4 Replies Latest reply on May 27, 2015 10:49 AM by Leslie Martensen

    Contract Request Process

    christopherana Journeyman

      Hello. Has anyone used the Contract Request Procurement form to essentially act as an official client request for a contract? In other words, instead of clients in the company sending an email to the contracts department that they need a contract, has anyone engineered the Contract Request Procurement form to essentially act as that request? Could you tell me the details of how that works? How does the request form notify the contract manager? We have one admin assignor who currently receives all requests by emails and then assigns them to different contract managers based on the the contract type. We want to use the Contract Request form to replace this process. Thanks for your help!

        • Re: Contract Request Process
          Vilas Swamy Master

          Hi Chris,

           

          A contract request is similar to a contract workspace with a single limitation that the contract workspace has a default approval task associated with the contract request document. The perfect use case in your business scenario would be to have your admin assignor create the contract request and once it has necessary details for the approval before publish the admin or the contract requester can submit the approval task to the appropriate contract manager or a group of contract managers. You can set approval rules or conditions at the template level if you have a defined criterion to pick a specific contract manager.

           

          Alternatively, instead of the single admin being the bottle neck, you may choose to have all your clients as contract requester or junior contract agents if it suits your business needs.

           

          Regards

          Vilas

            • Re: Contract Request Process
              christopherana Journeyman

              Vilas,

              Thank you for your reply. Our process is that that business requestors send a request to our contracts admin for a contract and then the contracts admin assigns the request to a particular contract manager. We are trying to make it as vanilla as possible meaning it is as easy as filling in the form and hitting the create button. But, I am ascertaining that they still have to approve the request and attach any documents after they hit create on the contract request procurement form. Any suggestions on how this creation and/or approval of the contract request procurement form can generate an alert or notice to the contract admin assignor that a  request has been made. And additionally, any suggestions on how the assignor can actually assign the contract request procurement to a particular contract manager to create the workspace and eventually publish the contract? Thanks very much for your thoughts!

               

              Chris

                • Re: Contract Request Process
                  Vilas Swamy Master

                  Hi Chris,

                   

                  At the template level you can add this admin assignor as member of the active observer team and also have a review task associated with the contract request document. When a business requester fills in the initial details, creates the contract request draft and submits this review task, the admin assignor will get a notification. The admin can then update the project owner group with the appropriate contract manager for that request and mark the review task complete and its good to follow the routine process you must have defined already.

                   

                  I will be happy to assist if there are more specific queries you have, please do not hesitate.

                   

                  Regards

                  Vilas

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                  • Re: Contract Request Process
                    Leslie Martensen Master

                    I would add the a contract group, like contract administrator, as the approval group on the Contract request. This way all the contract administrators will get notified of the request and only one needs to approve and then that same administrator could also create the contract workspace immediately upon approval of the contract request. 

                     

                    The other option would be to use a team member rule file to automatically set the correct contract administrator as the approver based on header fields on the contract request, for example, business unit, region etc. Once the contract request is created the correct admin will be assigned to approve the contract request and they can then crate the contract workspace after they have approved the contract request.

                     

                    Leslie Martensen

                    Sr. Product Manager Ariba Contract Management

                    1 of 1 people found this helpful