1. 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.

2. Approve and Finalize Contract Workspace
When all SCC reviewers and the supplier have agreed on the contract language, you can begin the Approve and Final phase, which includes signature and publishing.
Module 5

3. Approve and Finalize Tasks
Approve contract documents
Signature for contract documents
Validate insurance compliance
Contract workspace can now be published
Update CW attributes, finalize and confirm the CW can be published
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4. Initiate Approval Complete the form like you would for a review task.
This approval task works like the Cost Savings Form approval in the Procurement Workspace, except that the contract document(s) will attach to the to the approvers.
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Before you can submit the contract for signature, you must get internal approval.
On the Tasks tab, click Approve Contract Documents and select View Task Details.
Click the Approval Flow tab at the bottom of the screen to view approvers.
Click the name of each group to see who can approve.

5. Approver Responds
The approvers will receive an request for approval and will access Ariba to approve or deny the contract document.
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Note: If the approver clicks the name of your workspace, instead of Approve Contract Documents, they will see the Overview tab. To approve or deny, they will need to:
Click the Tasks tab.
Click Approve Contract Documents and select View Tasks Details.
The approver receives an from Ariba Administrator with the title of your contract workspace and the contract documents.
After reviewing the document(s), the approver:
Opens Ariba
Looks in the To Do portlet for your contract
Clicks Approve Contract Documents for your contract workspace.
If the approver cannot find your contract, they will click View All and select My Tasks to view the full list of items awaiting their action.

6. Approver Responds
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To approve, the approver clicks Approve. To Deny, the approver clicks Deny.

7. Approver Responds
If approved, provide a comment. If denied, provide a comment and a copy of the revised document with changes.
If approving the documents, enter a Comment and click OK.
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If there is another reviewer in the flow, they will receive the request after the first approver approves.
If the any approver denies, you will be notified. You will then need to update the contract and start the approval process over again with the new file.
If denying the document, the approver will enter Comments that explain the rejection and/or attach the document with changes. The approver should click Browse to attached their edited file.

8. System Demonstration In this demonstration, you will see how to
Initiate and complete contract approval
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URL–

9. Lab Activity
Objective: Initiate and complete contract approval Length: 15 minutes Refer to the Student Activity Guide for instructions
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Direct the participants to the correct page in the Student Activity Guide and help them if they have questions.

10. Approve and Finalize Tasks
Approve contract documents
Signature for contract documents
Validate insurance compliance
Contract workspace can now be published
Update CW attributes, finalize and confirm the CW can be published
[Read the slide]

11. Two Options for Signature
eSignature via DocuSign – Preferred
Supplier signs the document and submits it to SCC electronically.
SCC signs electronically.
The signed document automatically loads to the contract workspace and the task is marked complete.
Paper Signature
The supplier signs a hard copy and sends it back to SCC.
SCC signs.
Contract owner scans the signed document and uploads the PDF.
There to options for completing contract signature.
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12. Prepare the Documents for Signature
Compile all the contract documents into one PDF file.
Leave the originals in the Contract Documents folder.
On the Documents tab, upload your PDF to the Final Documents folder.
Before you can send the contract for signature, you must place it in the Final Documents folder and publish it. This lets the Ariba system know that the document is ready.
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For the PDF fle, click the name of the file and select Publish.

13. Initiate eSignature
On the Tasks tab, click E Signature for Contract Documents and select View Task Details.
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Note: If you have not yet place the final document in the Final Documents folder and published them, you will see an error message.

14. Select the Signers
The eSignature task routes the contract documents to signers for their electronic signature.
Double check that the Final Documents folder contains all documents that need to be signed.
Internal signers are already selected via the template based on the selected Signature Authority.
You must add the supplier contact.
Click Add Signer, then select From this supplier…
A list of contacts for the supplier will appear.
If the signer appears in the list, select them.
If the contract is in the Final Documents folder and published, the Task Details screen will show the signature request form. While it looks a little bit different than the review and approval forms, its purpose is the same. It builds the to the signers.
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The internal signers are based on the Contract Signature Authority you selected when you created the contract and the people you selected on the Team tab. If you need to change the signature authority, you can do so on the Overview tab.

15. Select the Signers
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If the supplier signer did not appear in the list of contacts, click New Signer, then enter the business contact Information and click OK.

16. Submit the Task Specify a Due Date and provide an Initial Message.
In the Choose Destination Folder field, select Final Documents.
DocuSign will automatically store a copy of the final signed file in the selected folder.
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If you forget to select the Destination Folder, DocuSign will place the signed contract on the Documents tab outside the folders. You will need to manually drag and drop it to the Final Documents folder.
Click Submit.

17. Configure the Documents in DocuSign
The contract will open in DocuSign. Scroll to the signature blocks.
In the Tag For menu, select the appropriate signer.
Drag and drop the Sign Here, Date Signed, Full Name and Title fields from the toolbar to the document. Note: Use the Tag For menu to select the right signer for each field.
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Drag and drop fields to the Board-delegated signature fields, if needed.

18. Verify the Signer for Each Field
Optional: To double check the signer for each field:
Click Sign Here
Click the properties icon (gear)
After you have placed the appropriate fields in signature blocks, you need to let DocuSign know who is signing in each spot. You will need to do this for every field you have added to the document.
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In the Recipient field, select the signer.
Click Apply.

19. Preview the Form
Click Preview to check that the signatures are set up correctly. Note: If Preview does not appear, click Send to access preview.
Click the arrows to advance field by field or click Auto-Advance to have DocuSign walk through the signatures in order.
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The arrows and auto-advance features will walk through the sequence of signatures and the person who signs in each spot.
If you need to make any changes, click <Go Back to edit the file.
If the signature fields are correct, click Send.
The first signer will receive the request to sign.

20. Signer’s View: Initiate Signature
The signer will receive an from DocuSign on your behalf.
DocuSign guides the signers through each step of the process.
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The signer clicks Review Document.

21. Signer’s View: Signer Selects Signature Type
To sign electronically, the signer:
Clicks the checkbox to agree to electronic signature
Clicks Continue
The signer can also click Other Actions and:
Select Assign to Someone Else to select the appropriate signer for their organization
Select Print & Sign to sign on paper
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22. Signer’s View: Sign Electronically
The signer clicks Start.
The signature blocks are highlighted with a Sign arrow.
If any signers have already taken action, their signatures will appear.
The signer clicks Sign.
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23. Signer’s View: Sign Electronically
The first time the signer uses DocuSign, the system will prompt them to select a signature style.
To sign, they click Adopt and Sign.
When the signer has finished signing, they click Finish.
The next signer will receive the request to sign.
When all singers have signed, you and they will receive a final signed PDF and Ariba will put a signed document in the Final Documents folder.
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When selecting their signature, the signer can either click Draw to manually create their signature with the mouse or touchpad, or they can click Select Style to use one of DocuSign’s fonts. The selected option becomes the signer’s legally binding electronic signature.

24. Two Options for Signature
eSignature via DocuSign – Preferred
Supplier signs the document and submits it to SCC electronically.
SCC signs electronically.
The signed document automatically loads to the contract workspace and the task is marked complete.
Paper Signature
The supplier signs a hard copy and sends it back to SCC.
SCC signs.
Contract owner scans the signed document and uploads the PDF.
If the supplier opts out of DocuSign, then the process for collecting signatures is manual. You will scan the final signed document and upload it to Ariba.

25. Approve and Finalize – Non-Docusign
When the template question answer is Non-DocuSign, the Project Owner must collect the signatures of the supplier and internal parties outside of Ariba / DocuSign.
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Mark this task as started and collect the signatures of the supplier and internal signers outside of Ariba / DocuSign. Scan and upload the signed document into the Final Documents folder. Click the task name and select Mark Complete.

26. System Demonstration In this demonstration, you will see how to
Initiate and complete DocuSign signature
[Read the slide]
URL–

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

28. Approve and Finalize Tasks
Approve contract documents
Signature for contract documents
Validate insurance compliance
Contract workspace can now be published
Update CW attributes, finalize and confirm the CW can be published
After the signatures are collected, there are three final steps to completing the contract and making it available for transactions.
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29. Contract Workspace is Ready to Publish
Validate that the supplier meets all insurance requirements. Then, mark the Validate Insurance Compliance task complete.
When the document(s) is signed, notify the Procurement Catalog Administration team that the contract workspace is ready to be published.
This notification task works just like the Load and Link Catalog with Pricing Terms… task.
The Procurement Catalog Administrator team will complete the terms and publish the contract workspace.
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Then, update the contract attributes and ensure all documents are final.

30. Update the Contract Attributes
Before publishing the Contract Workspace, check all the data on the Overview tab. Correct any fields that are incomplete or inaccurate.
To update the data in any of the sections, click Actions and select Edit Attributes.
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31. Update the Contract Attributes
Update all relevant contract attributes, such as contract amount, contract start date and contract expiration date, to match the signed contract document. When finished, click OK.
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32. Publish the Contract Workspace
The Procurement Catalog Administration team will publish the contract workspace.
On the Overview tab, scroll down to the Contract Attributes section. Click Actions and select Publish.
You will not publish the contract workspace, because you will not know when the catalog set up is complete.
Instead, the Procurement Catalog Administrator will publish the contract workspace.
Publishing closes the workspace to editing and makes the contract available for transactions during its effective dates.
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33. System Demonstration In this demonstration, you will see how to
Finalize and publish the contract workspace
[Read the slide]
URL–

34. Lab Activity
Objective: Finalize and publish the contract workspace. 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 changes.