Tips:

Create an Ad Hoc Contract

Contract Administrators create ad hoc contracts for non-monetary purposes (statement of work, non-disclosure, media release, etc.). The contract is built by answering questions in a document wizard. Contracts are routed for collaboration with colleagues to get their feedback. If edits are made, they will be reviewed by central offices. Alternatively, a vendor-supplied contract may be used (when needed). For the purchase of goods and services, use a transactional contract.

Contents

Step 1: Add a Document

Step 2: Create Document

Step 3: Document Management

Alternative: Create an Ad Hoc Contract Using Vendor-Supplied Documentation

Step 1: Add a Document

Navigation: NUFinancials > Main Menu > Supplier Contracts > Create Contracts and Documents > Document Management > Add a Document
Tip: Add to Favorites: Favorites > My Favorites > Add to Favorites > OK

Graphic of Add a Document screen

1. Select a Document Type. For a description of Document Types, see Supplier Contract Management. If you are using a vendor supplied contract, select the Document Type “UNIV Vendor Paper w/Executive Summary”. Do not change Source Transaction, SetID, or Ad Hoc ID.
2. Add a meaningful Description (60 characters max.). Consult with your department for Ad Hoc naming convention’s to use.
3. Click Add a Document. This takes you to the Create Document page.

Step 2: Create Document

Graphic of Create Document screen

The Ad Hoc ID (contract number) appears on the right.

1. Enter the NetID of the Contract Administrator/Buyer (yourself or another user).
2. Enter the NetID of the contract’s Sponsor (proponent/negotiator, yourself or another user). They will be assigned as a collaborator on this contract.
3. Enter the Department ID (from chart string) to be associated with this contract.
4. Enter the contract’s Begin Date. This defaults to today and may be changed to a future date or a date within the past 2 weeks.
5. Enter the contract’s Expire Date. This should be the event’s date or later.
6. Click Create Document. This opens the document wizard questions.

Wizard Execute – Document Creator

A. Answer all Questions in the Question Groups. Your answers will be used to populate the contract with pre-approved clauses.
B. Click Next after completing a Question Group.
C. When all questions have been answered, click Finish. This takes you to the Document Management page. If you receive a “Generation Error Log” message, contact PPS for assistance.

Step 3: Document Management

Graphic of Document Management screen

1. Click View Document (read only) or Edit Document (make changes).

A. Open the XML document in Word (2007 or later, not IE plugin).
B. To edit the document, create a Contract folder on your desktop and save the file there. Do not change the file name!
C. After editing, click Check In (or Cancel Check Out if you have not made edits).
D. Select Version changes; Minor Version (0.01) (small re-writes, cosmetic) or Major Version (1.00) (recreated, new attachment).
E. Enter Check In Comments.
F. Click OK.
G. Browse and Upload your saved file.
• The file name must exactly match the document you downloaded for editing.
• Changing any clauses will send the contract to Office of General Counsel for approval.
• “Checking In” a document does not automatically delete the file you saved to your computer.
• Manually delete an old file before saving a new version.

2. Click Route Internally (as needed). This takes you to the Internal Contacts / Collaborators page.

Graphic of Internal Contacts/Collaborators page.

A. Enter User NetID of the NUFinancials user you want to collaborate on this contract. The Sponsor will automatically be included as a collaborator.
B. Select which users can be a Collaborator (view only) and Can Edit During Collaboration (as needed).
C. Click + plus to add additional users (as needed).
D. Enter Collaboration Instructions.
E. Click Route Internally. Collaborators are notified via system email and their NUFinancials Worklist.

Alternative: Create an Ad Hoc Contract Using Vendor-Supplied Documentation

Alternatively, use this process to create an Ad Hoc contract using vendor-supplied documentation (vendor paper).
First, completeStep 1: Add a Document and Step 2: Create Document.

Alt. Step 3: Document Management

Grpahic of Document Management screen

1. Click Add Attachments/Related Documents.

Graphic of Add Attachments/Related Documents screen

A. Click Upload Document Attachment File. Browse and Upload your saved file.
B. Click the Allow Email/Dispatch checkbox.
C. Enter a descriptive Title for the attachment.
D. To add more details, click the Description tab and enter a Document Description (optional).
E. Click OK.

2. Click Route Internally (as needed). This takes you to the Internal Contacts / Collaborators page.