Total Contract Management (TCM): Creating a Contract

These instructions show you how to create a contract in Mountaineer Marketplace. 

Instructions

1. Access Mountaineer Marketplace.

2. In the left side panel:

   1. Hover over the Contracts menu.

   2. In the fly-out menu, choose Create New Contract.

3. About the Contract:

   1. Enter the contract name using upper and lower case letters.

   2. Contract Type:

      1. Click the Search icon.

      2. This brings up the Contract types choices.  Click the Expand icon for WVU.  [Note: The inactive by WVU refers to being inactive for shopping.]

      3. Clicking WVU brings up a series of choices. Click the expand triangle to the left of the radio button and select the appropriate affiliation, research or service agreement from the series of choices.

      4. Save your changes.

   3. Work Groups

      1. Click the search icon.

      2. From the menu, choose WVU. [Note: when in the Test site, WVU will be identified as pWVU.]

      3. Click the expand triangle. Select the proper unit, .e.g., School of Nursing. If available, select the proper department or unit within the unit.  For example, Academics within the School of Nursing.

      4. Save your changes.

   4. Main Document Template:

      1. If using the WVU-approved template, please select the appropriate template listed.

         1. If using a contract received from an outside party, skip this step.

   5. Click Create Contract.

4. The contract creation page appears and you must complete the fields as outlined below.

   1. Contract Header

      1. The contract number will be auto-generated from TCM.

      2. The contract name should be the party you put in the very first screen. Edit now if there is an error and add the type of contract, e.g., ABC Medical Affiliation Agreement.

      3. The contract type will be hard-coded from your previous entry. This cannot be changed. If this is wrong, you must go to contract actions and select "delete contract." Note: A draft contract can be deleted at any time.

      4. The Work Group is the project you selected earlier.

      5. You can add a summary that briefly explains what the contract is for. You can also add the same summary to the Searchable Keywords under the Additional Details section.

      6. Parent contract: Not used at WVU.

      7. Select Yes to use eSignature for this contract.

   2. Contract Parties

      1. The first party is always WVU and the default is based on the contract type and project.

         1. Go to the Actions drop-down menu.

            1. Select Edit Contract to choose Dr. Marsh’s name. Save.

            2. Choose Edit Address and select the HSC address. Save the selection.

      2. Click Add Party and then Second Party

         1. Enter the Contract Party name and click Search. If you did not search for the contract party before beginning the contract creation and the contract party is not listed, you must contact the General Counsel’s office for assistance in adding the contract party.

         2. After the Contract Party Name region populates with one or more choices, click the information icon (i) to see the details of the second party if more than one supplier with the same name appears.

            1. Make sure there is a red check mark next to the section label "Active for Shopping." Then close this screen.

            2. Click the radio button for the correct contract party and click Select Contract Party.

         3. Contact information appears, step 2. Click the drop-down in Choose a Contact. Select the contact or Add Contact to enter a new name.

         4. Enter the contact information (First and last name, Title, email, and phone) and click Next.

         5. Select an address from the drop-down list. If the address is not displayed, contact Legal Services. Select Partner (Primary Physical).

         6. The details of the address you chose are displayed. Click Done.

         7. Add additional second parties, for multi-party agreements such as 3-way or 4-way affiliation agreements.
            Note: If the additional contract party is not listed, you must contact the General Counsel’s office for assistance in adding the contract party.  The party type should be partner and not supplier.

   3. Dates and Renewal

      1. Enter a start date and expiration date. After being fully executed, you cannot return to change this.

      2. Renewal term: Fill in the number and frequency. (For example, five years.)

   4. Additional Details

      1. Click the caret (to the left of Additional Details) to bring up the Search Keywords box.

      2. In Searchable Keywords, enter information that would help when searching for this contract.

      3. Save.

   5. Contract Information

      1. Enter the required information so that the template will auto-populate. Any item with a star is a required field. Save your progress and click Next.

      2. Term: Enter the number of years in written and numeric form.

      3. Provide the required notice contact information.

      4. Provide Signature block name and title.

   6. Attachments - you can upload the contract and other documents.

      1. If using a template, the contract will already be attached and displayed as the Main Document of the contract.

      2. If the other party has provided the agreement, click Upload Main Document to upload your main contract. At this point, you may also choose Use a Template.  Note: If you initially selected use a template at the beginning of the creation process and you decide to upload a second party contract, then you must go back and change your initial entry or the proper workflow will not be activated.  Likewise, if you chose to not use a template at the beginning of the creation process and you decide to use the template, then you must go back and change the initial entry or the proper workflow will not be activated.

      3. Click Select file and find your contract to attach, if adding a contract provided by second party.

      4. Click Save Changes.

      5. If you have any other attachments, they can be added as well by clicking Add Attachments. You can decide the order you want the attachments to show when you print them or even if you want them to print with the full contract.

      6. Click Save Changes or Next.

   7. Obligations - This is used to set up reminders for insurance certificates, as an example. If the contract requires an annual certificate of liability insurance, you can add her and receive reminders.

   8. Review Rounds - This is a way to forward your contract to others for review.

      1. Internal Rounds

         1. Click Create Manual Internal Round. Us this to share with other members of your department or others at WVU that may need to review the contract before completion.

         2. Click Add Reviewer. You may add multiple reviewers for each contract, if necessary.

         3. Enter a name and click Search.

         4. From here, you can select users who have TCM access.

         5. Once they are added, choose Begin Round. The reviewer(s) will receive an email and or notification (depending on his or her settings).  The email has a link to the contract that allows the reviewer(s) to see the details related to the contract. Once the reviewer(s) has finished their review, they will select the Contract Actions drop-down box and select the appropriate action.  For example, Done with My Review.  The reviewer then is required to enter a comment such as approved, I have questions about…., etc.

         6. Once the internal review is complete by each reviewer, the contract manager receives a message and the Contract Review Done page appears. The contract manager then can select View the Contract.

         7. This process can be repeated as many times as necessary until the agreement is finalized.

      2. External Rounds

         1. Click Start External Round. This is used to forward the agreement to the Second Party or others outside of WVU for review.

         2. Click Begin Round.

         3. Add reviewer name and email address.

         4. Click Begin Round.

         5. When you begin the External Review Round, an email is sent to the Second Party. The contract is an attachment to the email.

         6. The email will auto-populate with the appropriate information from the contract when it is sent for external review. Note:  You may add additional text or information to the email before sending.   Be sure to leave the links for the contract name and number so that the contract will be identified properly. If using a template, the Second Party may sign the agreement and return by email to you.   They may also indicate their approval and you can then forward a final version to the them for eSignature. When the external reviewer returns the contract, note their response in the external review round section of the contract.  The return message can be found in the Communications Center. If approved, the round will end.

         7. Return to the Attachments Section and using the Contract Actions drop-down box, Check Out the Agreement.

         8. Once the Contract has been checked out, use the Actions drop-down box under Add Attachments to upload the new version.  Be sure to go to External Review round and mark the review complete.

   9. eSignature

      1. After uploading the final version of the agreement, go to the eSignature section to add Signers. You may add signers for both parties, if the Second Party is willing to use Adobe Sign.  The eSignature system defaults to Sign in Parallel. If the Second Party does not want to use eSignature, then you must edit the settings to change the order of signers to Sign Sequentially, and choose to have the Second Party sign first.  Once the Second Party has signed and returned the agreement, then you can launch the eSignature process for Dr. Marsh’s signature.

      2. You must add a First Party Signer. Choose Clay Marsh, MD, and click Save Changes.

      3. Repeat the process to add a Signer for the Second Party.

   10. Users and Contract - Here you can add additional Contract Managers or Stakeholders, see list of the Users from the Project, and control visibility. (TCM automatically adds the person who created the contract as the Contract Manager – if you need to change this, you can edit.)

       1. Under All Other Users, select Partial.

       2. Save changes.

   11. Notifications

       1. In the Contract Managers column, check

          1. End Date - Advance Notices

          2. End Date Passed

             1. In the End Date fields, enter the number of days in advance you would like notifications to be sent. We generally set them to 90, 60, and 30; however, you may choose your own frequency.

             2. Any other notifications you want.

5. Submit for Approval

   1. Once the new version of the agreement has been uploaded as a new version of the agreement and the eSignatures and notifications have been set up, go to Submit for Approval.  You will need to hit submit for approval twice before the agreement will enter the workflow. The second submit for approval allows you to add a comment in Approval Details before proceeding.

   2. Once the contract has been submitted for approval, you may track the approval process using the View Approval Steps in the Approvals section.  After the contract has been approved, it will be ready for the ESignature Setup on the Approvals page.   Select Launch eSignature.

   3. The document will load in Adobe Sign. Scroll to te signature page of the contract, and use the Signature fields on the right hand side to add the Signature block. The size of the block can be adjusted as needed.

   4. Use the Signer Info Fields to add Date in the appropriate space. The size of the block can be adjusted as needed.

   5. Select Send to send the contract for the signature.

   6. You will receive a message that the document has been sent for signature.  Once the agreement has been signed by all parties, and the fully executed contract will automatically upload into the system as a fully executed agreement and the agreement will be completed.

   7. Please note that the status of the contract will be “Executed: In Effect” or “Executed: Future” depending on the start date for the agreement.  Once the term of the agreement has expired, the status of the contract changes to “Complete” or “Expired."