Creating a Clause Library

Objective

After completing this lesson, you will be able to create a Clause Library in SAP Fieldglass.

Clause Library

Clauses contain the legal terms for standard regulatory governance polices and conditions and may outline the contractual language or agreement between a buyer and a supplier.

Adding clauses is the third step in the creation of an SOW. But as legal parameters are detailed by nature and are reused often, it can be time consuming to add them manually when creating SOWs. SAP Fieldglass allows the Buyer to create and store clauses in a Clause Library for reuse in any SOW.

The Clause Library allows Administrators to create and maintain a list of clauses, clause categories, and clause sections and their content for use within the SOW module.

Clauses for SOWs can be predefined in SAP Fieldglass. They will appear in the SOWs to which they have been associated.

The Clauses page of a statement of work. Contained within an area called Define Clauses are fields called Section and Category. Section displays the section title 1. Definitions and Interpretation in an editable textbox, and below it as the Category field, which contains the text of the clause.

Each Clause is configured in a hierarchy of Section, Category, and the clause text. Each Section can be comprised of multiple Categories. The Categories then act as titles for the text itself. In this example, the first Section is titled "1. Definitions and Interpretation".

Once each Section is expanded, you'll see each one has multiple Categories. Within the Definitions and Interpretation Section, the Categories are Additional Definitions, Interpretation, and References.

Within each of those Categories, then, you'll find the specific legal language.

Procedurally, configuring clauses for the clause library is no different than manually adding clauses to an SOW individually. The difference, of course, is that the clauses in the clause library can be reused and associated directly to SOW templates. When added to the template, they'll automatically be added to the SOW created from that template.

Navigating the Clause Library Admin Object

The Services section of the Admin Menu, the Clause Library link is highlighted.
1To view the list of clause libraries in a tenant, select Clause Library from the Services section of the admin menu.

Clause Library List Page

Clauses must be defined in the Clause Library before they can be added to SOW templates. Clauses can also be added when creating an SOW from a template, and they can be copied from the library.

The Clause Library List Page displaying the clauses that have been added to the tenant. For each clause, columns indicate the Section, Categories, and Clauses. The Clause titles in the Section column are selectable links. The Section column, the Categories column, the Clauses column, and the link to 1. Definitions and Interpretation in the Section column are highlighted.
2Section indicates the unique name for this clause section. The same section name cannot be used for more than one Clause Library admin object. Each library item only has one section.
3Categories indicates the number of categories in the section. The same category name cannot be used for more than one category in this section. However, the category name can be reused in other Clause Library admin objects. Multiple categories can be included in one section.
4Clauses indicates the number of clauses in the category.
5To view the details of a clause, select an appropriate link in the Section column.

Clause Library Details Page

The Definitions and Interpretation Clause Details page presents the entire text of the clause. The clause is divided into subsections, each of which contains the text of the subsection. In the header for each subsection is an indicator as to whether the subsection is read only or mandatory. The Read Only indicator is highlighted.

The details page includes the full text of the clauses included in the category.

6If the clause is set to Read Only, the clause text cannot be edited within the SOW in which it is used. The clauses illustrated here are not set to read only because they are meant to be revised to include details of the projects for which the SOW is being created.

Configure a Clause Library

WorkingNet Networking, Inc., a global manufacturer of data networking equipment, is building several new distribution centers in several countries, while simultaneously implementing new logistics software and processes.

Their first new distribution center is being built in a suburb of Atlanta, so WorkingNet will use the new Atlanta hub as their base of operations. They're going to engage CarryAll Consulting, a logistics design and implementation firm, to both help streamline their logistics processes as well as implement the new software.

In order to engage CarryAll, WorkingNet will use SAP Fieldglass to create the statement of work. However, they've never engaged a services provider for this type of work before, so WorkingNet will need to build a new SOW Template to accommodate this project.

WorkingNet wants to include a clause in the SOW that explains the confidentiality required from third-party service providers. Since they want that clause in all SOWs going forward, the clause must be added to the clause library before it's included in the SOW template.

WorkingNet's legal department has provided the language for the clause, so as the SAP Fieldglass admin for WorkingNet, it's your responsibility to add it to the clause library.

ExerciseStart Exercise

Summary

The Clause Library allows Administrators to manage a catalog of clauses, categories, and sections for use within the Statement of Work (SOW) module. These clauses often contain legal terms and conditions governing contracts between buyers and suppliers. Administrators can predefine clauses in SAP Fieldglass, which will later appear in the associated SOWs.

Key Points:

  • Clause Library Function: Administrators create and maintain clauses, categories, and sections for the SOW module.
  • Clause Content: Clauses include legal terms and contractual language between buyers and suppliers.
  • Clause Association: Predefined clauses in SAP Fieldglass automatically appear in the relevant SOWs.
  • Clause Library Structure: Contains sections, categories, and clauses, with unique names for sections and categories within the section.
  • Procedure for Adding Clauses: Adding clauses to the Clause Library is similar to manually adding them to an SOW, but the clauses in the library can be reused and associated with SOW templates.

Learning

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