Contracts and Mods BPF User Guide

Change Summary

Overview

TechnoMile's Contracts includes a comprehensive Business Process Flow (BPF) to govern the lifecycle of Contracts, Subcontracts, and their associated modifications and agreements. This new process automates and optimizes tasks that were previously handled manually or without a formal workflow.

Audience

• Contracts Suite Users

Prerequisites

• Ensure that TechnoMile Contracts Suite is already installed and configured. The version of this package must be 2024.3 or higher.

Approval Flow

IMPORTANT

This document details the business process flow for Contracts. The process for Contract Mods is similar and can be applied accordingly.

NOTE

A base/initial Mod (MOD 0) is automatically generated once a Contract record is created. For Mod 0, its stages are tied to the Contract BPF. For example, when the Contract BPF moves to Review, Mod 0 Contract Mod BPF follows. Once the Contract BPF moves to Administer, the Mod 0 Contract Mod BPF is automatically set to Executed.

A Contract record can be initiated in the Contracts application either before or following the Contract award. In the case of pre-award creation, the required Signatory processes must be executed before the Contract is awarded.

The following fields are introduced in the Contract entity to track the signature approval process:

• Signature Present: If the Contract is already signed, select this check box to bypass signature authorization and proceed to data review.

• Signature Status: Indicates the signature approval process status at any point in time.

To execute the business process flow for an unsigned Contract record, you need to add at least one team member each for Signature Authorization and Data Review.

Signature Authorizer

1. Navigate to the Team Members tab of the Contract record.

2. Click + New Team Member.
   

3. Select Signature Authorizer for Role.

4. Select the Employee for the role, specify the Sequence number, and click Save and Close.
   

   NOTE

   The Sequence field decides the order in which the signature approvals are sent. Approvals can happen either sequentially or parallelly.

   • Sequential approval: When approvers are assigned Sequence 1, 2, 3, and so on, the notifications are sent sequentially. For example. approver with Sequence 2 is notified only after approver with sequence 1 approves and so on.

   • Parallel approval: When Sequence is 1 for all authorizers, they are notified at once and the approval process happens parallelly.

5. Save the Contract record.

Data Reviewer

1. Navigate to the Team Members tab of the Contract record.

2. Click + New Team Member.

3. Select Data Reviewer for Role.

4. Select the Employee for the role and click Save and Close.
   

5. Save the Contract record.

Signature Authorization

You can initiate the Signature authorization process when the Contract is not signed (Signature Present check box is not selected) and Signature Status is blank. 

1. Navigate to the Contract record under consideration and click Send for Signature Auth under Actions.
   

2. Refresh the Contract record page.
   The Signature Status in the Contract changes to Pending, indicating the initiation of the signature authorization process.
   The Signature Authorizer receives an email notification as follows and their Review Status changes to Pending in the Team Members tab:
   Once the authorizer approves the request, the Review Status in the Team Members tab changes to Approved. 
   The BPF status of the Contract record changes to Review and the Contract owner is notified of the same. 
   

   NOTE

   If one or more authorizers reject the request, you need to make the required changes to the Contract based on rejection feedback and resubmit the Contract for review. You can proceed with Data Review only after all authorizers approve the signature request.

Data Review

Data Reviewers are designated to ensure that all contract details captured within the system accurately reflect the terms and conditions of the government agency's award.

1. Navigate to the Contract record under consideration and click Send for Data Review under Actions.
   

2. Refresh the Contract record page.
   The Data Reviewer receives an email notification as follows and their Review Status changes to Pending in the Team Members tab:
   Once the reviewer approves the request, the Review Status for the reviewer in the Team Members tab changes to Approved.
   The BPF status of the Contract record changes to Administer and the Contract is locked.
   

   NOTE

   If you attempt to add a new team member after the Contract has moved to the Administer stage and is locked, following error message is displayed.

   The Contract owner is notified of the completion of the data review process. 
   You can continue making further changes to the Contract, by creating a Contract Mod.