University Contracts Register User Manual
Contents
1. Advanced Searcliu sini cceesiec use ue elxdes simia aE uuu E ubad px vE VAM URL odsK RNN E UEEUES 6 33 CI a ig 141 glo zelo C PETI TTE 7 3 4 Reminders of upcoming dates 1 lere ee esee rese nennen nnne anna nhanh aiaia 7 APPENDIX A CONTRACT FIELDS GUIDE 1 llc emen ee nnmnnn nana 8 APPENDIX B UNIVERSITY CONTRACTS 10 Contracts Register Page 1 August 2015 Introduction to the University Contracts Register What is the University Contracts Register Obtaining User Access How to Log in and log out Contracts Register The University Contracts Register is an online system that enables local areas to centrally log key details of contracts which that area is responsible for managing Maintaining a contract register in a University approved form is a requirement under the University s Contracts and Agreements Policy and is a core component of sound contract management practice The University Contracts Register will enable persons to keep track of their area s obligations under current contracts easy monitoring of contract expiry renewal or other key dates to ensure they are not missed ease of handover of contract management responsibilities in the2. University obligations thal must be fulfilled by certain dates Add Unrversity Cbhgati n Obligation 1 EU 20 1 E Full obugalion x Date Carrere yy S Add Obligation Other party obligations that must be fulfilled by certain dates Add Other party obligation Obigation 18062015 Fulfill obligation Cx D EI dame vy Add Obligation This will bring up text boxes that you can click into and overwrite existing text To save click on the disk icon Milestones and milestone dates 18 05 2015 4 Once you have made all desired changes to your contract details scroll to the bottom of the page and click Save rpc o gt Came Cancel Copy Pant Legal Document Lodgment Form V0 1 Only system administrators can delete a contract and only in instances of entry duplication To request deletion of a contract please email helpdesklegal adelaide edu au Expired contracts do not get deleted from the Register The contract status in the register will automatically be updated to Expired once the inputted End date has passed All Expired contracts will remain in the Register Page 4 August 2015 3 Search Report and Reminder Functions 3 1 View the Select Register from the Navigation Panel Register 2 The Register shows all the contracts within the organisational level to which you have been granted access The Register view only shows the top level fields
3. Ureversity weted Legal and Mak ets THE UNIVERSITY Contracts Register y o ADELAIDE Advanced Search ee ali Contracts due to expire within 6 months Show 10 entries Asministrates Location ther Party ID Il JOF A 3121178 L cf Acelaice umeary Repost This will take you to a contract details input page Under the heading Contract ID insert your Local Reference code if any Legal doc number and RMO file number When you click Save and Continue the system will automatically generate the Register reference number Contract ID Register reference Local reference Legal doc number LD RMO file number Save and Continue Complete the other remaining fields on the page Fields under the headings Contract Details and University Contract Manager are mandatory Contract Status will be system calculated as Current or Expired based on the End Date that you input The remaining fields are not mandatary but it is recommended you input as much detail as possible in order to get the most value out of the Register as a contract management tool Once you have finished entering in the details click Save if you want to save and exit back to the Register or click Legal Document Lodgement Form if you need to generate a Legal Document Lodgement Form see Step 2 2 below 7 0 Gave J cance Copy Puri Lasgal Document Ladgiment Form The Univers iiy ot
4. Page 3 August 2015 2 3 View and Edit a contract record 2 4 Delete a contract Contracts Register 1 To Edit a Contract Record go to the Register search for the matter that you wish to edit and click on the underlined Contract I D e g 7 THE UNIVERSITY S ADELAIDE Contracts Register Add Lontrari lari Adidinew Contract Show all Contracts Due fo expire within amp montis Beever M M EEE L P amp dministration Show 10 animes Check Search Weer iden T Bra suman ID Location Contract ioris description Value ait er Lose Aor wpe anager tatus Linrenrsiby Congulancy Priante functionality of Compliance Register 350 00 Anna H Current 5 University Conpukancy Currant 10 Lntenrsity Project 550 00 ted Current 11 Consultancy ET Current 12 Consultancy 0 Current 13 Deputy Vice Chancelor amp Vice President Frajeci E General Counsel Current cadem ja Linreersmy Consultancy n Dean Current This will bring up a contract view page Click on the Edit button to bring you to the contract details input page 2 To edit items within a text box click in the box and overwrite existing text 3 To edit individual Milestones University Obligations or Other Party Obligations click on the pencil icon beside the entry Milestone s ana rilestone dale s Add Milestone hiies one 1806201 167
5. ID Location Other Party Contract type Title Brief description Value Manager Status University Consultancy Enhance functionality of Compliance 50 00 Anne Hill Current Register tt te mn 2 To see a list of contracts with Expiry Dates Review Dates Milestone Dates or Obligation Dates within the next 3 months click on Reminders in the Navigation Panel Reminders Add New Contract Contract expiry dates in the next 3 months Home Registe ID Other Party Title Brief Description ContractType Expire Date 60 Nursing School Project Project 01 08 2015 63 Supplier A Project x Project 30 06 2015 PI EE 68 Joe Co Project A Project 31 07 2015 Org Admin 78 Recruitment Agency A Agreement with Recruitment Agency A Other 31 07 2015 Codes Admin 82 Technology Party App Serv Hardware Maintenance Services 30 06 2015 82 Technology Party App Serv Hardware Maintenance Services 30 06 2015 82 Technology Party App Serv Hardware Maintenance Services 30 06 2015 82 Technology Party App Serv Hardware Maintenance Services 30 06 2015 Email the Administrator Review dates in the next 3 months ID Other Party Title Brief Description ContractType Review Date Review Note 54 party 2 test Project 02 06 2015 adf sdfa 60 Nursing School Project Project 20 07 2015 Review the Contract 63 Supplier A Project x Project 22 06 2015 Review the Contract 68 Joe C
6. MO File Othe Contracttype Description Value Start Date End Date Review Date Contrac Number PDF 7 University D2013 119575 Alan Word Excel ultancy Enhance 50 00 1 1 2015 3 10 2016 03 02 2016 Anne Hi Bold ock ara functionality of Boldock klk k lk l Compliance Register 9 University Consultancy 10 University name Alan Project 1 12 2015 1 12 2016 Boldock 11 University Consultancy 24 02 2016 12 University Consultancy 13 Deputy Vice 2014 2014 Alan Boldock Prof Project 28 04 2015 General Chancellor amp Party Vice President Academic 14 University 2015 2015 Consultancy 20 University 2015 123 Mr Party Project An 1 30 2015 7 31 2015 Engagement engagement contract This will then open up the report in either Word or Excel which will enable you to edit print or save as a file to send as an attachment Alternatively you can generate a report of only your Advanced Search results Once you have submitted your Advanced Search and the results are displayed in the Register follow the same steps as above 3 4 Reminders 1 To do a quick search of contracts due to expire within the next 6 months click on the Show all of upcoming Contracts due to expire in 6 months button at the top of the Register The Register will then dates only display the relevant contracts Advanced Search Add new Cqntract Show all Contracts due to expire within 6 rponths Show 10 entries Quick Search i Eas Contract Contract
7. Na UNIVERSITY y X ADELAIDE pe University Contracts Register User Manual Author Philippa Battersby Version 1 0 Date August 2015 TABLE OF CONTENTS 1 INTRODUCTION THE UNIVERSITY CONTRACTS REGISTER ee rennen 2 What is the University Contracts Register nana anas nnn 2 OBTAINING USET ACCESS m 2 How to Log in and TOG 2 2 LOG A 3 2 1 Add NEw COI DP 3 2 2 Generating a Legal Document Lodgement form 1 eeeeeeceeeeee eee 3 2 3 View and Edit a contract 4 ZA DELLA CONTAC a E M 4 3 SEARCH REPORT AND REMINDER FUNCTIONS 00 ccccceesessssseeeeeeessseeeseoenseeeeseoenseeesseoenseeseeooenas 5 SIBI Bir Hi celtil EET 5 3 2 Search for a contract Quicksearch lleeee eee eee ee eeeeeeeeeeeee eene nennen nnn nnn nnmnnn nnmnnn 5 3 2 Search for a contract
8. Start Date After dd mm yyyy Contract End Date After v dd mm yyyy Submit this search Clear search Add new Contract Show all Contracts due to expire within 6 months Contained within Deputy Vice Chancellor amp Vice President Academic Show 10 entries Quick Search ID Location Other Party Contract type Title Brief description Value Contract Manager Contract Status 13 Deputy Vice Chancellor amp Vice President Academic Alan Another Party Project 0 General Counsel Current 7 1 Professional amp Continuing Education Chinese organisation Teaching Study Tour 200000 Simon Futo Current Contracts Register Page 6 August 2015 3 3 Generating To generate a report of all the contracts that you can see within the Register scroll down to the reports bottom of the Register and click Summary Report Faculty of Arts Faculty logo 5000 00 Prof Jennie Current Shaw Legal amp Risk Project CSA for me and you 5000 00 Anne Hill Current Contract Contract Location Other Party Contract type Title Brief description Value Manager Status Showing 1 to 10 of 65 entries Previous 1 2 3 4 5 6 7 Next Summary Report Your window will change to display the Register in a report viewer style which includes some additional columns 2 Click on the drop down menu next to the diskette icon to export the report to either a Word or Excel file id 4 1 l2 b bi Find Next V Register ID Location Local Ref R
9. ed by obligations with deadline certain dates attached Obligation box is free text Multiple obligations can be added Select date from calendar or manual input dd mm yyyy Other party obligations Other party s contractual that must be fulfilled by obligations with deadline certain dates attached Obligation box is free text Multiple obligations can be added Other notes Any other file notes info Free text that may be useful for the management of the contract Contracts Register Page 9 August 2015 Appendix B University Contracts Register Workflow University Contracts Register UCR workflow Yes Send request for access to Legal and Risk Branch he lodesklegal ade laide edu au Need to delete an entry Email helpdesklegal adelaide edu au Generate Legal Document lodgement form amp complete manual entry fields Send signed contract with Legal Document Lodgement form to Records Services for secure legal document storage Obtain LD number No Are the details Monitor the recorded correct g Contract Have there been any changes to the contract Yos Check Reminders in UCR at least once a month Ensure milestones obligations review dates are actioned nenew the contract Contract status in UCR changes to expired Contracts Register Page 10 August 2015
10. el and click in the Quick Search box Advanced Search Add new Contract Show all Contracts due to expire within 6 months Show 10 v entries Quick Search Contract Contract E ID Location Other Party Contract type Title Brief description Value Manager Status E University Consultancy Enhance functionality of Compliance 50 00 Anne Hill Current Register te m on 2 Type in your search word As you type the Register view will filter for the entries that match your search word Contracts Register Page 5 August 2015 3 2 Search for a This function allows you to search by other fields contract Advanced Search 1 Select Register from the Navigation Panel and click on Advanced Search at the top of the Register Advanced Search Add new Contract Show all Contracts due to expire within 6 months Show 10 entries Quick Search to Contract Contract A ID Location Other Party Contract type Title Brief description Value Manager Status 7 University Consultancy Enhance functionality of Compliance 50 00 Anne Hill Current Register te 2 Search for a matter using one or more of the search options available and select Submit this search For example 9 Search for contract by RMO Local Reference Legal Document Number 9 Search by Contract type eg Consultancy agreement funding MOU 9 Use Contains text to search for contracts containing
11. event of change in personnel generation of snapshot reports that can be analysed for business management and strategic purposes User access must be granted by an administrator Refer to https www adelaide edu au legalandrisk contracts contracts register for details on how to request user access Each user will be assigned to a particular organisational level of the University i e a Division Faculty Branch or School A user will only be able to see contract records within their assigned organisation level or lower and not outside of it Users can be set up with full read write access recommended for those with responsibility for oversight of contracts within the area or read only access recommended for those who only need to view data and generate reports Once you have been set up with user access to Log in copy the following link into your browser Mozilla Firefox works best https contractsregister adelaide edu au Contracts Contracts RegisterList aspx The University Contract Register works through a process of integrated authentication If prompted for a username and password enter your University ID and password You do not need a separate username or password To Log out simply close the browser Page 2 August 2015 2 Log a Contract 2 1 Add a new 1 To add a new contract click on the Add new Contract button at the top of the left Navigation contract panel or at the top of the Register page
12. for each contract 3 You can select 10 25 50 or 100 entries to be shown on screen Advanced Search Add new Contract Show all Contracts due to expire within 6 months Quick Search Contract Contract Other Party Contract type Title Brief description Value Manager Status Consultancy Enhance functionality of Compliance Anne Hill Current Register Consultancy Current 4 f your register runs over multiple pages click on the Previous Next or page number buttons below the Register University Consultancy 0 Dean Current University Engagement Party Name Project An engagement contract 10000000 Jane Doe Expired Faculty of Arts Faculty logo 5000 00 Prof Jennie Current haw Legal amp Risk Project CSA for me and you 5000 00 Anne Hill Current Contract Contract ID Location Other Party Contract type Title Brief description Value Status Showing 1 to 10 of 65 entries Previous 5 You can sort any of the columns by ascending or descending order by clicking on the up down arrows next to the column heading 3 E Contract Contract a ID Location CO Other Party Contract type Title Brief description Manager Status University Consultancy Enhance functionality of Compliance Anne Hill Current Register University Consultancy Current 3 2 Search for a Note This function will only search text within the columns shown in the Register view page contract Quicksearch 1 Select Register from the Navigation Pan
13. l 11 wo4 Note If you are unsure of what information is required in a field hover your mouse above the text box for a tooltip explanation or refer to Appendix A of this Manual 2 2 Generating Under the University s Records Policy all original signed contracts must be lodged with Records a Legal Services as a Legal Document The University Contracts Register is able to generate a Legal Document Document Lodgement Form which incorporates the contract details inputted into the Register Lodgement fom 1 Once you have inputted all details for a new contract at the bottom of the details input page there is a Legal Document Lodgement Form button Alternatively you can reach this option for any contract already in the Register by following Step 2 3 below to get to the individual contract details input page UOFA a1211780 Save Cancel Ade ade Legal Document Lodgment Fonr The University of v0 1 When you click on Legal Document Lodgement Form this will open a form in a new browser tab Some fields in the form will automatically be filled with the contract details you have inputted into the Register If any detail is not accurate follow Step 2 3 below to edit the details and then generate the Legal Document Lodgement form again Once you are satisfied please print and manually complete Sections 2 and 3 of the form and sign it Send the completed form with the original signed contract to Records Services Contracts Register
14. nfidentiality Consultancy Funding Gift International Licence MOU Procurement Project Property amp Leasing Research Services Sponsorship Student Placement Internship Teaching Other Title Brief description Typically the title of the Y Free text limit 50 chars contract but if the title of the contract is generic eg Funding Agreement also include the project title or activity once you have lodged your contract RMO file number RMO file number for you re your area s file relating to the contract Contract type Broad category that best fits your contract If no suitable category select Other Related contracts LD File numbers or names of Free text related contracts e g subcontracts head contracts previous contracts Detailed description Detailed description of the contract Start date Contract start date End date Contract expiry date Contract status This is system determined N system Either Current or Expired based on your inputted End generated Date Add Review Date s Contract review dates agreed Select date from calendar or manual in the contract as well as input dd mm yyyy internal dates e g if contract contains a right of Note field is free text renewal by a certain date you should schedule an Multiple review dates can be added internal review date prior to that Other Party Name Name of the other party to Free text the contract Other Party contact Name
15. o Project A Project 25 07 2015 Review the Contract TT Party B Delivery of Training Workshops Consultancy 03 08 2015 Review the Contract 9 Consultancy 08 06 2015 Please review on 03 06 2015 T9 CALHN Consultancy 11 07 2015 Please review on 09 07 2015 82 Technology Party App Serv Hardware Maintenance Services 24 06 2015 Contact vendor 82 Technology Party App Serv Hardware Maintenance Services 24 06 2015 Contact vendor 82 Technology Party App Serv Hardware Maintenance Services 26 06 2015 Send Letter 82 Technology Party App Serv Hardware Maintenance Services 26 06 2015 Send Letter 3 You can bring up the individual contract view page by clicking on the ID number Contracts Register Page 7 August 2015 Appendix A Contract Fields Guide The following table provides a reference to the fields required to log a contract on the Contract Register Field Name Field Description Mandatory Y Values N Register reference System generated number N will be System generated number for each contract inputted generated when into the Register for system click Save and administration purposes Continue Local reference Your local area s reference Free text number or code for this contract Legal doc number LD number provided by N not mandatory In format LDxxxx Records Services number should be Use RMO file numbering format yyyy file number completed when Drop down menu able known Collaboration Co
16. or position of contact Contracts Register Page 8 August 2015 Select from calendar Today s Date or manual input dd mm yyyy Select from calendar Today s Date or manual input dd mm yyyy or tick ongoing name person for other part person for other party ff Other Party contact Phone number of other number party s contact person Other Party contact Email or physical address of address other party s contact person Total value Total value of contract Cash value only do not include in kind and whether fixed or estimated Inc or Exp Select whether the value of the contract IS income or Confidential Does the contract contain a clause requiring the terms of the contract to be kept confidential For Freedom of Information Act purposes University Contract Input name position Free text for Name Position Manager phone email of the Phone email University person responsible for managing the contract Use numbers for amount Drop down menu Fixed price Estimate based on hourly rate Estimate depends on items ordered Drop down Income Expenditure Neither Drop down No Yes Milestones and Milestone Milestones under the Select date from calendar or manual dates contract input dd mm yyyy Milestone box is free text Multiple milestones can be added Select date from calendar or manual input dd mm yyyy University obligations University s contractual that must be fulfill
17. the search word within any of these fields other party name title brief description contract manager You can also search for contracts with Start or End Dates within a particular date range Advanced Search ID Local Ref Legal Doc number LD RMO file number Contract type All Y Contains text Organisation level University Division amp Faculty amp University student amp Controlled Entities amp Research Institutes Selected level Status All v Contract Start Date After v dd mm yyyy Contract End Date After v dd mm yyyy Submit this search Clear search 3 Once you have clicked Submit this search search results will be displayed in the register below the Advanced Search box amp Division amp Deputy Vice Chancellor amp Vice President Academic Professional amp Continuing Education Planning amp Performance Reporting Student Services amp Administration International Office Learning Technologies Pro Vice Chancellor Student Experience Wirltu Y arlu Office of the DVC amp VP A Office for Future Students Pro Vice Chancellor International amp Vice President Division of Services amp Resources Deputy Vice Chancellor amp Vice President Research amp Vice Chancellor amp President amp Faculty amp University student amp Controlled Entities amp Research Institutes Selected level Deputy Vice Chancellor amp Vice President Academic Status All M Contract
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