Audience
This article is intended for staff or faculty who are assigned to review contracts in addition to the Contract Review Team (CRT). Instructions apply to employees marked as Additional Reviewers completing tasks assigned in TeamDynamix after Contract Owners have submitted the Contract Review Form.
Note: This process is not a purchase request form. It should only be used for the review of contracts for purchases that have already been approved by appropriate parties.
Platform
TeamDynamix
Important Terms
Contract Requester – The College employee completing the request form. This individual may or may not also be the contract owner depending on department workflows.
Contract Owner - The College employee assigned to negotiate the agreement with the third party and to steward the agreement documentation through all phases of review and approval.
Authorized Signatory - The individual authorized to signs the agreement on behalf of the College, in accordance with formal delegations of authority.
Contract Review Team - Reviews written agreement and provides advice and recommendations to the Owner and Signatory.
External Party Name – Name of the vendor/supplier/company (ex: Microsoft)
Product Name – Name of the product (ex: Office 365)
Higher Education Community Vendor Assessment Toolkit (HECVAT) – The HECVAT is a questionnaire specifically designed for higher education to measure vendor risk by confirming information, data and cybersecurity policies are in place to protect sensitive institutional information and constituents.
Certificate of Insurance (COI) – Ithaca College requires Certificate(s) of Insurance be on file with our Office of Risk Management for review and approval prior to the commencement of any work by the vendor.
User Access to TDNext
If you find that you do not have access to view tasks assigned to you in TDNext, please complete the form here to request access as an Additional Reviewer
TeamDynamix Administration help request form
-OR-
- Login to TeamDynamix
- Select Services in the menu bar
- Select the category Projects and Professional Services
- Select TeamDynamix Administration
- Select the green button Submit a Ticket
- Complete requested information
- Ticketing Details
- Ticketing Application? > IC Contract Process
- Type of Request? > Add or Remove a User/Group
- Description of request?
- Request "Additional Reviewer" permissions
- Add "Contract Review-Additional Reviewer!" desktop template
*Desktop Template will allow you to easily see all tasks assigned to you in the IC Contract Process application
How to Review a Contract in TDNext
► How to Login
From TeamDynamix Notification Email
- Open email and review description of task
- Click link at the bottom of the email under “TDNext Tickets”
- Select Desktop in the top menu bar
Select Contract Review – Additional Reviewer! from the dropdown menu on the right
From TeamDynamix
- Login to TeamDynamix
- Select Users
- Follow instructions above to view your assigned tasks
► How to Access Documents
After you are logged in you will see a list of ticket tasks assigned to you as an Additional Reviewer
- Select the Ticket name – ex: “Vendor” – “Product” – Contract Review
- Allow all pop ups from TeamDynamix if prompted. Ticket will open in separate window
- All information related to contract can be found here.
- SharePoint document location
- Contract details
- Original attachments submitted by Contract Owner
- Previous comments from Contract Review Team this may also include questions for Additional Reviewers
- Click Link to SharePoint folder listed under “Details”
- Open Documents in SharePoint for live editing
For information on using SharePoint please see the Knowledge Base article: Microsoft SharePoint
► Contract Review Process and Completing Tasks
- Once you have made suggested changes to the documents in the SharePoint folder, return to your ticket task to add comments and mark your task as complete
- Find your assigned task in the “Current Activities” listed on the right side of the ticket
- Select “Update” under your task
- Update your task in the pop-up window
- New % Complete
- Change to 100% - this will mark your task as completed
- Comments
- Add comments/recommendations based on your review of the contract documents in the box provided. (A comment is required. If you have no recommendations and the contract is approved by you as is, please indicate that in the comment box)
- Notification
- Add Notification to Contract Review Team group
- Select Save at the top of the window to save your comment and update your task to Completed
If you have any questions about your review, please reach out to the Contract Review Team for assistance or additional information.
How to Check the Status of a Contract
► Statuses of Contract Review
- New - Submitted by contract owner - not yet reviewed by Contract Review Team
- Under Review - Initial review by Contract Review Team has begun
- In Negotiation - Initial review by Contract Review Team complete - Suggested changes being negotiated by vendor
- Final Review - Final review by Contract Review Team and Signatory
- Closed - Contract signed by all parties - Fully executed contract uploaded to Oracle
► From TeamDynamix Notification Email
- Open email
- Click link at the bottom of the email under “TDClient”
- Here you will be able to see:
- Status of Review
- All comments from CRT and Contract Owner
- Add any additional comments you may have related to this contract
- To view more information select “To TDNext”
If you have any questions about your review, please reach out to the Contract Review Team for assistance or additional information.
Timing for Contract Reviews
Please allow 4 weeks for contracts to be reviewed and edited by the Contract Review Team and negotiated with the vendor before they can be signed by an Authorized Signatory. Submission of a contract for review should be done at least 4 weeks prior to the target start date of the contract.
Resources