Objectives
The Amend & Manage phase of the Contract Lifecycle includes:
Changes to a Published Contract Workspace or the contract are handled through Amendments:
After you complete and publish a contract workspace, you can only change it by amending it. When you create an amendment, the contract status changes to Draft Amendment (unless you create an administrative amendment, as described below). Ariba Spend Management does not send contract expiration or notice email notifications (notifications scheduled according to the contract notice period) when the contract status is Draft Amendment. Publishing the amended project creates a new version of the project. When you publish the amended contract workspace, Ariba Spend Management increments the version number for the workspace.
Note
Amending a contract workspace does not affect the status or version number of the documents in the workspace and you must have Project Owner capabilities to amend a contract workspace.
| Amendment Types | Definition |
|---|---|
| Administrative | Indicates an administrative change, no change to the actual contract terms. You can only edit the overview (not the contract attributes) and team members. |
| Price Update | Intended to update only the prices in a Contract Line Items document without changing the status of the document. |
| Renewal | The contract is being amended to change the active dates for the contract, i.e. the effective date, the expiration date, and the reminder settings. |
| Termination | Intended to close a contract before its expiration date. It allows you to change the expiration date and reminder setting. |
| Amendment | Changes are required to the contract beyond just editing dates. This may include changes to the commodity or item coverage, changes to the pricing terms, or language added to the contract by adding separate addenda documents with additional clauses to the Contract Workspace, etc. |
Allow you to specify the types of changes you are making as well as restrict access as needed for different amendment types. The types are:
Depending on your SAP Ariba solution’s configuration, you might have additional fields for each amendment type.
Administrative / Price Update
Amendment / Renewal / Termination
Click play button to watch the video.
Ariba Spend Management provides a powerful search mechanism that enables you to quickly search and locate contract projects and documents.
Use the Search Options link to select from all the available search fields. In this example, the user has chosen to display a variety of different search fields. After you enter values on the Search Filter page and click Search, the system displays a list of all workspaces that match the selected search criteria at the bottom of the screen. From the list you can open a workspace by clicking its name.
If there is a search that you will perform often, you can save the search criteria and give it a name. Then you can access this search and run it quickly in the future. This can be done for both project searches (such as contract workspaces) or for document searches.
To save a search, fill in the search criteria, then click Save Search. On the subsequent screen, provide a title for your personal search. The search filters you selected are displayed on this page. Click OK to save it.
This section covers how a contract workspace owner, team member, or interested user with access to a contract workspace can view contract information. Remember that a contract workspace is a type of project.
Watched Projects displays specific projects of interest to a user. The user must manually designate each project as a watched project by viewing the Overview area of the project and clicking Actions → Add to Watched Projects.
The Recently Viewed area automatically displays the last 5 objects (e.g. projects, reports, templates) a user has viewed, and can display an additional 5 if the user clicks More....
To remove a project, click the Actions → Remove from Watched Projects from the Overview section of the project. The Watched Projects are also the only projects whose announcements will be shown on your dashboard’s Announcement content item. This is a useful feature for individually choosing the projects that you want to monitor. Unlike the Recently Viewed links which are automatically generated based on your activity in the system, the Watched Projects links are controlled manually based on your selections.
Access controls help restrict access to CW, folders and documents.
The project owner can choose from a list of standard access control settings to determine which users are allowed to view a contract workspace.
If access control is set for a project, all documents in the project inherit that access control by default. However, additional access controls may be applied to a document or folder to further access.
If access controls are applied at the document level, all tasks for the document are also protected by that access control.
| Control Type | Definition |
|---|---|
| Private to Team Members Only | Only project team members can view the project or document. |
| Private to Internal Users | Only members of the internal group (typically users in your company, rather than external supplier or customer organizations) can view the project or document. |
| Private to Solution Users | Only the users of the specified Ariba Spend Management solution can view the project or document. |
| Owner Only | Project Owner project group members have access. |
| Classified Only | Contract projects: Only members of the Classified Access global group can access the project. Documents in contract projects: Only members of the Classified Access global group can access the project and project team members with project owner capabilities can access the document. |
| Legal Information | Only members of the Legal group have access. |
| Finance Information | Only members of the Finance group have access |
A document or folder owner can dictate document level access control by setting the Access Control field on the document. Some commonly used access control settings are:
Note
There is no unrestricted option in the Access Control menu. Unrestricted is achieved by not selecting any value from the menu. If you assign access control to a workspace, all the documents within the workspace inherit the access control as well. However, you have the option of making the access control on the documents more restrictive. For example, let’s say someone in your organization requested that a contract be created. This person is the contract requester, but he is not part of the team. As the contract workspace owner, you would like the contract requester to be able to see the contract workspace, but you do not want him to be able to view the actual main agreement. In this scenario, you set the workspace access control to Unrestricted and the main agreement access control to Private to Team Members.When creating a new project that is very similar to a previous project, you have the option to copy the previous project.
You can:
When you copy a project, you see the following questions:
If you answer Yes to copying modified documents, any documents or folders created in the source project will be copied to the target project. Any sub-projects of the source project are not copied. The status of the copied documents will be Draft in the new project. By default, the team defined in the latest published version of the template will be copied to the target project. Modifications made to the Template Groups within the source project will not be copied to the target project. If you answer Yes to copying over ad hoc project groups, any groups created in the source project will also be copied to the target project.
By default, you can delete the project if the following conditions are all true:
You might want to delete a project if error is made, wrong template is selected or it’s a test project that needs to be removed.
SAP Ariba recommends only deleting projects that were created in error or as part of testing.
Although you cannot restore a deleted project, SAP Ariba retains information about the project for auditing purposes. Deleting a project does not remove the project from the database; instead, it deactivates the project object so that the project is no longer visible and removes it from reports. Members of the Deleted Documents Access group can search for and view deleted projects.
Note
There is a site configuration option that will allow project owners to deleted workspaces outside of the list above, however, SAP Ariba must make the change.Caution
Deleting a project is a permanent action and cannot be undone.Deleting a project causes the following changes for the project and its contents.
| Project | The project is no longer visible. Data from the projects is no longer included in reports. The components are changed as follows:
|
| Content |
|
Click play button to watch the video.
Log in to track your progress & complete quizzes