Generally: The "Contracting Process" includes the steps necessary to request, draft, negotiate, finalize, and deposit a fully-executed contract into WSU's contract repository. The Contracting Process is a collaborative one that requires a high level of cooperation between a variety of internal and external stakeholders. The process starts with the responsible department carefully evaluating its business needs, and successfully concludes only after all interested divisions (e.g., Purchasing, Business Services, Fiscal Affairs, IT, Human Resources, Faculty Affairs, Risk Management, and the Office of the General Counsel (OGC)) contribute and advise based on their areas of expertise. The Office of Contract Management (OCM) facilitates this process and helps to ensure that stakeholders understand their roles and responsibilities, and that the contract progresses through the process in a timely manner. Timing: The length of the Contracting Process will vary from contract to contract, depending on a number of factors. The process will be shortened when a template can be used that has been pre-approved by the OGC. Responsible departments should plan to request their contract a minimum of four (4) weeks before the estimated effective date or the contract renewal deadline. Steps: The illustration below provides a simplified description of the Contracting Process. A more detailed description is included in OCM Policy 1.1: Contract Management and Contract Review. |
| _____ | STEP 1:
Stakeholder / Responsible Department Submits Request | | | | _____ | | | - Department determines that a contract or amendment is necessary and appropriate to meet its business needs.
- Before signing a contract or other legal document, Responsible Department submits a request for OCM to generate or review a contract by emailing your request to OCMgeneral@wayne.edu and submitting all requested information and documentation.
| |  | - OCM screens to ensure that all required data and documentation was included with the request.
- OCM communicates with the Responsible Department to gather any missing information.
- OCM logs all contracting requests in the OCM designated database, where all activity related to the request will be tracked.
________________________ | | | | | | _____ | STEP 3:
Initial / Business Review | | | | _____ | | | - OCM either prepares or reviews the initial draft, and discusses the business terms with the Responsible Department.
- OCM and the Responsible Department adjust initial draft to ensure it reflects relevant business needs.
- OCM coordinates with other stakeholder departments (e.g., Fiscal Affairs, Risk, etc.) to ensure proposed terms are consistent with WSU standards.
- OCM sends adjusted initial draft to WSU OCG for legal review.
________________________ | | | - WSU OGC reviews adjusted initial draft submitted by OCM.
- OCM facilitates negotiation of legal changes requiredor requested by the OGC, or requested by the Contracting Partner.
- Only after the contract has received final approval from the OGC may it proceed for signatures. (See Administrative Policies 04-6 Contract Signatories, 3.2)
| | | | | | | _____ | STEP 5:
Signatures / Final Administrative Steps | | | STEP 6:
Ongoing Monitoring
| | _____ | | | - OCM ensures that all stakeholder departments have reviewed the contract and indicated approval of the relevant terms.
- OCM circulates final OGC approved contract for signatures & circulates fully-executed copies, as required.
- OCM uploads contract into contract repository.
________________________ | | | - Online database of fully-executed contracts will provide notices of critical dates (e.g., termination, notice dates, etc.).
- OCM staff and Responsible Department will cooperate to ensure that contracts are timely renewed, terminated, or otherwise maintained as necessary and appropriate to meet the business needs of WSU and the Responsible Department.
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