15. In the Contracting role section, fill in the ID(s) of the involved contracting parties
(organisations) based on the selected document flow. Use the “search” link to
search/validate the ID for your contracting party. When this link is clicked, a
popup window appears to allow you to search for the ID of your contracting
party. Set the search criteria and click the Submit button of the popup window
and if there is a match, a list will be shown to let you validate and select an
Organisation ID and it will be copied to the ID field in the submission form. If
into ID field in the Submission form. Submitter's organisation will be one of the
contracting parties and ID field for them will be pre-populated. A screenshot of
this popup window is shown below along with the submission screen shot. If you
have previously checked the box for changing organisation roles, the ID fields
will appear as a drop down box to allow you authorize organisations for roles
different than the default.
16. In the Configure notification section, select which contracting party/organisation
should receive the emails of “Contract in process” and “Active contract”
imminent expiration emails, expiration notification emails and termination emails.
the organisation users will not receive the corresponding emails.
17. In the Contract documents section, upload the contract document that needs to be
signed and select “Primary” as its document class. Use the Browse button to
locate the document on your computer. Currently the system supports upto 40
documents and one of them has to be the primary contract document viewable to
all parties. Upload additional contract supporting documents, if applicable, and
select “Secondary” as their document classes. Upload any marketing material, if
applicable, and select “Tertiary” as its document class. By default the form will
provide the option to upload 6 documents. But, if you want to upload more
documents just select the Check here for uploading more documents check
18. In the Document access section, the default document access is chosen for a
contracting party by having a check in the box under that organisation ID. A
check in the box under an organisation ID means you allow document view
access to that organisation. You could add or remove the document access by
checking or leaving blank the check box under its organisation ID. An
organisation can view the document only if it is granted access by you the
contract submitter. The submitter’s organisation will by default have access to all
the documents uploaded at the time of submission.
19. If you have previously checked to upload more documents, the document upload
form will appear next, otherwise goto next step. (The upload more document page
will provide option to upload 6 documents per page. If you want to upload more
documents, select the “Check here for uploading more documents”, then select
the Process radio button and click on the Submit button.)
20. After uploading the document, if you want to save the contract, select the Save as
a draft radio button and click on the Submit button. The “My task List” page is
displayed with a success message “The Contract saved successfully” and the
saved contract in the top of the list.
After uploading the document, if you want to continue with the next page select
Process radio button and click on the Submit button to continue with the next
page of the submission form or click the Cancel button to cancel the submission.
To correct any previously entered fields; click the Back button at the bottom of
this submission form to go back to the previous page.
After uploading the document(s), if you want to upload additional documents,
select the “Check here for uploading more documents”, then select the Process
radio button and click on the Submit button or click the Cancel button to cancel
the submission. To correct any previously entered fields; click the Back button at
the bottom of this submission form to go back to the previous page.
21. If you had selected to configure users, the configure step actors form will appear
next. Otherwise go to next step.
After selecting the users, if you want to save the contract, select the Save as a
draft radio button and click on the Submit button. The “My task List” page is
displayed with a success message “The Contract saved successfully” and the
saved contract in the top of the list.
After selecting the users, if you want to Submit the contract, select Process radio
button and click on the Submit button to continue with the next page of the
submission form or click the Cancel button to cancel the submission. To correct
any previously entered fields; click the Back button at the bottom of this
submission form to go back to the previous page.
22. The “Transaction details” page of the contract will appear and if there is no
internal review process required by other authorized users, you will be prompted
to go ahead and approve the contract.
The following screen shot shows a Submit contract form and the meaning of the data
Contract/Proposal number:IBM specified unique contract identifier.
Transaction Description:A brief description of what this contract is about.
Contract Type:Class of contract.
Contract selection:The contract selection describes if the contract is New, Merge, or
Parent Contract Number:If this contract is an amendment or addendum to another
contract then this field contains the identifier of that contract if applicable.
Parent contract source:Source is the 3 character acronym of the system in which the
parent transaction was originally created in. All transactions manually created in COL
will be identified with the source of COL. All other transactions that are imported from
other applications will display the 3 character acronym assigned to those applications in
COL as their source. Because it is possible that multiple transactions have the same
proposal/transactions number, the value provided in the Source will hep provide for
Customer number:The IBM number used to identify a customer organisation at a
particular location (lowest level). For COL, try to use the 'sold to' customer number
whenever possible. This customer number equals the main customer number in ISAT.
Geography of country/system code:The geography to which the country/system code
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Country/system code:This is the system in which the customer master record was
originally created in. This code is needed when validating a customer number.
Customer organisation ID:This field is used to enter the oraganization id for the given
Language/locale of contract:Country and language which will have jurisdiction over the
contract. This is not necessarily the language of the contract but will be the language that
the watermark/signature file will be applied. This will also be the language that system
generated notifications will be in.
Request Changes:An option to allow the customer to request changes to this contract.
Valid Through Date:The contract needs to be executed by this date before the system
Integrated support:The integrated support "Yes" describes the offering as having HW
and SW services
Contract Value:Monetary value of this contract.
The schedule value is charges from a schedule presented to the customer,
could be the first year charge or total prepay charge. This value will only be viewable to
IBM and the Distributor or Tier 1 business partner (SP1).
Other value:Value other than reference listed price of total contract value
Other value 2: Another value other than reference listed price of total contract value.
Contract term:The length of time that a contract is for, example 3 year, 5 year
Contract start date:The effective date of the executed/completed contract.
Contract end date:End date of the executed/completed contract.
Auto renew: The auto renew option is a yes or no indicaor, when no is selected the
Contract end date must be entered. When yes is selected the contract end date is blank.
Annual review:The identifier that will trigger an email to be sent to the submitter of the
transaction when it is up for an annual review.
Contract comments (internal): Any information specific to the contract. (This field is
viewable only to IBM and its direct partners.)
Attachment number:The contract agreement that attaches to the base contract
Agreement number:The base contract
Agreement source:Source is the 3 character acronym of the system in which the
respective agreement transaction was originally created in. All transactions manually
created in COL will be identified with the source of COL. All other transactions that are
imported from other applications will display the 3 character acronym assigned to those
applications in COL as their source. Because it is possible that multiple transactions have
the same proposal/transactions number, the value provided in the Source will hep provide
for transaction uniquenss.
Special bid approval no.:The special bid approved pricing number, (price release letter
Modified terms & conditions:The modified T&C is a yes or no, Yes meaning the contract
T&C's were modified (changes to the T&C's)
Tier 2 agreement no:Agreement Number of BPA between IBM and T2 Business Partner
Provider value:Monetary value of this contract intended for Provider of the contract only,
not for customer.
Currency:Currency of this contract.
Geography of contract:The geography the country belongs to.
Country of contract:The country the contract is for.
Time zone of contract:This is the time zone that the contract is for. If a contract is for an
area covered by multiple time zones, then the most western time zone should be used.
Contracts usually complete/expire at midnight and this value will be used by the system
to change the status of contracts as they move along their lifecycle. It is also used to
determine the date and time recorded in the watermark/signature file and various log files
that are generated for a transaction. The time zone value will not account for changes
between Daylight Savings time and Standard time for any of the time zones. Time for all
time zones is always Standard time.
Allow access across IBM (optional):If the user is able to share a contract with other
organisations, this option will be displayed. Using this options, a contract can be granted
read only access to other IBM organisations. If 'Yes' is selected this contract will be
visible to users with access level 1, from related organisations.
Fee base:Transaction closed by IBM and BP is paid a fee for lead based on contract
Remarketed:Transaction closed by BP who purchased service from IBM at a discounted
Distributor reference:Used by Business Partners to identify their distributors.
RFP/RFQ number:If this contract resulted from a RFP/RFQ then this field contains the
identifier of that RFP/RFQ.
Quote number:If this contract resulted from a quote then this field contains the identifier
of the quote letter if applicable.
PO number:Identifier of a purchase order related to this contract. It is a customer specific
purchase order number.
Customer Reference:This field contains information/data to help customer identify this
Opportunity Number:This is an identifier to be used by every contracting party to tie all
the related contracts across different brands (providers) together.
Case Number:If this contract is part of a deal/case then this field contains the identifier of
that deal/case number. It is mainly used by CSO pilot.
Delivery Type:The way this contract is delivered to the client.
Industry Sector:Industry of the client.
Contract Category:Business classification of this contract.
Document Flow:Routing and execution steps of a contract.
Signature Type:Online or offline option for contract signature.
Figure 18: Submit Contract Page 1
After selecting a document flow, you could click on the “View” link to the right of the
drop down box to view the entire flow to make sure this is the intended contract flow. A
separate popup window similar to one shown below will appear showing all the possible
steps of the selected flow. After viewing the document flow close the popup window and
switch back to your submission window to continue your contract submission.
Figure 19: View document flow
Select the “Continue” option and click on the “Submit” button.
Figure 20: Submit contract page 2
The following screen shot shows a popup window for ID search/verification when the
“search” link under the Contracting organisation ID is clicked.
Figure 21: Verify organisation
If the check box for uploading more documents was checked when submitting a contract,
the document upload form will appear. You can upload additional 6 documents in the
document upload page. If you still want to upload more documents, select the Check
here for upload more documents check box, click on the Process radio button and click
on the Submit button.
Note: - You can upload up to 20 MB per page.
Figure 22: Upload more document page
If the check box for selecting users was checked when submitting a contract, the
Configure step actors form will appear with the default settings. Follow the instructions
on the form to select which step actor(s) from the list should receive email notification(s)
for the next step, i.e. what IBM party should receive notification to review the contract
and what client party should receive notification to approve the contract. If you want only
the selected actor(s) to act for the next step, click on the check box under Restrict Actors
to restrict all the other authorized actors on the list from performing the next step. To
configure more than one user, hold down the Ctrl key and continue the selection.
Configure step actors page contains an additional (optional) field; “Relationship owner”.
The name entered here does not have to be entitled in Contracts Online. Once you have
provided a relationship owner, Contracts Online will allow you to select from a list of
roles the appropriate title for this person..
Note: It is important to choose Continue radio button and click on the Submit button of
the Configuring step actors form during the contract submission process; otherwise, the
contract submission process will not be complete. If you want to get the default setting
back any time during the configuration, click on the browser refresh button and
reconfigure your selection or take the default and click on the submit button to complete
the whole contract submission process.
The screen shot below shows a sample default configuration setting for all the steps.
Figure 23: Configure next Actor page
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