The Contract Lifecycle Management (CLM) project is an effort to streamline Procurement Services contracts and improve the overall user experience for the financial management community at Stanford.
The project's goals are to:
- Simplify the contracts process for the university.
- Increase visibility into the end-to-end contract process.
- Unify the entire end-to-end process within a single tool.
- Streamline contract processing to improve financial stewardship.
About Procurement Services Strategic Initiatives
The CLM project is part of a broader Procurement Services transformation initiative. The goals of this transformation initiative are to serve the university community through:
- Engaging with clients to balance the four-way scale and deliver value-add programs, products and services.
- Building a dynamic and highly-skilled workforce that serves as trusted advisors to clients.
- Streamlining systems and processes that enable and empower clients.
Estimated Project Engagement Timeline
Leading up to the project, the FMS Procurement Services team received feedback from the university community through surveys and focus groups to identify specific pain points and opportunities for improvement in the contracts process. The project team worked with the university community to develop new approaches to resolve the day-to-day challenges around reducing processing time, and increasing visibility and simplicity of the contracts process. This client-centered and prototype-driven project is being implemented in phases, with a pilot rollout in fall 2020 and additional phases involving more campus user groups in 2021.
- Patricia Moss, Project Sponsor, Procurement Services
- Troy Vernon Sutton, Business Lead, Procurement Services
- Helen Duong, Change Management Lead, Organizational Effectiveness
- Morrakot Sornnarin, Project Manager, Business Strategy and Services
Questions and Comments
Please contact Troy Sutton for more information about this project.
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Frequently Asked Questions (FAQ)
Are users going to SmartMart (CLM System) for new contracts now instead of Non-Catalog?
Yes, new users can start using the CLM system after they’ve completed the CLM orientation and receive access. To learn more about how the system works:
- View the CLM End-to-End Demo video
- Review the CLM User Guide
- View a recording of a CLM New User Orientation
When will access be granted to the CLM system?
Users who complete the CLM New Users orientation can start using the CLM system within days/weeks.
When do you anticipate the go-live of the CLM system to all campus users?
The system is “live” now and open to selected new users. After a user completes the CLM orientation, they can access the CLM system to submit their contract requests.
How long does it take for the CLM system to process a contract request? Will it be less than the 21 days?
We believe this new process will reduce the process time for Contracts, but we don’t have enough data in the system yet to set a realistic timeframe.
How many attachments are allowed?
Users can attach as many files as they need to complete the contract request.
Is the drop down in Non-catalog for signature on a contract or quote or proposal going away?
At this time, there are no plans for changes to the Non-Catalog request forms. After all contract requests are flowing through the new system, we can evaluate continuing needs in the non-catalog forms.
Who is the best person to contact if we have questions the first time we work in the CLM system?
Please contact Troy Sutton, CLM Business Owner.
When to Use the CLM System
Do I use the CLM if I have a service that requires a signature on an agreement?
The CLM system should be used for ALL procurement/purchasing contracts that require Stanford signature, regardless of dollar amount, including $0 agreements.
I haveTechnical services that do not need to be signed. Do I still use the system?
iProcurement (Oracle) will continue to be the finance system for purchases of goods and services that do not require a contract signed by Stanford.
Where can I find a Statement of Work (SOW) template?
Users can find the SOW at this link.
How to Use the CLM System
What is the timing for REQ generation in Oracle after a request is submitted within CLM?
Generally, the REQ should be generated in iProcurement (Oracle Financial) within a few hours of the CLM request being reviewed and “completed” by the Intake team (generally we are seeing about a day) – some of the language in the system can be a little confusing, because the CLM Request will be flagged as “completed” even though the Contract is in process.
Does an Approver have the ability to look up the contracts in CLM?
At the moment, no, but the requester can download a copy of the signed agreement and share it if needed. In the near future, we will have the ability to add Approvers as a stakeholders on the contracts, which will allow them view access to the contracts.
Do you attach the sole source forms to the Contracts request? Or wait until we get the REQ notification and attach once we complete the REQ with PTA info?
SSJ forms will need to be attached to the iProcurement Requisition in Oracle Financial when you add the PTA. The system supplier is exploring the possibility of moving attachments from the new system to Oracle Financial, but at the moment, the technology does not allow transferring attachments from CLM to the iProcurement Requisition.
Should I use the CLM for contracts under $25K?
The new CLM system should be used for ALL procurement/purchasing contracts that require Stanford signature, regardless of dollar amount, including $0 agreements.
iProcurement (Oracle Financial) will continue to be the system for purchases of goods and services that do not require a contract signed by Stanford.
If we have say $100,000 and it will be funded by 3 different capital projects. Do we need only one questionnaire to complete? Or have to complete 3 questionnaires?
You only need to complete one questionnaire. Create one PTA with three split lines.
Will there be changes to the 21 business days timeline? Can we expect a faster timeline with this more streamlined process?
The Contracts team believes this new process will reduce the process time for Contracts, but the team does not have enough data in the system yet to set a realistic timeframe.
If we don’t require a signature on the contract, should we be using iProcurement (Oracle Financial) non-catalog instead of the CLM?
Agreements that are being appropriately reviewed and signed under a Delegation of Signature Authority letter on file in the Signature Authority Delegation Letter Repository should be treated as other non-catalog requisitions in iProcurement that do not require review and signature by Procurement.
Can we process change orders using this system and will the required re approvals be eliminated?
Yes, you can. Required approvals is a status (until the amendment is processed). Once it is approved, we can take it out of that status.
What if we need to issue a licence renewal - no signature required is this a standard services req?
If a no signature is required, funding should be via the existing non-catalog iProcurement requisition process.
Do you still need Sole Source Justification? If yes, where is it?
That’s in iProcurement (Oracle). Funding approval or requirements ($25K or above) stay in Oracle Financial.
How are deducts and decommits entered $500 or .00001?
Deductions in the Contract, such as for a reduction in scope, should be through the amendment process in CLM. Deductions to reduce a PO to $0 at completion of a project after all invoices have been paid, should be via the new PO Finally Close function in iProcurement (Oracle Financial).
What kind of attachments are expected to be uploaded in the CLM? SoW and ICC checklist?
Yes, that’s correct. Other docs proposal, draft agreement. Any documents that could help to inform the Contracts team to complete the agreement.
Does everything we enter in CLM transfer to Oracle?
We are capturing all data from CLM in Oracle, however, much of the data, such as Project Number, is not visible in the REQ or PO in iProcurement.
How do I search for a Master Agreement?
Step 1: Go to Search Contracts. Click on "Advanced Search."
Step 2: Contract Type. Type in Master Agreement.
Step 3: Click "Search." Search Results in a list of Master Agreements in the CLM system.
Step 4: To review a specific agreement, locate in the list. Click the blue linked of the agreement to go into the file.
Step 5: Click the "View Contract" button in the upper left side panel to view a PDF of the full contract document.
What is a Business Associate Addendum (BAA)?
Visit the Purchase Order Terms and Conditions webpage to learn more about a BAA.
System and Browser Requirements
What browsers should I use to access SmartMart (CLM) and iProcurement (Oracle Financial)?
We recommend using Firefox and IE 11. Other browsers are not supported at this time. To learn more, see Common Oracle Browser Issues and Resolutions.