary Fuller
Peter Mason
DSS
Kathy Brennan
Anne Simeone and Diana Speranza
OEC
Linda Goodman
SDA
Margie Gerundo-Murkette

6. Overall Timeline

7. Possible Supplier/Provider Participation
Upcoming Deploy (March – April)
Be aware of communications from the State in regards to these changes
Take online training and review job aids
Contact the State Agency you work with for further information

8. Training Overview Module Supplier User Enablement (i.e. Providers)
VSS/eSupplier
Job Aids (step by step instructions)
Recorded Training for specific tasks – 15 min
Supplier Contract Management (SCMT)
Recorded Training for specific tasks – 15 min
Agency Hosted Q&A – as needed and to be announced
Budget Workbook (BW)

9. Communications Overview
Communications to POS & PSA Suppliers
Suppliers will receive some communications from State Agencies they work with, some from OPM and some directly from the Accounts Payable Division at Office of the State Comptroller
Communications to all Suppliers
Suppliers will be notified of move to eSupplier from Vendor Self-Service, and the expected changes and impacts

10. Channels for Training, Communications, and Engagement
Supplier Training: Recorded Presentations
Job Aids: Core-CT Job Aid Site
State agency-sponsored / Core-CT supported Q&A sessions for Suppliers: In person or conference call
Communications s
Engagement
Pay attention to s, especially during transition
Contact the agencies you work with, if you have questions

11. Transition to a New Process
All Suppliers/Providers will be transitioned over to an updated Vendor Self- Service portal.
Provider Agencies not currently using VSS will be automatically signed up for VSS, and will receive a communication at Go Live with their log on credentials
With this transition there are the following levels of access that Providers can have:
Admin Role - The current User ID will be given the Administration Role.
The Admin within your organization can create additional User IDs and passwords, as needed.
Base Role –New User IDs created by the Admin are defaulted with this role.
This is a view only access.
Collaboration Role – Allows collaboration on a legal contract and approval of a contract
This access is requested through the State agency. The State representative will make a request for this role. The User ID must be given to the State agency representative.
Budget Workbook User Role - Allows entry/updates on the budget workbook

12. Transition to a New Process
With this transition comes added security and security protocols:
Do not share your password and/or User IDs
Each person in your organization should be given a User ID. To ensure security and a standard business practice, there should be no sharing of passwords and IDs.
Once you are given access for the budget workbook or collaboration on contracts, your User ID is now tracked within the system.
Every 90 days passwords will expire and need to be reset.
For new Providers doing business with the State, please start here:

13. Transition to a New Process
April Ongoing
New contracts and amendments will be entered and managed within Core-CT
New contracts requiring a budget workbook (formerly UCOA Electronic Workbook) will use the new Core-CT process
Existing contracts and amendments will be transitioned into Core-CT
State Agencies will identify the transition timing and communicate to Supplier/Provider(s)
July 1, 2018
All contracts will be entered and managed in Core-CT
Please work with your individual state agency

14. Job Aids, Training and PowerPoint Presentations
Job aids and PowerPoint presentations will be available on the Core-CT website.
Click on Financials link on the left
Click on Supplier Contract Management
Another source of information for VSS
Recorded Task Trainings
Available through a Help when logged into Core-CT

15. Questions?