Importing Supplier Contract Documents for Agency Library Administrators CORE-CT Finance Upgrade Implementation <Delivery Date>

Introduction Importing Supplier Contract Documents for Agency Library Administrators

Welcome to Importing Supplier Contract Documents Introductions Introduce yourself, your unit, and your expectations for this class Ice breaker question Housekeeping Cell phones off Limit calls and emails to break times Review location of restrooms and exits

Course Objectives At the end of this course, you will understand how to: Import Supplier Contract Documents

Today’s Schedule Module Name Duration Import Supplier Contract Documents 30 minutes

Key Symbols Used in this Course This course uses the following key symbols to depict various references: Guidelines Tips & Tricks Job Aids Symbol Definitions: Guidelines: Policies and procedures that participants should follow (i.e. all trainings should be built using this template) Tips & Tricks: Shortcuts or tips that will make the topic easier for the students (i.e. To choose the correct slide template, enter a new slide, hover over the new slide, right click, and choose “layout” – from here, choose the appropriate slide for the content you wish to build) Job Aids: Use this symbol to refer to Job Aids. Either hand out all Job Aids prior to the class, or hand out the Job Aids as needed in the training Demonstration: Use this symbol when the trainer will demonstrate a technique for the class Exercise: Use this symbol when the students will be engaging in an exercise

Import Supplier Contract Documents This module will provide participants information on the contract library and creating a contract in Core-CT. Supplier Contract Management for Agency Library Administrators

Module Objectives At the end of this module, you will understand how to: Import Supplier Contract Documents

Import Supplier Contract Documents SCMT users will import existing contracts and/or amendments as the first step at Go-Live. Only contracts that will require amendments need to be brought into SCM with only the latest Contract/Amendment. This step will allow users to access current contracts and amendments in Core-CT. The types of documents that you can import are: Microsoft Word documents (with a variety of extensions, including .doc, .docx and .xml) Microsoft Excel spreadsheets Adobe Acrobat documents (.pdf files) The executed contract and amendments should already be attached on the Procurement Contract so, it is not necessary to import every contract and amendment into SCM.

Import Supplier Contract Documents Navigate to the Contract Entry page: Main Menu > Core-CT Financials > Supplier Contracts > Create Contracts and Documents > Contract Entry Insert a slide after this with Contract Entry Page and Click Find an Existing Value – RA resolved

Import Supplier Contract Documents Click the Find an Existing Value tab.

Import Supplier Contract Documents Click the lookup icon to select the SetID as STATE. Enter any additional search fields and click the Search button.

Import Supplier Contract Documents Click the Add a Document button. * If there is a buyer listed in Administrator/Buyer, Open the contract and remove the id otherwise you will not be able to access the SCMT section.

Import Supplier Contract Documents Select the appropriate Document Type from the dropdown menu. Click the Import Document button.

Import Supplier Contract Documents Choose the correct Option under Import Option. Note. This depends on what kind of Contract Document it is.

Import Options Choosing the correct Import Option Current Contract/Document: This option may be used commonly by the State of CT. Import current contract/document with no formal amendments or history to load. Amended Contract: Import single contract as fully amended, requiring an amendment number. History is optional. Amended Contract and Amendment: Import current contract as fully amended and a current separate amendment summary file. History is optional. Original and Amendment: This will be the most common option chosen for the State of CT. Import original contract as originally signed and a current separate amendment summary file. History is optional.

Import Supplier Contract Documents Enter the Version, Status, Status Date and Status Time in the Current Version section for both the Original Contract and Amendment File rows. Click the Upload button.

Import Supplier Contract Documents Optional: To load multiple attachments enter the latest (highest) number. This will open prior versions that can be uploaded.

Import Supplier Contract Documents Click the Browse button. Select the file to upload and click the Open button.

Import Supplier Contract Documents Click the Upload button.

Import Supplier Contract Documents Click the Done with Import button. Click Yes to continue.

Import Supplier Contract Documents Click the View Original Document button or the View Amendment File button to view the files.

Import Supplier Contract Documents Click the Open button in the popup. Review that the imported document is accurate. Close the document. Update Screenshot Remove red around save and enable editing – This is to review only – RA resolved

Import Supplier Contract Documents Click Modify/Attachments/Related Documents to review uploaded items

Import Supplier Contract Documents Transactional Attachments are from the Procurement Contract (Header or Line)

Import Supplier Contract Documents Users are now able to manage the Contract Document and Amendments as described in the Supplier Contract Management Training materials.

Import Supplier Contract Documents Job Aid: Import Contract Documents Let’s import a contract document! Locate the Import Contract Documents Job Aid and follow the instructions to import a contract document.

Module 5: Review and Q&A This module will provide participants with a review of the functionality. Supplier Contract Management for Agency Library Administrators

Summary Let’s review our Learning Objectives. You should now be able to: Import Supplier Contract Documents

Questions? 31

Congratulations! Go Live was March 26th. For additional help, utilize the following resources: Subscribe to Daily Mail for updates and notifications. http://www.core-ct.state.ct.us/listserv/dailymail.html Job Aids will be posted on the Core-CT website under SCMT. http://www.core-ct.state.ct.us/financials/ Utilize Footprints to log support tickets. For more information on logging a Footprint ticket: http://www.core- ct.state.ct.us/help.html