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Workflow Contract Approval Form

Workflow Contract Approval Form. Purchasing Contacts. Elizabeth Aguilar x76479 Karissa Wu x76606 Thy Vo x76150 Carlos Alvarez x76392. Training Agenda. Contract Approval Form Milestones/Deliverables Request Changes. Overview of Automated Contract Process.

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Workflow Contract Approval Form

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  1. WorkflowContract Approval Form

  2. Purchasing Contacts • Elizabeth Aguilar x76479 • Karissa Wu x76606 • Thy Vo x76150 • Carlos Alvarez x76392

  3. Training Agenda • Contract Approval Form • Milestones/Deliverables • Request Changes

  4. Overview of Automated Contract Process

  5. Contract Management Flow Chart Explanation • Contract Submitted: Starting in the left hand corner the requestor negotiates and drafts a copy of the contract and submits into Workflow. • Management Approves: Depending on the contract value, Workflow will route to the appropriate level of management for approval. • Contract Administrator determines which reviewers need to review the contract and routes accordingly. If during this process a reviewer determines changes are needed, the contract is then sent to the Request Changes queue where the requestor will be notified to take action. After the changes have been made the contract package is then routed back to the reviewer to approve. Once all of the required reviewers have approved the contract package, it is then routed to the contract admin to be executed by an approved signer. • Contract Administrator issues contract for execution: If a purchase order (PO) is required, a PO is issued once the fully executed (signed by all parties) is received and indexed.

  6. Contract Policy • All contracts must be executed (signed by an authorized MNAO employee) prior to the commencement date of the contract. • Authority to execute vendor contracts and agreements is granted to the following MNAO employees only: • C.E.O. / President • C.F.O. / Senior Vice President • EVP, Corporate Product Planning • Treasurer

  7. MNAO Workflow ContractsHow to get there?

  8. MNAO Workflow Homepage

  9. MNAO Workflow Contracts Once you login, please ensure you comply with the requirements outlined on the splash page

  10. Contract Approval Form Primary Vendor Information is used for PO issuance and contract execution. If the contract should be mailed to a different location than what is indicated on the form, please make a collaboration note with the pertinent mailing information.

  11. Pick Existing Vendor If the supplier has been qualified, you can select from the drop-down list. Otherwise, select New Vendor Info and enter required information.

  12. New Vendor Info Back-up documentation is required for new vendors (i.e. quote, invoice, address on letterhead). Please attach to the Workflow package.

  13. Contract Approval Form Requestor information is automatically populated. However, you can change it if you’re entering a contract on someone’s behalf. Note that all Workflow emails will be sent to the requestor on the contract package.

  14. Select Approver When choosing the Approver, please note the Approver may have multiple Approval Levels. Please select the appropriate level for your contract. Please select your immediate manager as the Approver.

  15. Contract Approval Form Please enter all the required fields and remember to click the ‘calculate’ button to total the contractual amount line.

  16. Contract Document Type Document reference on the next slide.

  17. Document Type Definitions • Please select the appropriate document type: • ACN (Agreement Change Notice) – Form used to document small changes in terms to an existing contract. The form must be approved (signed) by all parties to the contract. • ADD (Addendum)– Form used to document the addition of exhibits, schedules, attachments, lists or other added materials to the contract. • AMD (Amendment) – Form used to document the modification of terms or the inclusion of significant changes to an existing contract. • LOI (Letter of Intent) – The Letter of Intent is used to document agreement to initiate program/supplier performance on a limited basis prior to the signing of the formal contract. The LOI must be developed with Legal support. • MSA (Master Services Agreement) – Formal and general contract used to establish the standard terms and conditions that will govern business between the parties to the contract. The MSA is useful when MNAO does frequent and numerous projects with a certain supplier. The MSA terms and conditions apply to each project, which is linked to the MSA via a Statement of Work or a Scope of Work (both known as SOW), which describe in detail the specifics of each project. • NDA (Non Disclosure Agreement) - Agreement that binds the parties to properly safeguard the other’s confidential information. • Other – Document type used for agreements that cannot be categorized in one of the existing and specific Document Types. • SOW (Scope of Work or Statement of Work) - Document that stipulates the project objective (Program Scope), the goods or services to be provided by the supplier (Deliverables), the prices to be paid (Costs), the quantity to be produced and supplied to MNAO, and the delivery schedule (Milestones) to be met. The SOW should also include supplier performance metrics to ensure MNAO business objectives are fully met. It should also clearly document Supplier and MNAO approvals. If applicable, the SOW must be linked to the proper Master Services Agreement (MSA). • STD (standard contract) – A contract that contains its own terms and conditions, and required attachments to fully document the entire scope of business between the parties. The contract is able to stand on its own.

  18. Milestones/Deliverables Explanation • Milestones and Deliverables (M&D) help to identify key requirements and deadlines that the supplier or MNAO must meet. The contract owner should use M&D to ensure contract performance and tracking. • Please always enter Milestones/Deliverables when appropriate to the contract. • Examples include: Payment Schedule Performance Schedule (deliverables, such as ramp ups, completion target dates, designs, reports, samples, prototypes, completion of action, etc. Key Decisions Critical Requirements (title transfer, document submission, etc.)

  19. Milestones/Deliverables

  20. Milestones/Deliverables Email Reminder emails to the requestor will be sent 3 weeks and 1 week prior to the milestone or deliverable date

  21. Contract Type Form The Contract Type is used to categorize the various types of contracts MNAO executes. Please choose the appropriate contract type.

  22. Multiple parties If your contract has more than 2 parties, please enter additional party information in this box.

  23. Purchase Order & Financial Obligations If there is a Purchase Order (PO) required for this contract, please check the ‘Yes’ PO needed box. Please also complete the Financial Obligations on the bottom portion of the form. Each financial obligation line item will become a line on the PO. Please note the financial obligation may differ from the contract total amount. The financial obligations PO amount is the amount to be paid to the vendor. The contract amount equals the total contract value (that may include expenses not paid to the vendor). Copy function allows you to copy the line and only update certain info as needed.

  24. Add Item To add an item in Financial Obligations, please enter the required fields.

  25. Collaboration Notes Enter a Collaboration Note to add internal communication (see examples on next slide). Be sure to click ‘Add Note’ when done.

  26. “Collaboration Notes” Examples • Any internal communication • Request Changes • Quote attached • Budget approval attached • Wire instructions • Contract sent to Legal review • Need Contract executed by date • Amendment/addition to existing PO# • Supplier Qualifications • Competitive Bid Form • Price Quote Comparison/Competitive Bid • IT approval attached or needed • Contract Shipping address information (where to mail contract) • Contract Payment Instructions

  27. Attachments Please remember to title your attachments.

  28. Attachments • Add supporting documentation as attachments • Copy of Contract (word version preferable, pdf acceptable) • Evidence of competitive bidding • $100k-$250k requires at least 2 bids • Over $250k requires at least 3 bids • Approved forms (P-02, Appropriations Committee approval, Capital Expenditure) • Copy of deposit invoice

  29. Contract Approval Form Upon completion, click on “Put into Workflow”. Please do not click “Save”, you will not be able to re-access the contract package.

  30. Request Changes Email If a reviewer determines changes are required to the contract form, the requestor will receive an email notification. To access the package, please click on the link and review the collaboration notes request changes detail.

  31. Request Changes After you have made the requested changes, please make a collaboration note and select Complete.

  32. COI neededCertificate of Insurance If you receive this email, please request a copy of the COI from the supplier and submit to Risk Management.

  33. Overview of Automated Contract Process Please allow 3-6 weeks lead time for the review and process of a contract.

  34. Questions? • MNAO Workflow homepage has trainings and FAQs posted for future reference • Contact Purchasing for assistance

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