Contract Management User Manual
Contents
1. File cabinet in purchasing main office shared network drives location etc k Description Recommended write a brief synopsis of the high level information about your contract so that users can quickly reference the document without having to look at the actual document itself l l J ji JA 724 Fitzwatertown Road e Willow Grove PA 19090 O E Phone 215 902 0200 e Fax 215 902 0222 F ree Co mmerce wdorn whyabe com wdorn sourceoneinc com Page 8 of 10 Copyright 2007 www WhyAbe com l Add Document Recommended WhyAbe allows you to upload a copy of your document for electronic storage WhyAbe accepts PDF doc xls and popular image files m Add Owner Recommended you can select the contract owner from the list you created earlier If you forgot to add an owner you can finish creating this contract and come back and edit it later Add Supplier To select multiple suppliers hold CTRL click Contract Signature Date RJL Limited Marketing E zj UPS BMU Promotions komzon Learning Contract Start Date z aj a Commitment Amount Contract End Date Commitment Quantity Peme e ENG Auto Renew D Peme e unit of measure Auto Renew Terms Commitment Motes Choose Reviewer List Add Contract n Contract Signature Date Recommended you can select the date that the contract was signed by your organization o Contract Start Date Recommended you can select the start date of the contrac2. nick Add gt gt Nick Name suppliers John T Supplier supplier 1 Jane Doe Supplier Delete selected users 8 Repeat the steps to create as many lists and individuals you would like to add as reviewers Note WhyAbe com users can be in multiple lists 5 Adding a Contract 1 You are now ready to create Contracts Remember to set up your suppliers and contract owners before you begin the process in order to eliminate extra work later on Yond CE i i YLoiia E p Yonda H Men l Mage Setup Contracts owners List contracts List 4 Add an Owner add a Contract lt m S Suppliers List 4 Contracts I Have Been Invited to Review Add a Supplier Reviewers Lists 2 Start by clicking the link in your Contract Management Dashboard pm 724 Fitzwatertown Road e Willow Grove PA 19090 We ASst amp TAB Phone 215 902 0200 e Fax 215 902 0222 F ree C ommerce wdorn whyabe com wdorn sourceoneinc com Page 7 of 10 Copyright 2007 www WhyAbe com 3 You can now begin to create your Contract Add a Contract Indefinite Duration D Renewal 7 Description Contract Number Contract Version Contract Title Currenc US Dollars Contract Type Product Label Contract Amount Add Documents Add Owner To select multiple owners hold CTRL click File Location Bill Dorn Joseph Payne a Indefinite Duration Optional if you check this box you are indicating that the contract may
3. dashboard and select the Add Supplier link We PrAS amp ir BE sd Stores Ei RFXs amp Reverse Auctions Free Commerce STORES DASHBOARD CONTRACTS FIND SUPPLIERS eS Hasire Eyl wdorscurceone gout Search for I inRFxs I in Stores Search RFXs Search Stores Oct 02 2007 14 34 24 User Logout Setup Contracts Owners List Contracts List Add an Owner Add a Contract Suppliers List Contracts I Have Been Invited to Review Add a Supplier Reviewers Lists LI IH AB E 724 Fitzwatertown Road e Willow Grove PA 19090 l Phone 215 902 0200 e Fax 215 902 0222 F ree C ommerce wdorn whyabe com wdorn sourceoneinc com Page 4 of 10 Copyright 2007 www WhyAbe com 3 Fill in the supplier contact form Add a Supplier Supplier Mame Motes Address Address2 City State so Post Code Countr United States of America contact Mame Contact Telephone Contact Fax Contact Email Url Add Supplier Info Back to Main Menu Suppliers List 4 You can provide notes for each supplier to make them easier to reference to your company 5 When finished click the Add Supplier Info You may now repeat the steps for each supplier you intend to include in the system 6 You can edit and view your supplier at any time by clicking the Suppliers List link in your dashboard Supplier List 8 Suppliers Supplier Name Contact Name Website Telephone Ee Edit Delete
4. Source ne Management Services LLC www WhyAbe com Contract Management Manual ND ADe COMON IO E EE 2 Connact INIA SIG IT eerseere ESEE EEES ENEE a TEE 2 B TNS TAGS see E AAE E E E A E E TAE EE 2 LT ON a E E ees nn ey ae eee eee 2 Si OCI E e un cagu ste vessussaaatadannessehedecagasieasstenaeesaneewsottacsssosqecesdassdeanens ane ences 4 An VNC VIC WC 6 W166 sc cetnata te stgsese cues soanevadccs ganas E se tsesdeves sates tees aseeee 6 De ANON ACO OU ACU grea scene eet ct A E E osaissneternsacesee 7 3 TMT CONAC Oeren E E E E EE 10 Tey NAC WMA CO e E E E A T E E E A E 10 T 724 Fitzwatertown Road e Willow Grove PA 19090 Wit HABE Phone 215 902 0200 e Fax 215 902 0222 Free Commerce wdorn whyabe com wdorn sourceoneinc com Page 1 of 10 Copyright 2007 www WhyAbe com WhyAbe com Overview WhyAbe com is an automated on demand procurement portal and collaborative marketplace that can be used by any organization in any industry WhyAbe is owned and operated by a leading Procurement Service Provider Source One Management Services LLC and is provided on the Web at no cost to any user WhyAbe supports Request for Proposals Request for Information two different types of Reverse Auctions a Contract Management Repository and provides free stores for suppliers to sell and market their products services and excess inventory Buyers can benefit by a single point of communication for all of their purchases and contracts Contract Man
5. a ee T T O Oe a aat Edit Delete a a d a j pa a Edit Delete i _ a tt Edit Delete lie Qe eS l m i Source One i 715 902 ttp i n 2 Edit Delete n _ WW SOUPCeOneinc coOm o200 Edit Delete ae ee eee ie b Edit Delete P w l ji e Ame 724 Fitzwatertown Road e Willow Grove PA 19090 Phone 215 902 0200 e Fax 215 902 0222 F ree C ommerce wdorn whyabe com wdorn sourceoneinc com Page 5 of 10 Copyright 2007 www WhyAbe com 4 Reviewer s List You may create Reviewers lists for Contract Management and for RFX events Reviewers Lists allow you to invite colleagues to review your RFX event or Contracts and see everything that you see The only difference is that reviewers cannot modify the event or RFX cannot make changes Note Even though you are creating a list you can select individuals from within the list to review your RFX Event or Contracts you will not have to select the entire list Account RFX Stores poetics Contract Management Management Management Management Setup Contracts S owners List Contracts List Add an Owner Se Add a Contract Suppliers List Contracts I Have Been Invited to Review S add a Supplier Reviewers Lists 1 In order for you to invite reviewers you must know the reviewer s WhyAbe com username WhyAbe cannot supply you with this information you must contact the user to get this information directly 2 To begin click on the Revi
6. agement 1 Benefits WhyAbe com is a secure hosted application that provides procurement professionals free resources and tools such as a Contract Management Repository System Never miss a contract renewal or expiration data again With WhyAbe com s free Contract Management Repository System you can manage your contract s owners reviewers suppliers terms and conditions and track critical data The WhyAbe Contract Management Repository provides features including e The ability to establish contract owners and contract s signature e The ability to add reviewers such as managers or legal departments that should have read only access to all of the company s critical documents e The ability to create your own supplier database e The ability to track important pieces of information such as Terms and Conditions Contract Signed Date Contract End Date Renewal Terms Contract Amount The ability to upload a signed copy or original electronic copy of the document to a secure online repository for safe keeping Quick filter tools to see upcoming expiring or renewing contracts or to determine the highest value contract in your organization Oo O 2 0 0 O 2 Owners 1 To begin using the Contract Management Tools login to www WhyAbe com select the Dashboard button at the top of the page then select Contract Management from the dashboard H ji eJ 724 Fitzwatertown Road e Willow Gr
7. ewer s List link in your Contract Management Dashboard 3 You must now create a name for you list You may have multiple lists for your company For example you may create a list for each department in your organization or for outside consultants or clients that may need to have access to your data 4 First you must Name your list in the following example we have created two lists Purchasing amp Management INVITED REVIEWERS LIST User buyer1 Create new list Create gt gt List name Members Management Purchasing Rename List Delete selected lists 5 After you create a list click on the link to the name of the list to get to the edit menu i f 724 Fitzwatertown Road e Willow Grove PA 19090 WHA ABE Phone 215 902 0200 e Fax 215 902 0222 F ree C ommerce wdorn whyabe com wdorn sourceoneinc com Page 6 of 10 Copyright 2007 www WhyAbe com 6 Type in the username of the user you would like to add to the list EDIT REVIEWERS LIST User buyer Edit content of list Management Add user tnick supplier Name Delete selected users 7 Notice that you will see the name of the user added to your list if you have added them properly If the user does not match the person you are looking to add to your list simply delete them and double check with the person for their WhyAbe com username EDIT REVIEWERS LIST User buyer1 Edit content of list Management Add user
8. ional details about the commitments 4 Your Have now set up your first contract You can repeat the above steps to set up as many Contracts as you need 6 Filtering Contracts a WhyAbe provides tools to quickly filter your contract list on predefined criteria b Simply access the Contract List link from your Contract Management Dashboard Contract List Sort By Highest to Lowest a Active Contracts ri Expired Contracts Auto renew Only Lowest to Highest meilighestto Lowest End Date Ascending Order End Date Descending Order o Contracts This is a test reviewer 4S5ds56f456s a a Jan 03 June O4Ending in 30 days Edit Delete 2006 anap E dina in 60 days View Ending in 90 days a Ending in 190 days 45643516 Dogs Mar O4 Edit Delete view Internal 2006 July 05 2009 10 000 00 SDO 123456 Telecom Contrac Feb 02 Edit Delete ices Telecom 2007 Feb 02 2008 6 000 00 USD 1 Back to Main Menu Add a Contract el d You can filter you contracts on a variety of criteria This is important to track expiration dates so you can begin renegotiation or sourcing events and to track the overall value of your contracts 7 Viewing Contracts a To view your contracts select the Contract List link from your Contract Management Dashboard Select the view link under the contract you want to see Contract Title This is a test reviewer contract 15years jog Contract Number 45Sd
9. le for a contract or spends area but has a manager that is authorized signature of a contract 6 Click the Submit Owner button after you are completed creating a Contract Owner You may repeat these steps to add additional owners T 724 Fitzwatertown Road e Willow Grove PA 19090 WHY ABE Phone 215 902 0200 e Fax 215 902 0222 F ree C ommerce wdorn whyabe com wdorn sourceoneinc com Page 3 of 10 Copyright 2007 www WhyAbe com 7 You may always edit or view your owner list by clicking on the Owners List link in your Contract Management Dashboard Owner List 3 Owners william Dorn i Information ba 5 Edit Delete Director Operations wdorm sourceoneinc com 267 913 6278 WhyAbe com Systems 215 Strategic Joseph Pawns Hose Bees jpayne sourceoneinc com 267 913 6270 902 Abe Podolak Chief Supply Strategist Sourcing Professional Edit Delete Sourcing Services 0202 Group 3 215 Steven Beli ceo sbelli sourcoeneinc com 267 913 6264 902 WhyAbe and operations Edit Delete 0202 Si Back to Main Menu Add an Owner 3 Adding Suppliers 1 WhyAbe com Contract Management allows you to create your own database of suppliers with detailed information The supplier database is stored in a separate table than contracts themselves so that you will only need to modify supplier contact information in one place rather than each individual contract with that supplier 2 To begin login to the
10. not have a definitive expiration date Some users also use this checkbox to indicate that it may not be a formal contract but a written pricing agreement b Renewal Optional Check this box if the contract you are entering 1s a renewed version of an older contract rather than a brand new contract for your organization c Contract Number Recommended you are free to enter any contract numbering system that is relevant to your organization or supplier d Contract Version Optional You may enter the contract revision number or name here e Contract Title Recommended Enter a title for your contract which is displayed in snapshot screens later on f Currency Recommended select the currency that your contract specifies Contract Type Optional some users use this field to specify the contract type such as telecom electricity payroll etc or to assign a cost center code to the contract h Product Label Optional some users opt to put a Brand Name of a product or some other internal reference to this field 1 Contract Amount Optional This should be the total dollar amount of the contract You should either annualize the spend or put the monthly amount but you should be consistent in the method you use for each contract which will help you sort the contracts later on j File Location Optional Most users will indicate the physical location of the hard copy or electronic contract in their own systems
11. ove PA 19090 LU Be Phone 215 902 0200 Fax 215 902 0222 Free Com merce wdorn whyabe com wdorn sourceoneinc com Page 2 of 10 Copyright 2007 www WhyAbe com menu WHPrABE S Stores ea RFXs amp Reverse Auctions Free Commerce STORES DASHBOARD CONTRACTS FIND SUPPLIERS fa Hoare a wdornsourceone Gi Logout Search for T inRFxs inStores Search RFXs Search Stores Oct 02 2007 14 34 24 User Logout YaAnauemell YIahaue mel YIaAhauge medl YIahniauge mel Setup Contracts Owners List Contracts List Add an Owner Add a Contract Suppliers List Contracts I Have Been Invited to Review Add a Supplier Reviewers Lists 2 First you will want to set up the Contract Owners List Contract Owners are the individuals or departments in your organization that are responsible for a contract Select the Add an Owner link 4 You may create as many Contract Owners as you need to support your organization Contract Owners are stored in a separate database than contracts themselves to that if the contact information of an Owner changes you will not have to change it in multiple contract locations Add an Owner P Owner s Name Sig Name Title Sig Title Email Business Unit Ph Number Business Dept Fax Submit Owner Back to Main Menu Owners List 5 You may optionally include Signature Name and Title in the owner form This is typically used in organizations where the owner is responsib
12. s6f456s Contract Version Version 1 Expand for Reviewer s info Contract Type test Expand for Owner s info Contract Amount 45 454 621 00 USD Contract Sign Date 01 01 2006 Contract Start Date 01 03 2006 Supplier Name The supplier Company Contract End Date 06 03 2007 Address 1234 Supplier Road Posted Date 03 16 2007 10 05 32 Address 2 Suite 4 Last Revised Date 03 21 2007 14 17 28 City Willow Grove Expand for Supplier s info Posted By supplier2 State Pennsylvania Post Code 19090 Other Details Country United States of America Indefinite Duration Contact Name Bob Smit Renewal Contact Phone 215 866 8525 Product Label Contact Fax Currency USD Contact Email bob abc com File Location my house Url www bob com b To expand reviewer owner or supplier info simply click on the colored bar LI Imei HAR E 724 Fitzwatertown Road Willow Grove PA 19090 O _ e Phone 215 902 0200 e Fax 215 902 0222 F ree Co mmerce wdorn whyabe com wdorn sourceoneinc com P age 10 of 10 Copyright 2007 www WhyAbe com
13. t p Contract End Date Recommended you can select the end date of the contract This is important for quick filtering the view of your contracts later on q Auto Renew Recommended check this box if the contract has an automatic renewal clause This will help you decide on when you should start renegotiating your contract r Auto Renew Terms Optional you can enter key criteria about auto renew terms of your contract example Contract automatically renews after year unless terminated in writing s Add Supplier Recommended Select the supplier that is associated with the contract If you forgot to set up suppliers you can come back and edit this document after you are completed t Commitment Amount Optional many contract require the purchasing organization to purchase a pre defined quantity or receive a pre defined amount of deliveries u Commitment Quantity Optional many contracts require a commitment of a certain quantity of a product or service v Commitment U M Optional you can define the commitment unit of measure for the contract examples minutes for telecom service or each for a unit commitment of product l L JI ju j A 724 Fitzwatertown Road e Willow Grove PA 19090 E Phone 215 902 0200 e Fax 215 902 0222 F ree Co mmerce wdorn whyabe com wdorn sourceoneinc com Page 9 of 10 Copyright 2007 www WhyAbe com w Commitment Notes Optional you may add addit
Download Pdf Manuals
Related Search