Contract Status Indicators in Contracts+
Contracts+ provides live and in real-time information on the status of pending and existing contracts. This article will explain the different status indicators and describe their purpose.
Note: For more information on looking up the various status indicators, setting filters, pinning columns in a search, see: https://uconn.atlassian.net/wiki/spaces/FPB/pages/26922549410/Contract+Searches?atlOrigin=eyJpIjoiMmRiMTE0MTQ4NTEwNGVkNmEyZjg3YTI5YzgyOGYxZjYiLCJwIjoiYyJ9
Status
The “Status” indicator as seen below in the Contract search, is the system’s default mechanism to provide summary information of where your contract currently sits in its lifecycle.
Status | Meaning |
|---|---|
| Draft indicates the contract is being constructed and negotiated by the Procurement team. The Procurement team may be building the initial contract draft or reviewing redlines returned from the Supplier’s legal team. |
| The contract is in active review by a buying team member, department, stakeholder, or supplier. Once the document has been returned to Procurement, the contract record will revert to “Draft” status. |
| The contract has been submitted to workflow by the Contract Specialist and is undergoing a review by a Senior Contract Specialist, the Director of Contracting, the Office of General Counsel, or the State of Connecticut Attorney General’s office. |
| The contract is being setup in DocuSign by the Contract Specialist for signature by both the University and the Supplier |
| The contract has been setup in DocuSign and sent out to the University and Supplier for signature. |
| The contract has been signed by both parties, and has passed any subsequent approvals from UConn’s Office of General Counsel and the State of Connecticut Attorney General’s office, as may be applicable. It may be available for shopping in HuskyBuy |
| The contract has been signed by both parties, and has passed any subsequent approvals from UConn’s Office of General Counsel and the State of Connecticut Attorney General’s office, as may be applicable. It is NOT available for shopping in HuskyBuy, as the start date of the contract is after the date it was executed. The status will automatically changed to “Executed: In Effect” upon the contract start date |
| The contract has passed its end date without being extended. The contract is no longer active and cannot be used or re-opened. |
| The contract has a more recent record associated with it which is the new, active version of the contract. This is commonly the status of a contract after an amendment or extension has been executed, replacing the prior contract record. |
| The contract draft has been cancelled during the approval workflow. This puts the contract draft into a soft close status. It can be returned to draft at a later date if desired. |
| A contract draft can be closed without opportunity to return it to draft. An active, effective contract can be closed, with documentation regarding the termination date, termination reason, etc. Once terminated, it cannot be re-opened. |
Current Workflow Step
“Current Workflow Step” highlights where a Contract is after the “Draft” Contract Status. It highlights the approval process following the initial reviews by Procurement, the department, and the Supplier
When searching your contract in the system, this field may give additional information of where the contract is in the approval workflow. Here is an example of the how the workflow status may appear in the contract search, should you choose to pin these columns as defaults (which we recommend):
Below defines more detail on the meaning of each workflow step:
Current Workflow Step | Meaning |
|---|---|
Compile File | An automated step indicating that the system is compiling the contract attachments into a PDF contract file and prepping the contract record for further reviews in the workflow |
Senior Contract Specialist Review | This step indicates a review by a Senior Contract Specialist or the Director of Contracts & Compliance within Procurement. It may occur for various reasons including review prior to Office of General Counsel to ensure quality. |
OGC Approval Pre-Review | Prior to both parties signing the agreement, Procurement sends the Contract document to the Office of General Counsel to ensure that it is legally sufficient in its current form and can be executed by both parties. This step is only necessary if the dollar value of the contract is $25,000 or greater. |
Compliance Check | The Contract Specialist is reviewing to see if anything else is needed in order to execute the contract. This may include required state ethics forms from the Supplier, insurance, bond information, etc. |
Final Compile File | An automated step indicating that the system is compiling the contract attachments into a PDF contract file and prepping the contract record for the subsequent workflow steps and signature process. |
Signature Robot | An automated step indicating that the system is preparing to move to e-signature setup |
E-signature Setup | The contract is being setup in DocuSign by the Contract Specialist for signature by both the University and the Supplier |
Out for Signature | The contract has been setup in DocuSign and sent out to the University and Supplier for signature. |
OGC Approval | Office of General Counsel ensures the the signed agreement is legally sufficient. If corrections are required, Procurement may need to return the document to draft to negotiate any changes with the Supplier and then re-submit to the workflow for review again. |
AG Approval | To the best of Procurement’s knowledge, the Contract document is at the Attorney General for final review. This is a required step if the value of the contract is $500,000 or greater. |
Note: During workflow steps, Procurement may have to return the Contract to “Draft” to make required edits and then re-submit to the workflow for re-approval. This can be the case when the Office of General Counsel requires edits to the contract prior to execution with the Supplier.