how to create a new contract workspace

How to Create a New Contract Workspace – V4

How to Create a New Contract Workspace r

OBJECTIVE:

This guide focuses on the process of creating a new Contract Workspace in Ariba. A Contract

Workspace is a project management tool in Ariba that is used to manage the creation and

maintenance of a contract. Contracts created from a UW Sourcing Event that require negotiation, as well as contracts already executed, can be published in the Contract Workspace.

The Contract Workspace:

Is used to model all the steps in the contract process through tasks. Is used as a repository for contract-related documents.

In this step-by-step guide, Contract Managers will learn how to:

Create a new Contract Workspace from a UW Sourcing Event Enable Desktop File Sync (DFS), a feature of Internet Explorer that is used to expedite

contract version management.

Determine if a supplier is available to use in the Contract Workspace. Create a Contract Workspace by providing information and answering commodity-

related questions that are unique to specific contract types. Assign the Contract ID number to the name of the Contract Add Contact information to the Contract Upload files into the Documents section.

How to Create a New Contract Workspace –V4 Page - 2

HOW TO CREATE A NEW CONTRACT WORKSPACE FROM A UW SOURCING EVENT

Click here to access this step-by-step guide if the contract you want to create is the result of a Sourcing Event conducted through the UW Ariba Sourcing module.

DESKTOP FILE SYNC (DFS) Desktop File Sync must be enabled in order to complete the Contract Workspace

process and publish a Contract.

Click here to learn more about DFS.

Ensure you are using I.E. browser version 11 or older.

Contact Ginny Morris, Tu Pak or John Whitney if you need help setting up DFS.

CONTRACT WORKSPACE SUPPLIER CONFIRMATION PROCESS

Check to see if your supplier is registered in the Contract Workspace by using the Supplier Confirmation Process step-by-step guide.

BEFORE YOU START - Important related information!

https://f2.washington.edu/fm/ps/intranet/ps-units-purchasing

https://f2.washington.edu/fm/ps/intranet/ps-projects/aribacontractmanagement

https://f2.washington.edu/fm/ps/intranet/ps-units-purchasing


How to Create a New Contract Workspace

1. Using your IE (Internet Explorer) browser, log into eProcurement: https://ar.admin.washington.edu/AribaBuyer/uw/login.asp

2. On the Dashboard under Common Actions -> Manage, click the Strategic Sourcing link:

3. To create a new contract workspace, click on Create -> Contract Workspace (Procurement)

Click Strategic Sourcing

Click Create

Select Contract Workspace (Procurement)

https://ar.admin.washington.edu/AribaBuyer/uw/login.asp


4. The following screen will appear and demonstrates entering the attributes of: Name,

Description, Related ID, Copy from Contract, Test Project, Hierarchical Type, Base

Language, Predecessor Project, Emergency Contracts, Exposure to PHI?, Data Security

Required?, and Third Party.

Enter a temporary Name for the contract

with a brief description. This Name will be replaced when the Contract ID is assigned

Asterisk indicates required data entry or selection

Set Test Project to Yes, if you’re working in

the training module, or set to No if creating

a real contract

Required by Ariba. Do not change. Use

Contract Type field described in Step 5 below to specify UW Contract Type

If created from a Sourcing Event, this will

default to the name of the Sourcing Project. If

not, you can leave this set to (no value)

Selecting Yes for these fields will drive

clauses that are added to the contract document. Click the “i” for more information

This is an example of an information window that appears after clicking “i”


5. This screen capture, continued from the previous page, demonstrates entering the

attributes of: Contract Type, Contract Sub-Type, Purchasing Authority, DES Funding

Source, DES Procurement Method, Supplier, Affected Parties, Campus Users, Estimated

Contract Amount, Commodity, Departments, Order Method Payment Type, Payment Terms,

CAF, and eProcurement Cat alog Supplier.

Choices: Master Contract, Major Term

Agreement, Pricing Agreement, or Sponsorship. (UW, State, GPO etc.)

Choices: Goods and Services, Goods Only, Services Only, IT or Consulting

Click “+” to specify more than one

Choices: eProcurement, ProCard, CTA,

and PAS

Choices: ACH, Check, Corp Travel Card,

ePayables, Other, and Procard

If set to Yes, then you will be prompted to

provide an eProcurement Catalog Start Date

Choices: State, Federal, Private, Mixed or Local

Choices: Sole Source or Competition

Choices: Campus Wide, Department Only,

State of WA, WIPHE, or Campus Wide and WIPHE

Continued on the next page.


6. This screen capture demonstrates entering the attributes that appear on the right hand side

of the screen: Term Type, Contract Effective Date, Term Expiration Date, Notice Period,

Contract Expiration Date, Internal Notes, Term Notes, Web Display Notes, Company

Website, Freight Notes, Return Notes, and Show on Web.

Always keep default value of Fixed

If the Contract Effective Date is not known,

enter a date as a placeholder and correct the date at time of contract publishing

Email notifications are sent to remind you of

contract expiration. If set to 0, there will be

no reminders

If checked Yes, Web Display, Return and Freight Notes will be visible to campus

When the initial Contract term expires

Final Contract Expiration Date after all

possible extensions have occurred.


7. After all of the required contract fields have been entered, scroll down to the bottom of the

screen and select either the University of Washington Contracting Template or the

University of Washington IT Template, and answer the associated questions. Some of

the questions are different within both Templates due to commodity related policies and

procedures.

The first question asks, “Is this Contract already executed,” meaning the contract

has already been negotiated.

Answer No if the Contract has not been executed.

Answer Yes if the Contract has already been executed (example: State, GPO

contracts).

NOTE: There are many Tasks that can be Marked Complete in the Contract

Workspace if the Contract is already executed, which allows the Contract to

be Published more quickly.

The other questions listed are: Will this contract use supplier paper? Is there a

possibility this contract will access federal funds? If work on this contract occurs near

children or students, a background check may be necessary. Do you require a

background check for this contract? Will there be any options to extend this contract?

8. After selecting the responses to the questions, click Create.

University of Washington Contracting Template

Select responses to the questions here.

How the questions are answered will

determine whether additional information or contract related forms are required

University of Washington IT Template Click Create

Supplier paper = Utilizing a contract

provided by the supplier. Not a UW

generated contract

Other contract specific questions


9. After clicking Create, the Overview screen will appear. A Contract ID is now assigned to

the Contract Workspace project starting with the letters “CW,” then followed by a 7-digit

number. The Contract ID number, including the CW before the number and a brief

description of the Contract, will replace the temporary name assigned in Step 4 of this guide.

This is to establish a standardized naming convention and enhance reporting functions.

To change the temporary Contract Name and replace it with the Contract ID number:

Click Actions > Edit Overview

10. On the next screen, enter the Contract ID number (with the CW before the number) and

add a brief description of the Contract. Then click OK.

11. The Contract ID/description becomes the new Contract Name and will be displayed at

the top of the next screen.

Click Actions > Edit Overview

Consulting Services for Human Resources


12. To add a supplier Contact, click on the Documents tab, then click on Catalog

Attributes, Contacts and Amendments and select Open:

Click the Documents tab

Click on Catalog Attributes, Contacts and Amendments

Select Open

Continued on the next page.


13. To add Contact information in the Supplier Contacts area at the bottom of the screen:

Click the Add button in the Supplier Contacts section, as highlighted in the screen

capture below.

Select Contact under the column labeled “Is this a Contact or an Amendment”?

Fill in the required fields: Contact Type, Name, Title, Phone, Email, and indicate if

you want the information displayed on the contract portal (Display on Web).

Click Save to return to the Contract Workspace.

Repeat this process to add additional Contact information.

Click arrow for more fields Click Add

Punch-out and Hosted catalog contract questions

Click Save

Choose Contact

Enter contact information into the fields


14. To Upload Documents into the Contract Workspace, click on the Documents tab.

Click on the Actions button drop-down arrow and select Upload > Document

Select Browse to locate and Upload the file from your computer

Provide a file description

Click Create

Note: File size capacity in the Contract Workspace cannot exceed 100

MB per file.

Browse and upload the document

document from

You can leave this set to the default No. Documents

other than the main UW Agreement document do

not have to be published in the Contract Workspace


After clicking Create, a page appears with the Overview Tab highlighted and the details

of the document are displayed. The document can be Edited, Copied, Moved and

Published for use by other team members.

Note: Documents that are uploaded can remain in a Draft status and do not have

to be published, with the exception of the main contract agreement.

Click Done to complete the document upload.

After clicking Done, the uploaded file

will be displayed in the Documents section

Click Done


STOP!

15. Important: To continue, please refer to the Using Ariba Contract Workspace to

Negotiate and Manage Contracts Guide to complete the Contract Workspace publishing

process.

End of Guide