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GUIDE STATUS: StatuscolourYellowtitleIn Review

Overview

Contracts are durable, have a start/end date, refer to non-operational expenses, and are legally binding. If an EPO has been submitted and approved for a purchase, the BO Analyst can enter a new contract in ServiceNow. Use the following guide to walk through filling out the necessary field information for a new contract in ServiceNow. If an EPO still needs to be submitting, follow the Submit an Electronic Purchase Order (EPO) and Approve or Reject an Electronic Purchase Order (EPO) guides to make sure the contract is ready to be entered into ServiceNow.

Create a New Contract

Enter "Contract" in the filter navigator.
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Click on All under the Contract Management module in the application navigator (left-pane).
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Click the New button at the top left of the content frame.
Select a vendor from the Vendor reference field.
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Add how to create a new vendor, how to change vendors and track old/new
Use the old contract number in the description of the new record, and new contract number in description of the old record to preserve linkIf the Vendor does not already exist in ServiceNow, follow the Submit a Request to Create a New Vendor guide to send a ticket to the ServiceNow Support team who will update the vendor table for you.

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Select a contract model from the Contract Model list. Refer to the Contract Models table for definitions. Expand with directions for respective models.(These models are described for what the contract module will change to, not what it is currently.)
Enter a short description in the Short description field based on the Description Standards for Contracts guide. Refer to the Contract Fields table for definitions of all contract fields.
If the vendor has an identifying number for the associated contract record, enter it in the Contract number field.
Navigate to the General tab.
In the General tab, enter a start and end date for the contract in the Starts and Ends date fields.

Find a way to track PalCard information via a new PCDO text field
If the contract covers a PalCard Purchase, enter PalCard into the PO Number field. Otherwise, enter the current(or most recent) purchase order number into the PO Number field.

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If the contract covers a PalCard Purchase, enter the PalCard Document Number in the PalCard Document Number field under the PO Number field.

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Enter detailed contract information that could not be captured previously in the Description field based on the Description Standards for Contracts.
If the Contract model is Software License/Subscription, 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.
Enter the contract administratorContract Administrator's name in the Contract administrator reference field. The contract administrator is usually the purchaser and handles communication with the vendor.
Enter the contract approverContract Approver's name in the Approver reference field.
If there is a business office analyst (BO Analyst) associated with this contract, enter their name Enter the Business Office Analyst who is responsible for entering and maintaining the contract data in ServiceNow in the BO Analyst reference field.
Separate guide on renewals of contracts and steps for a new record.
Click on the Renewal/Extension tab.

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If the contract includes an automatic renewal from the vendor, make sure the Automatically Renew/Extend field is checked. This is important, because if it is not checked, the vendor will automatically charge the office even if we are not using the product.

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Click on the Financial tab.
Enter the KFS number Account Number associated with the contract in the KFS numberAccount Number field.
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Select a Funding Source from the dropdown field.
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Select an OIT Division from the dropdown field.
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Enter the cost center associated with the contract in the Cost center reference field.
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Select a value from the Invoice payment terms dropdown field. Refer to the Contract Fields table for field definitions.
Update the Payment schedule and Payment amount fields.
Edit all other fields as needed.
Attach all documentation necessary to the contract by navigating to the Manage Attachments page and referring to the Attach Documents to a Record guide.
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.
Once the record is submittedsaved, you can update edit the following sections:
Assets Covered