OMNICOM INTERIM CONTRACT ADMINISTRATION PROCESSES
The processes described herein will used to administer the Contracts entered into the Omnicom System during its implementation. During this implementation phase, the “Contract Administrators” will have the access to complete forms and areas that will only be able to be accessed by the “Project Manager” post implementation.
1.Project Manager Acknowledgement Form
This form is only for new Contract/Agreements, not existing ones. This form needs to be completed by the Project Manager at the time the time the contract is entered into. This form explains the duties and responsibilities of the Project Manager.
A.The “Project Manager Acknowledgement Form” is available in the Central Purchasing Forms Library under Contract Administration Forms.
B.The Form shall be sent to Project Manager to complete.
C.When completed and received from the Project Manager, the Contract Administrator shall complete the on-line form in Omnicom. Under the “Forms” tab click on the “Project Manager Acknowledgement Form” (circled below)
A pop-up screen will appear
Click on the “Sign” button circled in yellow, and then click on the “OK” button circled in green.
D.Scan and import the “Project Manager Acknowledgement Form” completed by the Project Manager and put it in the “Contract/Agreement” Category.
2.Contract Renewals
An e-mail alert will be sent to the Contract Administrator 6 months before a renewal is due (if not acted upon, e-mail alerts will also be sent at the 3 month and 1 month timeframes).
A.Once the e-mail alert is received, the Contract Administrator shall send the “Contract Renewal Evaluation Form” to the Project Manager to complete (The “Contract Renewal Evaluation Form” is available in the Central Purchasing Forms Library under Contract Administration Forms).
B.When completed and received from the Project Manager, the Contract Administrator shall complete the on-line form in Omnicom. Under the “Renewals” tab click on the “Add” button (circled below)
Then, based on the form completed by the Project Manager fill out tabs Section 1 and Section 2, then click on the “Sign” Button.
Once completed, selected the “Status” of the renewal. In most cases, “Approved”.
Then select the “Effective Date” (circled in yellow) and click on the “Update Expiration Date” button (circled in green). That will extend the “current expiration” date of the Contract and reduce, as appropriate, the number of renewal options.
D.Scan and import the “Contract Renewal Evaluation Form” completed by the Project Manager and put it in the “Contract Renewals” Category.
3.Contract Amendments
An Amendment to any Contract/Agreement may take many forms. In order to incorporate these forms an Amendments tab is a part of the Omnicom System.
Select the “Add: button circled above:
A pop-up screen will appear where you can enter the “Description”, “Status”, “Approval Date”, “Value”, “Effective” and “Expiration Date” as required.
Once approved and fully executed, complete all fields as required. The “value” field will extend the “Current Contract Value” field in “Financials Tab”.
Scan and import all documentation related to the Contract Amendment into the “Contract Amendment” Category.
4.Purchase Orders
All POs issued in accordance with an existing Contract/Agreement shall be scanned and made a part of the contract file.Scan and import all PO documentation related to the Contract/Agreement into the “PO” Category.
5.Contract Audits
An e-mail alert will be sent to the Contract Administrator 6 months before an audit is due (if not acted upon, e-mail alerts will also be sent at 3 month and 1 month timeframes).
A.Once the e-mail alert is received, the Contract Administrator shall send the “Contract Monitoring Form” to the Project Manager to complete (The “Contract Monitoring Form” is available in the Central Purchasing Forms Library under Contract Administration Forms).
B.When completed and received from the Project Manager, the Contract Administrator shall complete the on-line form in Omnicom. Under the “Audits” tab click on the “Add” button (circled below)
Based on the form completed by the Project Manager, complete the Performance Measurers/Milestones Tab. Then conduct and completed the Payment Review; and HUB Subcontracting Review Tab; and click the sign button.
C.Scan and import all documentation related to the Contract Audit into the “Audit” Category.
6.Contract Close-Out
An e-mail alert will be sent to the Contract Administrator 6 months before the expiation of Contract/Agreement (if not acted upon, e-mail alerts will also be sent at 3 month and 1 month timeframes).
A.Once the e-mail alert is received, the Contract Administrator shall send the “Contract Close-Out Evaluation Survey” to the Project Manager to complete (The “Contract Close-Out Evaluation Survey Form” is available in the Central Purchasing Forms Library under Contract Administration Forms).
B.When completed and received from the Project Manager, the Contract Administrator shall complete the on-line “Contract Close-Out Evaluation Survey” in Omnicom and click the sign button. The “Contract Close-Out Evaluation Survey” can be found under the “Forms” tab.
C.Once the “Contract Close-Out Evaluation Survey” is completed, the Contract Administrator shall complete the on-line “Contract Close-Out Audit Form”, also found under the “Forms” tab.
Complete the Performance Measurers/Milestones Tab. Then conduct and compete the Payment Review; HUB Subcontracting Review; and Additional Info Tab; and click the sign button.
D.Scan and import all documentation related to the Contract Close-Out into the “Contract/Agreement” Category.
7.Comments
The Contract/Agreement, Procurement Info, and PO tabs have a comment area.
To insert a comment click the “Add” button and a pop-up screen will appear where you can type you comment. Then click the “OK” button.
The comment is then added to the file.
This concludes the “Omnicom Interim Contract Administration Processes”.