On March 15, 2022, Financial Management Services officially launched SmartMart Contracts, the new and enhanced system for managing procurement contracts.
You can now access the SmartMart Contracts system to initiate and submit a contract request. SmartMart Contracts is located in SmartMart, along with the existing Catalog Suppliers shopping feature. The SmartMart tile will remain accessible through the iProcurement system, you will just notice a new award icon menu item that provides access to the new SmartMart Contracts system.
The Contracts Process will now begin in SmartMart Contracts, rather than iProcurement Non-Catalog, for all procurement transactions that require Stanford signature (including zero dollar agreements). Additionally, you can also track your contract status using SmartMart Contracts.
This new system will also help Procurement Services process contract requests more efficiently and reliably, while providing better visibility into the entire process. It also provides you easy access to the signed copy of your contract.
To assist you with initiating and submitting contract requests using the new SmartMart Contracts system, refer to the Learn About SmartMart Contracts system page, which includes:
- An overview of the system and how to access it
- A “Learning” section with links to:
- The new STARS course, FIN-0421: An Introduction to Contracts that covers the procurement contracts process at Stanford, along with case scenarios to reinforce learning
- SmartMart Contracts Learning Supplements, which provides a complete system demo
- Useful How Tos that walk you through how to submit a contract request, amend a contract, view contract status and more.
Future and current contract preparers can also access the SmartMart Contracts Pre- and Post-Launch Information Session slides and recordings on the Procurement Services Events page.
Stay tuned to this announcement page for project updates and for links to new resources and materials to support the change. In addition, you can learn more in the following ways:
- Subscribe to Purchasing and Contracts Updates to receive email news and announcements.
- Follow our Slack channel, #Stanford-FMS-news, for ongoing updates and more.
- Contact the project lead, Troy Sutton, Senior Contracts Partner & Liaison, Contract Operations
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:
- Enhance the contracts process for the university.
- Unify the entire end-to-end contracts process to increase workflow visibility.
- Streamline contract processing to support excellence in 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.
How long does it take for the SmartMart Contracts system to process a contract request? Will it be fewer 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.
Do I use the SmartMart Contracts system if I have a service that requires a signature on an agreement?
The SmartMart Contracts system should be used for most procurement/purchasing contracts that require Stanford signature, regardless of dollar amount, including $0 agreements. Certain Capital Equipment purchases will be routed through iProcurement.
I have technical 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.
What is the timing for REQ generation in Oracle after a request is submitted within the SmartMart Contracts system?
Generally, the REQ should be generated in iProcurement (Oracle Financial) within a few hours of the SmartMart Contracts system 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 SmartMart Contracts system 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 the SmartMart Contracts system?
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 the SmartMart Contracts system to the iProcurement Requisition.
Should I use the SmartMart Contracts system for contracts under $25K?
The new SmartMart Contracts 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 SmartMart Contracts system?
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 license 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 the SmartMart Contracts system. 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 SmartMart Contracts system? 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 the SmartMart Contracts system transfer to Oracle?
We are capturing all data from the SmartMart Contracts system 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 SmartMart Contracts 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.
Who is the best person to contact if we have questions?
Please contact Troy Sutton, SmartMart Contracts Business Owner.
What browsers should I use to access SmartMart Contracts 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.