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GUIDE STATUS: Status colour Grey title Draft
| Field | Description | ||
|---|---|---|---|
Activity | Provides a list of changes to the contract information. | ||
| Appendix DS | |||
| Application model | |||
Approval history | Provides a list of approvals and rejections for the contract. | ||
Approver | The person who approves or rejects the contract. This is typically the director of the OIT division responsible for the contract. | ||
| ART Metric | For ART requests, enter the metric used to help prioritize and classify acquisition requests. | ||
| ART Request | Check this box if the contract is an ART request. ART Status | Current status of the ART request in the acquisition review process. | |
Automatically renew/extend | Indicates whether or not the contract can be renewed at the end of its term. | ||
BO analyst | Business Office analyst overseeing the contract. | ||
| Business Associate Agreement (BAA) | |||
Comments | General information and comments relating to the contract. | ||
Commitment | Amount committed to spend with this vendor during this time period, from the start to the end of the contract. | ||
Contract administrator | Individual who works for the vendor and is responsible for managing the contract. | ||
Contract model | Model to which the contract is assigned. For example Lease, Maintenance, Warranty, or Service ContractRefer to the Contract Models table. | ||
Contract number | Number assigned to the contract by the vendor. | ||
Cost adjustment amount | Numerical increase or decrease in price of contract. To indicate a decrease in price, enter a negative number. Either a Cost adjustment or Cost adjustment percentage can be specified, but not both. | ||
Cost adjustment percentage | Percentage increase or decrease in price of contract. To indicate a decrease in price, enter a negative percentage. Either a Cost adjustment or Cost adjustment percentage can be specified, but not both. | ||
Cost adjustment type | Type of cost adjustment applied to the contract: Fixed, Manual, or CPI (consumer price index). | ||
Cost center | Cost center (division or team) that is financially responsible for the asset. | ||
Description | Detailed description of the contract. | ||
| Discount | |||
| Division | |||
Effective tax rate | Effective tax rate to apply to the total cost, if applicable. Effective tax rate is usually the average tax rate charged. | ||
Ends | Date on which the contract expires. Leave the end date blank to create an open-ended contract. This field is mandatory if the contract model is Purchase Agreement or NDA. | ||
| Funding Approval Comments | For ART requests, use this field to enter any comments, considerations, or observations made during the ART review of the request. | ||
| Funding Date (Needed By) | For ART requests, if the acquisition must be funded by a particular date, enter the date here . | ||
Funding source | Code or name indicating the source of the funds for the contract. | ||
| General Data Protection Regulation (GDPR) | |||
Has rate card | Check box to indicate whether the contract has an associated rate card. | ||
| Hosting type | |||
Invoice payment terms | Terms that explain how to pay the contract. For example, Net Monthly Account or Net 30. | ||
KFS number | KFS account number associated with the contract. | ||
Location | Location covered by the contract. | ||
Number | Unique number identifying the contract record. This number is supplied by the system when the contract is saved and cannot be changed. | ||
Options | Duration of the contract renewal or extension. For example, 1 year. | ||
Payment amount | Amount which has been paid on the contract to date. | ||
Payment schedule | Schedule that defines when to make payments. For example, Monthly or Annually. | ||
PO number | Purchase order number assigned to the contract. | Priority | For ART requests, indicate the relative urgency of the request. This will be considered when the request is reviewed . |
Renewal/extension contact | Individual who works for the vendor and is responsible for renewing the contract. | ||
Renewal/extension date | Date on which the contract renewal or extension takes effect. | ||
Renewal/extension end date | Date on which the contract renewal or extension ends. | ||
| Risks if not Funded | For ART requests, describe the potential risks if the request is not funded. | ||
RITM | Request item number associated with the purchase request. For older contracts initiated using an EPO, this will be the EPO number. | ||
| Renewed Annually | |||
Sales tax | Indicates whether or not sales tax is applied to the total cost. | ||
| Short Description | Brief (100 characters or less) description of the contract. Use the Description and Comments fields to provide more detailed information. | ||
Starts | Date on which the contract takes effect. This field is mandatory if the contract model is Purchase Agreement or NDA. | ||
State | Current state of the contract: Draft, Active, Expired, or Canceled. Refer to the Contract States table. | ||
Substate | Current substate of the contract. For example, Awaiting Review, Under Review, Approved, or RejectedRefer to the Contract Substates table. | ||
Tax cost | Total cost of the tax. | ||
Tax exempt | Indicates whether or not the contract is exempt from tax. | ||
Total cost | Final cost of the contract after adjustments have been applied. If a contract has one or more rate cards, this field shows the combined value of all rate cards. | ||
Vendor | Vendor responsible for the contract. This field is mandatory when the contract model selected is NDA or Purchase Agreement. | ||
Vendor account | Vendor account associated with the contract. |
Update Log
| Updated By | Date | Notes |
|---|---|---|
| Updated field names to current contract module. | ||
| Michael Anthony Waara | Initial Creation. |