SCC P2P – Collaboration Made Easy Contract Management training Tina Jerzyk - Ariba Welcome everyone to Contract Management training. Note that everyone should have completed Procurement Workspace training before attending this course.

Amendments After the contract workspace is published, you may need to amend it. Module 6

Contract Process Create a Contract Workspace Build a new contract workspace by providing header information and specifying contract details Edit & Manage Contract Workspace Make contract-specific modifications to the contract workspace created from the selected template Review contract tasks, assign tasks to other users for ownership as needed [Read the slide] Execute Contract Tasks Complete contract tasks as instructed Route contract documents for review and approval Publish contract workspace once all required tasks are completed Amend Contract, as needed Make post-publish changes to the contract workspace Select the amendment type and provide a description of what will be changed

Amendments In Ariba Contract Management, amendment can mean: A change to the contract document and/or A change to the contract workspace Amendments: Can be used to update contract workspaces that have already been published Unlock contract workspaces for editing by creating a new contract workspace version Do not affect the status or version of documents already in the workspace Four Types of Amendments: All Amendment types other than Administrative may also involve a change to a contract document. [Read the slide] While Ariba offers four types of amendment, the County will use just two. Use Administrative for small changes to the workspace data, like adding a new member to the Team tab. Use Amendment for all other changes. Note: The fields available for editing are very limited in an Administrative amendment. Amendment Type Definition Renewal Do not use Amendment Changes beyond the dates (i.e. commodity, pricing terms, language). Administrative Indicates an administrative change only with no change to actual contract terms (i.e. edit overview and team members only). Termination

Initiate an Amendment All amendments are initiated in the same way. First, open the contract workspace that needs to be amended. [Read the slide.] On the Overview tab, scroll down to the Contract Attributes section. Click Actions and then select Amend.

Initiate an Amendment Select the amendment type that describes your changes. Use the dropdown arrow to display the list of amendment types. Choose only: Administrative – Small changes that do not require re-approval of the contract or Amendment – Any change requiring re-approval of the contract; will generate tasks (review, approval, etc.). While all four Ariba amendment types will still appear in the drop-down menu, SCC will only use two of them. Always choose either Amendment or Administrative. In the Amendment Reason Comment field explain why you are amending, for example: Adding a new team member, extending the contract for 1 year, or updating contract pricing. [Read the slide.] Enter an Amendment Reason Comment. This is required.

Amendments For all amendments, except Administrative: The Documents tab is updated with an Amendment Documents folder. The Tasks tab is updated with an Amendment Process phase. Because administrative amendments are simple data updates, there are no tasks or additional documentation required. You will make your edits and then return to the Overview tab to complete the amendment. Amendment type amendments, on the other hand, generally involve commercially significant changes, such as changing contract dates, changing the overall value of the contract and/or changing the contract language. Amendment type amendments will require both documentation and task completion. As a result, a new Amendment Documents folder will appear on the Documents tab. And a new Amendment Process phase will appear on the Tasks tab with a full list of tasks required to complete the amendment.

Amendments - dForm The tasks in the amendment phase mirror those for the original contract. However, there is one new task: Create Amendment dForm. Except for one, the tasks in the Amendment Process phase are a repeat of the tasks you completed to create the original contract. The one difference is Create Amendment dForm. Let’s look at that task now. [Read the slide.] Click Create Amendment dForm and select View Task Details.

Amendments - dForm The purpose of the amendment dForm is to capture key information about the amendment for your reviewers and approvers. For contracts with multiple amendments, this form captures the history for each. [Read the slide.] Click New Amendment dForm and select Open for Reading.

Amendments - dForm The Contract ID, Contract Expiration Date and Contract Amount carry over from the Overview tab. The New Contract Amount = The Previous Amount + Amendment Amount listed below. [Read the slide.] Select the Amendment Type. Description of Change: Enter details about what is changing (length of renewal, added scope). Previous Amount: Enter the original contract value. Amendment Amount: Enter any additional spend. New Amount: Previous + Amendment amounts.

Amendments - dForm Designate whether this is a Non-Competitive Procurement situation. If you select Yes, you will also need to select the Non-Competitive Procurement Type. You will need to scroll across the page to see all of the Amendment Details fields. [Read the slide.] Enter any additional Amendment Savings. Select the appropriate Contract Type (same as the original agreement). For renewals and terminations, enter the New Expiration Date.

Amendments - dForm When you have completed all the fields, click Publish and mark the task complete. [Read the slide.] Your reviewers and approvers will now be able to access the form on the Documents tab when they access Ariba to complete their reviews and approvals. Note: For each subsequent amendment, click Add to create a new row for entering Amendment Details.

Amendments - Tasks The Amendment tasks follow the same process as creating a new contract. Complete tasks in each phase and then publish the contract workspace. [Read the slide.] You have already learned how to complete each of these tasks, so we will not demonstrate them in this training session.

System Demonstration In this demonstration, you will see how to Create an amendment Complete the Amendment dForm [Read the slide.] URL– https://sccgov-t.supplier.ariba.com/ad/register/SSOActions?type=full

Lab Activity Objective: Create an amendment and complete the amendment dForm Length: 15 minutes Refer to the Student Activity Guide for instructions [Read the slide.] Direct participants to the correct page in the Student Activity Guide and help them if they have questions.