Skip to main content

Supplier Contract Management

Supplier Contracts is a module within NUFinancials which serves as a central repository for purchasing related contracts created on behalf of Northwestern University. Supplier Contracts allows individuals with assigned roles to author new contracts, submit for internal and external collaboration and/or route for signature.

Roles and Responsibilities

Users of the Supplier Contracts Module (SCM) will have new roles and responsibilities that are part of a contract life cycle and the system of controls to enable proper creation, collaboration, approval and execution of contracts entered into the system. Each individual within the contract life cycle provides the responsibility, knowledge and information to ensure that contracts entered into the system are authorized, accurate and auditable.

Learn more about the roles and responsibilities by reading Supplier Contract Management - Roles and Responsibilities (pdf format).

Contract Management Life Cycle Overview

The Life Cycle consist of all steps necessary to create and manage a fully executed contract.  The steps include: 

  • Contract Creation (NU template or vendor form)
  • Contract Collaboration (internal and external)
  • Contract Approval (when applicable)
  • Contract Finalization and Execution (when applicable)
  • Contract Record Maintenance

Before Creating a Contract, please consider the following:

  • NUFinancials System Access - The "Supplier Contract Administrator" role  under "General Access" on the General Security Access form is required to create records.
  • DocuSign account - The person with the "Contract Administrator" role will need a DocuSign account with a "Sender" role in order to route contracts for signatures through the module. Northwestern has partnered with DocuSign for University use.
  • Supplier Contracts Module Intake Form - A completed version of this form must be added as an attachment to contract records.
  • Supplier Profile - A supplier must have an active profile in NUFinancials before a contract record can be created. A new supplier request must be submitted to the Vendor File Management Team.
  • Confirm the appropriate contract type - Transactional or Ad Hoc.

 

Contract Process Overview

AD HOC DOCUMENTS

Process for Northwestern Templates - Rider with a Vendor Form

  1. Review website guidance, including considerations, before creating a contract record in NUFinancials
  2. Complete the Supplier Contracts Module Intake Form
  3. Log into NUFinancials and search directly for "Document Management" to access rider templates
  4. Create a record by completing the setup questions
  5. Select the Document Type and answer any applicable questions
  6. Download the NU template and present it to the vendor
  7. Upload the document returned from the vendor
  8. Upload the intake form as an attachment
  9. Negotiate vendor proposed modifications (if applicable). The Clause Categorization spreadsheet (Excel format) is a resource to show which clause changes are business decisions and which ones are reviewed by Central Office Subject Matter Experts (SMEs) through approvals or collaboration.
    1.  Internal Business Matters: For those within a unit involved with business decisions, add those roles as a "Collaborator" 
    2. Central Office Subject Matter Experts (SMEs) are automatically notified; no additional steps are required
  10. Obtain internal business approvals (if applicable)
  11. Save finalized rider
  12. Log into NUFinancials and select the "Contract Entry" tile from the Employee Self Service Homepage
  13. Create a record by completing the setup questions
  14. Select the "Supplier Contract Upload" Document Type and upload the vendor's form
  15. Upload the final rider and intake form as an attachment
  16. Review and negotiate the vendor's form:
    1. Internal Business Matters: For those within a unit involved with business decisions, add those roles as a "Collaborator" 
  17. Obtain internal business approvals (if applicable)
  18. Route for signatures (if applicable)

TRANSACTIONAL DOCUMENTS

Process for Northwestern Templates

  1. Review website guidance, including considerations, before creating a contract record in NUFinancials
  2. Complete the Supplier Contracts Module Intake Form
  3. Log into NUFinancials and select the "Contract Entry" tile from the Employee Self Service Homepage
  4. Create a record by completing the setup questions
  5. Select the Document Type and answer any applicable questions
  6. Download the NU template and present it to the vendor
  7. Upload the document returned from the vendor and upload the intake form as an attachment
  8. Negotiate vendor proposed modifications (if applicable). The Clause Categorization spreadsheet (Excel format) is a resource to show which clause changes are business decisions reviewed through collaboration and which ones are reviewed by Central Office Subject Matter Experts (SMEs) through approvals. 
    1. Internal Business Matters: For those within a unit involved with business decisions, add those roles as a "Collaborator" 
    2. Central Office Subject Matter Experts (SMEs) are automatically notified; no additional steps are required
  9. Obtain internal business approvals (if applicable)
  10. Route for signatures (if applicable)

Process for Vendor Forms

  1. Review website guidance, including considerations, before creating a contract record in NUFinancials
  2. Complete the Supplier Contracts Module Intake Form
  3. Log into NUFinancials
    1. For Transactional documents, select the "Contract Entry" tile from the Employee Self Service Homepage
  4. Create a record by completing the setup questions
  5. Select the "Supplier Contract Upload" Document Type and upload the vendor's form
  6. Upload the intake form as an attachment
  7. Review and negotiate the vendor's form. The Clause Categorization spreadsheet (Excel format) is a resource to show which clause changes are business decisions and which ones are reviewed by Central Office Subject Matter Experts (SMEs), both through collaboration.
    1. Internal Business Matters: For those within a unit involved with business decisions, add those roles as a "Collaborator" 
    2. Central Office Subject Matter Experts (SMEs): add roles as a "Collaborator" from the chart below based upon the scope and clauses of the vendor's form
  8. Obtain internal business approvals (if applicable)
  9. Route for signatures (if applicable)
Subject Matter Expert Contacts and Contract Review Responsibility
Subject Matter Expert/Department Contact Contract Review Responsibility
Office of General Counsel (OGC) Richard Cummo

Contracts worth more than $100,000 in total spend or spend per year (for multi-year contract)

Contracts with particularly sensitive or materially risky subject matter, counterparties or terms regardless of dollar amount

Renewal or reuse of existing contracts in one of the above categories on either (1) different legal terms than those previously reviewed by OGC, or (2) legal terms last reviewed by OGC more than 8 years ago. (Changes to business terms or immaterial changes do not need OGC review)
Procurement and Payment Services (PPS)

Jim Konrad (backup coverage contact only)

 

Exclusivity language (our standard clause creates a non-exclusive agreement)

Use of the term “Master” 
Northwestern IT

Contracts Team: Lester Greenman and Farhan Hasan

 

 

 

 

 

 

 

 

 

 

Information Security: Brandon Grill

The procurement of any technology, software, or related services generally must have its terms assessed and a risk assessment performed based on the data or the criticality of the system. Examples include: 

  • Assistance with contracts for the purchase of:
  1. software
  2. internet-based applications (e.g., Software-as-a-Service or "cloud-based" products) and
  3. other IT-related systems or services
  • It’s important to recognize that nearly all software and services come with a “contract” – even if that is in the form of an End User Licensing Agreement (EULA) that is “clicked through” on install, or terms referenced on a quote.
  • Review of IT and data security terms (including NUIT’s Information Security Addendum or ISA) in contracts with vendors that will have access to Northwestern University’s information technology systems, or sensitive / confidential information (i.e., Level 2, 3, or 4 Data under Northwestern’s Data Classification Policy (pdf format)) 
Digital Accessibility The Digital Accessibility Liaison for your school/unit Assist schools/units in the evaluation of web-based/software tools for compliance with Northwestern's Digital Accessibility Policy (pdf format) and related accessibility standards
Export Controls & International Compliance ECIC team (oej9646)

Export control terms in purchase contracts including but not limited to: Sanctions or Embargoes, International Traffic in Arms Regulations (ITAR), Export Administrative Regulations (EAR), Office of Foreign Asset Controls (OFAC)

Export controls compliance in relation to the purchase and use of goods and services by the Northwestern community, including sanctioned / excluded party review of vendors

Export controls which may limit the export or reexport of items (equipment, software, materials, etc.) including the sale of equipment abroad

Export controlled “end-user” agreements that may include limiting the use of an item by non-U.S. persons. 
Office of Risk Management Angela Piersanti

Purchase contracts for goods or services, or with vendors, that present unique exposure to Northwestern (e.g., contract for the purchase of mental health services for Northwestern community members) 

Insurance terms in purchase contracts or vendor agreements that deviate from standard requirements 
 
Office of Global Marketing and Communications Jon Yates Contract terms allowing a third party to use the University’s name, logo, or other trademarks in its publicity, marketing or advertising materials 

 

Training Resources

Supplier Contract Management Training Materials & Resources

Contact

PPS Customer Service
Phone: 847.491.8120