Create a New Contract

GUIDE STATUS: IN 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.

Create a New Contract

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. If the Vendor does not already exist in ServiceNow, 
   
   
5. Add how to create a new vendor, how to change vendors and track old/new
6. Use the old contract number in the description of the new record, and new contract number in description of the old record to preserve link
   
7. Select a contract model from the Contract Model list. Refer to the Contract Models table for definitions. Expand with directions for respective models.
   
   
   
   
8. Enter a short description in the Short description field based on the Description Standards for Contracts. Refer to the Contract Fields table for definitions of all contract fields.
   
   
   
   
9. If the vendor has an identifying number for the associated contract record, enter it in the Contract number field.
   
   
   
   
10. Navigate to the General tab.
    
    
    
    
11. In the General tab, enter a start and end date for the contract in the Starts and Ends date fields.
    
    
    
12. Find a way to track PalCard information via a new PCDO text field
    
13. Enter detailed contract information that could not be captured previously in the Description field. 
    
    
    
    
14. 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.
          
          
          
    
    
15. Enter the contract administrator's name in the Contract administrator reference field.
    
    
    
    
16. Enter the contract approver's name in the Approver reference field.
    
    
    
    
17. If there is a business office analyst (BO Analyst) associated with this contract, enter their name in the BO Analyst reference field.
    
    
    
18. Separate guide on renewals of contracts and steps for a new record.
    
19. Click on the Financial tab.
    
    
    
    
20. Enter the KFS number associated with the contract in the KFS number field.
    
    
    
    
21. Select a Funding Source from the dropdown field.
    
    
    
    
22. Select an OIT Division from the dropdown field.
    
    
    
    
23. Enter the cost center associated with the contract in the Cost center reference field.
    
    
    
    
24. Select a value from the Invoice payment terms dropdown field. Refer to the Contract Fields table for field definitions.
    
    
    
    
25. Update the Payment schedule and Payment amount fields.
    
    
    
    
26. Edit all other fields as needed.
27. 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.
    
    
    
    
28. Once the record is submitted, you can update the following sections:
    
    • Assets Covered
    • Users Covered
    • Contract Rate Cards
    • CIs Covered
    • Terms and Conditions
    • Expense Lines
29. For a contracts associated with cloud software, follow the Link a Contract to a Cloud Configuration Item to bind a CI to the contract.

Revision History