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GUIDE STATUS: 

1. Enter "Contract" in the filter navigator.
   
   
   
   
2. Click on All under the Contract Management module in the application navigator (left-pane).
   
   
   
   
3. Click the New button at the top left of the content frame.
   
   
   
   
4. Select a vendor from the Vendor reference field.
   
   
   
   
5. Select a contract model from the Contract Model list. Refer to the Contract Models table for definitions.
   
   
   
   
6. Enter a short description in the Short description field based on the Naming Standards for Contracts guide. Refer to the Contract Fields table for definitions of all contract fields.
   
   
   
   
7. If the vendor has an identifying number for the associated contract record, enter it in the Contract number field.
   
   
   
   
8. Navigate to the General tab.
   
   
   
   
9. In the General tab, enter a start and end date for the contract in the Starts and Ends date fields.
   
   
   
   
10. Enter detailed contract information that could not be captured previously in the Description field. 
    
    
    
    
11. If the Contract model is Software License, follow the next steps to set fields that are specific to OIT's management of software contracts. Refer to the Contract Fields table for definitions.
    
    
    1. 1. Use the Hosting type dropdown to select a value from the following:
          
          
          • Supplier Cloud - software hosted by a vendor or SaaS software.
          • UCI Cloud - software run by UCI on a cloud platform such as AWS or run off premises from UCI.
          • On Premise - software running on machines located on UCI property.
          • Hybrid -components run in the cloud as well as on premises.
            
          
          
          
          
       2. Select a value from the Appendix DS field dropdown.
          
          
          
          
       3. Select a value from the Business Associate Agreement (BAA) dropdown.
          
          
          
          
       4. Select a value from the General Data Protection Regulation (GDPR) dropdown.
          
          
          
    
    
12. Enter the contract administrator's name in the Contract administrator reference field.
    
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13. Enter the contract approver's name in the Approver reference field.
    
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14. If there is a business office analyst (BO Analyst) associated with this contract, enter their name in the BO Analyst reference field.
    
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15. Click on the Financial tab.
    
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16. Enter the KFS number associated with the contract in the KFS number field.
    
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17. Select a Funding Source from the dropdown field.
    
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18. Select an OIT Division from the dropdown field.
    
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19. Enter the cost center associated with the contract in the Cost center reference field.
    
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20. Select a value from the Invoice payment terms dropdown field. Refer to the Contract Fields table for field definitions.
    
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21. Update the Payment schedule and Payment amount fields.
    
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22. Edit all other fields as needed.
23. To submit the contract record but postpone the approval request, click Submit at the top right of the content frame, and to submit the contract for approval, click Submit for Review at the top right of the content frame.
    
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