Creating a Contract Workspace

A Contract Workspace is a container for all information and documents pertaining to a contract. The basic process begins when the user clicks on a 'Contract Workspace (Procurement)' link.  By default, the user who initiates the Contract Workspace becomes the Project Owner.  Once a Contract Workspace has been initiated, the user populates the Contract Attributes fields, which directs the user to select a Template. This Template guides the remainder of the user’s steps in the contract creation and management process based on the organization’s Contract Lifecycle.

For more detailed step-by-step information regarding this topic in a printable format, download the following PDF.

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Initiate Contract Workspace and Enter Contract Attributes

Initiate Contract Workspace and Enter Contract Attributes

The first step in creating a Contract Workspace is to click on a 'Contract Workspace (Procurement)' link and fill in all the Contract Attributes.  These attributes act as the framework for the contract.  

Note that there are 9 required fields when entering the Contract Attributes including:

  1. Name
  2. Description
  3. Test Project (Should be "NO")
  4. Hierarchical Type (Leave as "Stand-alone")
  5. Commodity
  6. Contract Type
  7. Term Type (Leave as "Fixed")
  8. Effective Date
  9. Expiration Date
Template Selection

Template Selection

The next step is to select a Template for the Contract Workspace.  Selecting the appropriate Template and answering the subsequent questions informs the NC eProcurement Contracts tool to include the correct documents and steps in the Contract Workspace.

Overview and Managing Tasks

Overview and Managing Tasks

After creating the Contract Workspace, users are taken to the Overview tab where they can see all the Contract Attributes at a glance.  The other tabs at the top of the screen enable quick and simple management of the contract, including a task list that maps out the process for getting the contract approved and published.  The tabs include:

  • Overview
  • Documents
  • Tasks
  • Team
  • Message Board
  • History
Managing Documents

Managing Documents

The Documents tab is the central repository for managing all documents relevant to a contract, including the Solicitation Document, the Contractual Services Agreement, and any modification documents.

Managing Team Members

Managing Team Members

On the Team tab, Project Owners can manage which users are involved in all aspects of contract management.

Publish a Contract Workspace

Publish a Contract Workspace

Once the contract documents have been approved and signed, the final step in the process is to 'Publish' the Contract Workspace.

Load an Existing Contract

Load an Existing Contract

If an existing contract was created outside the NC eProcurement Contracts tool, it can still be loaded into a Contract Workspace.  Since the contract in this scenario has already been approved and signed, creating the Contract Workspace is a simplified process.