Archer HSC Flow Sheet

Entering an Archer Contract

• Archer requires login on the campus network, through the VPN or through Citrix and authentication through DUO. It must be run on a Windows browser.

• Go to the Archer website: www.archer.utah.edu

• On the landing page toolbar, select the drop-down menu for HSC Contract Management. To add a contract, select the + button.

• All categories in the contract with a red asterisk are required. All other categories are optional.

• Each major section will be reviewed below.

Contract

• Enter name information for the Submitter and Contract owner. Enter Contract alternate as needed. (A contract alternate can view documentation but not edit the contract.) A person can only be in two out of the three following roles - submitter, owner, and approver.

• Enter in the Contract title. This should be identifiable but concise for searching purposes.

• Select a Contract Type from the drop-down list. If you do not know which contract type to use, you can reach out to the Office of General Counsel as to which is the correct category for your document.

• Select Yes or No for “Does the Contract include Clinical Services?” question.

• Select Yes or No for “Does this contract involve Division level?” question.

• Select the Department/Division information by selecting the “Lookup” link on the far right.

• Fill out any other information in this section as desired.

Vendor

• Enter information if desired.

Contract Dates

• While this is not a required section it can be helpful if you want to use the Auto-Renewal/Auto-Expiration feature. Select a contract effective date then using the drop-down menu select a Renewal type.

Purchasing

• If you are paying with a Purchase Order, enter the requisition number as for example, Requisition 123456789, in the Contract Notes or Vendor Reference box.

General Comments

• If you have any other comments regarding your contract, you can enter them here by selecting the Add New button on the far right.

Attachments

• In this section you can add any pertinent documentation to the contract from email communications to the contract itself. It 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.

Approvals

• 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.

Terminate Contract

• This section is for administrator use only. If you have a contract that you no longer are pursuing or gets cancelled, please let the Archer administrator (Stacy Johnson) know and she can terminate it for you. Terminating a record changes the status to terminated and it is no longer active, but it remains in the system for reference as needed. If you wish to delete a record entirely out of the system, that can be done as well by the administrator.

Executed Agreement

• Once the SVP has given final approval on a contract, he/she will sign the contract and the executed contract will then be uploaded to this section. Once the contract owner is notified that the contract is complete, this is the area to download and print the signed copy of the contract and send to the vendor/other party as needed.

History Log

• This section is where any changes made to the contract are tracked and who made them. This is required for legal purposes.

Other Helpful Information

• 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.