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In this section you can add any pertinent documentation to the contract . The “Other” section is used for emails or other contract information and from email communications to the contract itself. The “Legal” section can be used for any legal documentationIt is best to upload in PDF format.
To add documentation, go to the far right of this section and select the Add New button. You can upload documentation from the dialog box. Black/white PDF is the preferred format.
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Add in Department/Division approver names and make sure the radio button is set to “Awaiting Review”. The Legal section is already preset so you don’t have to select a person. Select the appropriate College/School Dean approver, and the Senior VP approver. If you are unsure which SVP approver to select, you can select Valerie Ogden and she will route it to the appropriate individual. Again, make sure all approvers are set to “Awaiting Review”.
At this point it is recommended to save the record before submitting it. This way you will automatically be notified if you forgot to fill out any required sections and it also gives you one more chance to review the contract and make sure it is completely ready to submit. The submitter can only edit the contract information prior to submission or if an approver sends back the contract for clarification. Changes beyond this point will have to be done by the Archer administrator (Stacy Johnson). The contract number assigned will be the reference number you will refer to in the future if you have any questions as it is the easiest way to search for contracts. After you have done that and verified the record is complete, select Yes on Ready to Submit and select Save.
If you scroll back to the top of the contract, you can now see the contract status has changed (located under submitter/owner information) to “Awaiting Department Review”. You can check the Contract Status at any time going forward to see where in the process your contract is. Save and Close out of the contract.
The contract will now automatically notify the first approver by email that the contract is ready to approve. After each level of approval, it automatically notifies the next level approver and so on until the contract is complete at which point the contract owner is then notified that the contract is completed.
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To search for a contract, go to the Search bar at the top right side of the landing page screen and enter the word “Contract” hyphen and the number, with no spaces. Example: Contract-1234. When the contract appears in the drop-down click on it. You can also search for your most recent contracts on the Home page. Those contracts you have recently edited appear in the Activity section, and you can click on the link to go straight to the contract itself.
Compliance Services has asked Archer users to contact their office when contracts include disclosure of PHI.
Reminders
All future service needs or questions regarding Archer can be addressed through the UFIS Help Center.