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Contract Management System (CMS) Manual
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Table of Contents SECTION PAGE
BEFORE YOU SUBMIT A CONTRACT ................................................................................................................ 2
HOW TO SUBMIT A CONTRACT ......................................................................................................................... 2
HOW TO CHECK CONTRACT STATUS ............................................................................................................ 10
OVERVIEW OF CNTR DASHBOARD ................................................................................................................ 11
STAGES OF CONTRACT APPROVAL WORKFLOW........................................................................................ 16
HOW TO PROPOSE AN AMENDMENT ........................................................................................................... 21
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BEFORE YOU SUBMIT A CONTRACT
Please review the Guidance on Requirements to Purchase Commodities, Contractual Services, or Licenses to ensure the
quote/proposal/contract you are seeking to utilize for the purchase of commodities, contractual services, or licenses
meets the requirements therein, in addition to, any other applicable USF Regulations & Policies. The failure to provide
any required documentation may substantially delay the approval of your acquisition.
If you have a quote/proposal/contract that meets the requirements above for which the vendor requires signature and/or
you believe the use of a USF contract template is necessary or preferable, then you should submit the
quote/proposal/contract through the Contract Management System (CMS) for approval as described below.
If you have a quote/proposal for which the vendor does not require signature and you believe the use of a USF contract
template is not necessary or preferable, then you do not need to submit the quote/proposal for approval through CMS.
Rather, you may proceed directly to initiating a requisition through the USF’s Financial Accounting SyStem (FAST) in
accordance with Purchasing Procedures.
HOW TO SUBMIT A CONTRACT
To submit a quote/proposal/contract through CMS for approval, you may CLICK HERE to be routed directly to the
“Contract transmittal” form.
Alternatively, you may CLICK HERE to navigate to MyUSF.
You will need to login with your USF NetID and password.
Under “BUSINESS SYSTEMS” click “Contract Management” at the bottom to route to the “Contract transmittal” form.
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Below is an explanation of each field on the “Contract transmittal” form. Mandatory fields are marked with a red asterisk
on the form.
1. Submitted by (pre-populating field) – This field will automatically pre-populate based on the USF NetID of the
individual logged into ServiceNow completing the form.
2. Is this contract for software/hardware, IT contractual services? (drop-down list):
a. If “Yes” Then answer Is a Technology Exception (UTSB) required? (drop-down list):
i. If “UTSB not required” Then you may proceed to the next question.
ii. If “I need to request UTSB approval” Then you’ll be routed to complete the UTSB request form.
iii. If “I already have a UTSB approval” Then answer Enter the approved RITM# (e.g., RITM1234567)
(formatted text field).
iv. Contracts for the acquisition of non-standard technology will not be reviewed by Procurement Services
without UTSB approval. Incorrectly answering this question may substantially delay contract approval.
Please refer to the following resources when making technology purchases:
1. Tech Purchase - How to Buy
2. IT Resources Purchasing Standards and Thresholds
3. If you have submitted the UTSB request form, but not yet received approval, then you may provide
the RITM # and submit contract in CMS, but it will not be reviewed until UTSB approval is obtained.
b. If “No” Then you may proceed to the next question.
3. Does the contract have a FAST Vendor? (drop-down list):
a. If “Yes” Then answer Vendor: Please search and select the contract vendor. (searchable text field).
b. If “No” Then answer:
i. Enter the vendor name as stated on the Contract. (free-form text field).
ii. Why is the Vendor not in FAST? If needed, please go to http://www.usf.edu/business-
finance/controller/payment-services/vendors.aspx for vendor request process. (drop-down list).
4. Contract short description (free-form text field) – Provide brief, accurate description of contract to facilitate quick
lookup of the contract in the future.
5. Total Contract Value (formatted text field):
a. Field is formatted for numeric characters.
b. The total value of a contract is the value of the initial term plus the value of all renewal terms
(USF4.02010(IV)(B)(6)).
6. Contract start date (drop-down calendar field):
a. Provide start date from contract, if available.
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b. Please note USF4.02010(IV)(B)(8)(a) requires all contracts must specify a term and/or provide dates of service.
If these dates are not know at time of contract submission, then they will need to be determined prior to contract
approval.
7. Contract end date (drop-down calendar field):
a. Provide end date from contract, if available.
b. Please note USF4.02010(IV)(B)(8)(a) requires all contracts must specify a term and/or provide dates of service.
If these dates are not know at time of contract submission, then they will need to be determined prior to contract
approval.
8. Select the area(s) covered by this contract (check all that apply).
9. Method of funding (drop-down list) – Please reference the USF Expenditure Guide to confirm the type of
expenditure(s) described in the contract are allowable based on the funding source:
a. “E&G funds” – budget entity funded by the State of Florida to provide educational opportunities through
instructional programs leading to formal degrees, as well as, research and public service programs directed
towards solving public problems.
b. “Auxiliary” – budget entity funded by the fees and charges for goods and services from Auxiliary Enterprises to
self-support the activities of said enterprises in their efforts to further the USF mission and provide essential
goods or services primarily to students, faculty, or staff.
c. “Collected Fees…” – pursuant to USF4.02010(IV)(A)(3)(m), expenditures to support USF programs or events
offered to the general public are exempt from competitive solicitation requirements if paid with fees collected
for said program or events to pay all associated expenses thereof.
*When using this funding provide program or event brochure/public registration website. Attach file by clicking
on the paperclip icon in upper right-hand corner as shown below.
d. “Grant…” – budget entity funded with awards from federal, state, local, and private sources to support activities
in research, public service, and training as described by funded source.
*When using this funding provide grant guidelines/budget confirming this is an allowable expense. Attach file
by clicking on the paperclip icon in the upper right-hand corner as shown below.
e. If “Other” Then answer Specify other method of funding (free-form text field) (e.g., Concession, Research
Initiative, and Convenience/DSO funds, as well as, revenue and no-cost contracts, etc.).
10. Method of procurement (drop-down list):
a. If “Single source…” Then attach justification explaining why goods and/or services are only available from a
single source for purchases greater than or equal to $5,000. Justifications for expenditures over $75,000 must be
completed on a Single Source Certification and posted for 72 business hours.
*Attach file by clicking on the paperclip icon in upper right-hand corner as described below.
b. If “Competitive quotes…” Then attach quotes in accordance with USF4.02010(IV)(A)(1)(g)-(h).
*Attach file by clicking on the paperclip icon in upper right-hand corner as described below.
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c. If “Cooperative Agreement” Then provide a contract title and reference number under Describe this
contract or attach documentation. USF can make purchases from contracts enter into after public and open
competitive solicitation by the State of Florida, other governmental entities, purchasing consortia, and other
universities.
*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.
d. If “ITN/ITB process” Then provide ITN/ITB reference number in Provide bid# (free-form text field).
e. If “Other” Then reference the justification for not competitively soliciting in Specify other method of
procurement (free-form text field):
i. Types of commodities and contractual services not subject to competitive solicitation requirement are
listed under USF4.02010(IV)(A)(3)(a)-(u).
ii. Annual Certification List provides the commodities and contractual services not subject to competitive
solicitation requirement pursuant to USF4.02010(IV)(A)(3)(q), as well as, the conditions of use.
iii. The requirements for an emergency purchases are provided under USF4.02010(A)(2)(a).
iv. Other justifications would include no-cost, revenue, etc.
v. When relying on a USF Regulation or Policy for exemption, please provide the specific applicable USF
Regulation or Policy number. When said regulation or policy requires additional documentation, please
include with your contract submission.
*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.
11. Is this a master agreement? (drop-down list).
12. If this is part of a master agreement, please select the agreement (searchable text field):
a. To search for an existing master agreement, if available, begin typing CNTR # for master agreement or use the
magnifying glass on the right-hand side of the searchable text field for a pop-up window to search by Number,
Short Description, or Vendor Name.
b. If a previously approved master agreement or additional terms and conditions are referenced in a quote or
statement of work, but you cannot find them in CMS, then please provide a copy with your contract submission.
*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.
c. If an as of yet unapproved master agreement and/or additional terms and conditions are referenced in a quote
or statement of work, then please provide a copy of said master agreement and/or additional terms and
conditions with you contract submission to be approved along with the quote or statement of work.
*Attach file by clicking on the paperclip icon in upper right-hand corner as shown below.
13. Is this a hotel agreement? (drop-down list):
a. If “Yes” Then identify what charges USF and individuals will be responsible for under the contract by
answering USF will be responsible for (check all that apply) and Individuals will be responsible for (check
all that apply).
b. If “No” Then you may proceed to the next question.
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14. Department (searchable text field) – Type the name of Department or use the magnifying glass on the right-hand
side of the searchable text field for a pop-up window to search by Description or FAST Dept ID.
15. USF department approving officer (searchable text field) – Type the name of Department approving officer name
or use the magnifying glass on the right-hand side of the searchable text field for a pop-up window to search by First
Name, Last Name, Email, User ID, etc.:
a. The Department Approving Officer selected must be the Accountable Officer or Accountable Officer
Designee for the budget to be used on the expenditure. The Accountable Officer is the individual at
USF with primary responsibility and fiscal accountability for a chart field combination. For grants, this
is the principle investigator. Accountable Officer Designee is an individual authorized by the
Accountable Officer to sign in his/her absence and who can approve all the same transactions.
b. The Department Approving Officer identified cannot be the person submitting the “Contract
Transmittal” form.
c. Many USF personnel share the same name and ServiceNow includes some duplicate and incomplete
User Profiles. For this reason, to ensure you select the correct Department Approving Officer the most
effective method is to search by their USF email address.
d. Many features of ServiceNow and CMS rely on communication by email. Therefore, if the User Profile
for the USF Department Approving Officer does not include a USF email address, please submit a
request to the IT HelpDesk to add the individual’s USF email address to their User Profile.
16. USF contract administrator (searchable text field) – Type the name or use the magnifying glass on the right-hand
side of the searchable text field for a pop-up window to search by First Name, Last Name, Email, User ID, etc. to
select the individual in the department most likely to have information regarding to the sourcing effort, terms and
conditions, rates & deliverables, schedule, etc.
17. USF department contact (searchable text field) – Type the name or use the magnifying glass on the right-hand side
of the searchable text field for a pop-up window to search by First Name, Last Name, Email, User ID, etc. to select
the individual in the department who will serve as the primary point of contact with the vendor for the life of the
contract regarding invoicing, payment, notices, etc.
18. Vendor email address to send contract to (free-from text field) – Provide the vendor email address to send the
contract to be fully executed. Given this is a free-form text field, please be sure you enter a valid email address.
19. Vendor contact information (free-form text field) – Provide the vendor’s primary business address and website (if
available), as well as, vendor contact person with their phone number and email address in the event USF needs to
discuss revisions, clarifications, etc. to the contract.
20. Describe the contract (free-form text field) – Provide a clear description of the scope of work, description of goods,
and/or list of deliverables being secured through this contract, as well as, the contract documentation attached
requiring review.
21. Additional comments (free-form text field) – Provide notes regarding requests for special consideration, assignment
of a particular Procurement Services resource familiar with the contract, unique requirements communicated by the
vendor, etc. Please note if a contract is time sensitive, you should email the Purchasing Coordinator, so they can
follow up with the appropriate Purchasing Approver to determine if any expedited review is possible. Providing all
the necessary documentation at the time of contract submission and having the USF Department Approving Officer
approve in a timely manner is essential to accommodating a request for expedited review.
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22. Attaching files to the “Contract Transmittal” form
a. Click on the paperclip icon in the upper right-hand corner.
b. A pop-up window will appear, click the “Browse…” button to select files from your computer to attach.
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23. Once you enter responses into all the required fields and attached all the necessary documentation, click on the
“Submit” button in the lower right-hand corner to submit your contract into the approval workflow.
24. If you have failed to complete any mandatory fields, then you’ll receive a pop-up error message.
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25. Click “OK” button, and fields with missing information will be outlined in red.
26. Complete mandatory fields as required and click the “Submit” button as shown previously.
27. ServiceNow will send an automatic email confirmation once the contract has been submitted.
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HOW TO CHECK CONTRACT STATUS
1. You can CLICK HERE to login to USF’s ServiceNow Platform using your USF NetID and password.
2. Click the “Self-Service” header found in the Navigator on the left-hand side to display self-service options.
3. Under “Self-Service” select “My Contracts” for contracts which you have an assigned role, “Watched Contracts” for contracts which you are a USF Contract Reviewer, and “My Approvals” for contracts which need your approval. Click the CNTR number hyperlink under the “Number” column to access a contract’s CNTR Dashboard.
4. On the “Approvals” page, to show contracts awaiting your approval use the Go to feature at the top, selecting “State”
from the drop-down list, and entering the search term “requested” into the free-form text field or sort “State” column.
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OVERVIEW OF CNTR DASHBOARD
5. The CNTR Dashboard contains all the information provided for a contract in the initial “Contract transmittal” form
and allows users to comment, attach additional documentation, alter active fields, and propose amendments. Certain
fields will gray out for specific users depending on the stage of the approval workflow. If there is a grayed out field
you need to alter, then please contact the Purchasing Coordinator to request assistance.
6. At the top, you will find the contract’s CNTR #, a paperclip icon to manage attachments, and a vital sign icon to
show the contract’s activity stream. Below that is a list of the contract’s attachments.
7. By clicking the paperclip icon a pop-up window will appear. From there, you can click the “Browse” button to attach
new documents, click hyperlinks to download existing attachments, click “view” buttons to view existing attachments
in browser, and click “rename” buttons to correct the name of existing attachments.
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8. There is a summary section at the top which includes summary information drawn from the Contract transmittal
form, as well as, a Contract model (drop-down list) field completed by the Purchasing Coordinator during the “Initial
Review” Stage. Also, you can go here to update the Vendor (if added to FAST subsequent to submission) and add a
PO Number (if created in FAST after the contract is fully executed).
9. The “General” tab includes the Start and End dates, Reason vendor not in FAST, Area(s) Covered, Description, and
Comments (Customer visible) fields on the left-hand side with all the assigned roles identified on the right-hand side.
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10. The “Renewal/Extension” tab includes Renewal/Extension dates, Adjusted start/end dates, cancellation date, and
New total contract value fields. When a department proposes an amendment to a contract in CMS, these fields are
populated by the Purchasing Coordinator based on the information provided.
a. When proposing an amendment be sure to provide enough information in the relevant attachments and comment
to enable Purchasing Coordinator to complete these fields.
b. The New total contract value will be the value of the proposed amendment(s) plus original Total contract value
(unless value of amendment(s) was included in Total contract value at time of execution).
11. The “Financial” tab includes UTSB RITM, Method of Funding, Method of Procurement, Bid Number, and Total
contract value fields.
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12. The “Approval History” provides a summary of approvals, including, the name of the approver, when an approval
task was requested, when the task was approved. More details on approvals available under the Approval tab.
13. The “Vendor Contact” tab includes Vendor Email and Vendor Contract Information fields.
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28. The “Hotel” tab appears if you responded “Yes” to the Is this a hotel agreement? (drop-down list) field on the
“Contract transmittal” form and/or the Purchasing Coordinator selected “Hotel” for Contract model (drop-down
list) field in the summary section of the CNTR Dashboard. The tab identifies who (USF and/or Individual) is
responsible for meeting rooms, food, sleeping rooms, incidental charges, and taxes.
14. The “Approval” tab exists in a bank of tabs at the bottom of the CNTR Dashboard beneath the bank of tabs in the
middle of the CNTR Dashboard summarized above.
a. You can click into the hyperlinks under the “State” column to view full details on each approval stage, including,
requested date, approved date, and any work notes.
b. The pending approval will have a state of “Requested”.
c. Approvers can also access the “Approval” page from this tab to approve their stage of the approval workflow.
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STAGES OF CONTRACT APPROVAL WORKFLOW
1. Upon successful submission of the contract, it will enter the “Submitted” Stage of the approval workflow as indicated
by a single empty circle icon pending the completion of the “Initial Review” Stage by the Purchasing Coordinator.
2. The Purchasing Coordinator will conduct an initial review of all submitted contracts to confirm the adequacy of
information and documentation provided, assign the appropriate Purchasing Approver, and determine the need for
additional review by the Office of the General Counsel.
a. One completed, the “Initial Review” Stage icon will display a green check as shown below.
b. If the submission has compliance or documentation issues, then the Purchasing Coordinator will provide
feedback in the comments section of the contract’s CNTR Dashboard indicating those issues. The Purchasing
Coordinator will not submit the contract to the next stage in the workflow until the issues identified are resolved.
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c. You may respond to comments by typing a message in the Comments (Customer visible) (free-form
text field) on the CNTR Dashboard and clicking the “Update” button in the upper right-hand corner.
3. After the completion of the “Initial Review” Stage, the contract will go to the “Department Approval” Stage for
approval by the USF Department Approving Officer.
a. The USF Department Approving Officer will receive an approval request email with a hyperlink to take them to
the contract’s Approval Request page and a hyperlink to take them to the contract’s CNTR Dashboard.
b. On the contract’s CNTR Dashboard, you can review contract details, attachments, etc. prior to approving. Refer
to the OVERVIEW OF THE CNTR DASHBOARD section of this CMS Manual for a summary of the
components of the CNTR Dashboard.
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c. On the “Approval” page, you can “Update”, “Approve”, or “Reject” using the corresponding buttons available
in duplicate in the upper right-hand corner and on the middle left-hand side as shown below.
i. If you attempt to reject a contract, you will be asked to provide an explanation in Work notes (free-form
text field).
ii. If you attempt to approve a contract, a pop-up window will appear asking you to attest to and verify the
accuracy of the information provided with the contract submission, as well as, compliance with all
applicable USF Regulations & Policies. You must click the “OK” button to approve.
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iii. While pending, the “Department Approval” Stage icon will display a blue arrow as shown below.
iv. Once completed, the “Department Approval” Stage icon will display a green check as shown below.
4. After the completion of the “Department Approval” Stage, the contract may go to the “General Counsel Approval”
Stage for approval by the General Counsel as to form and legal sufficiency, if required.
a. If approval by General Counsel is not required, then a an individual from the Office of General Counsel will not
be added to the General Counsel Approver field by the Purchasing Coordinator during the “Initial Review”
Stage. Additionally, the “General Counsel Approval” Stage will drop out of the approval workflow after the
“Department Approval” Stage has been completed.
b. If approval by General Counsel is required, then the “General Counsel Approval” Stage will remain listed as the
third stage of the approval workflow and an individual from the Office of General Counsel will be identified in
the General Counsel Approver field on the contract’s CNTR Dashboard.
c. As shown in previous examples, the “General Counsel Approval” Stage icon will display a blue arrow pending
approval and a green check once completed.
5. After the completion of the “General Counsel Approval” Stage, the contract will go to the “Purchasing Approval”
Stage for approval by the Purchasing Approver. If “General Counsel Approval” Stage is not required, then the
contract will go directly to “Purchasing Approval” Stage after approval by USF Department Approving Officer.
a. If the submission has compliance or documentation issues, then the Purchasing Approver will provide feedback
in the comments section of the contract’s CNTR Dashboard indicating those issues. This may include issues
overlooked during the “Initial Review” Stage. The Purchasing Approver will not approve the contract until the
issues identified are resolved.
b. As shown in previous examples, the “Purchasing Approval” Stage icon will display a blue arrow pending approval
and a green check once completed.
6. After the completion of the “Purchasing Approval” Stage, the contract will go to the “Vendor Approval” Stage for
the Purchasing Coordinator to send to the email address provided by the department in the Vendor Email field.
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a. This contract transmittal email will include the contract signed by Purchasing Approver, as well as, any associated
redlines and other necessary documentation.
b. The Purchasing Coordinator will CC the contract’s USF Contractor Administrator, USF Dept Approving
Officer, USF Department Contact, and any USF Contract Reviewers on the contract transmittal email.
c. The Vendor will be asked to return the fully executed contract, proposed revisions, and/or address any questions
Reply All to the contract transmittal email.
d. If the Vendor sends a fully executed contract, proposed revisions, and/or questions directly to you, then please
Reply All to the most current thread of contract transmittal email with the fully executed contract, proposed
revisions, and/or questions.
e. PLEASE DO NOT ATTACH A FULLY EXECUTED CONTRACT IN CMS. The Purchasing Coordinator
must review the fully executed contract to confirm it has been properly executed before attaching it to the
contract in CMS.
7. After the completion of the “Vendor Approval” Stage, the Purchasing Coordinator will upload the fully executed
contract and mark the contract as complete. Once the contract is fully approved, the “Complete” Stage icon will
display a green check as shown below.
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HOW TO PROPOSE AN AMENDMENT
1. You can CLICK HERE to login to USF’s ServiceNow Platform using your USF NetID and password.
2. Under the “Self-Service” header found in the Navigator on the left-hand side click “My Contracts” to view contracts
which you have an assigned role (Submitted By, USF Contract Administrator, or USF Department Contact).
a. PLEASE NOTE: Only users with an assigned role can propose an amendment to a contract. If you are only
added as a USF Contract Reviewer, then you will need to contact an individual with an assigned role to propose
the amendment. If individuals with an assigned role are not available, then please contact the Purchasing
Coordinator for assistance.
3. On the “Contracts” page, find the contract you would like to propose an amendment to by using the Go to feature
at the top, selecting your preferred search category from the drop-down list, and entering the appropriate search term
into the free-form text field.
a. PLEASE NOTE: In order to propose an amendment a contract must be fully approved with the “Complete”
Stage icon displaying a green check as shown above.
4. Click the CNTR number hyperlink under the “Number” column to access the contract’s CNTR Dashboard.
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5. Once on the CNTR Dashboard, to propose an amendment:
a. STEP #1: Click the paperclip icon and attach supporting documentation;
b. STEP #2: Type a brief explanation in the Comments (Customer visible) field; and,
c. STEP #3: Click the “Propose Amendment” button in the upper right-hand corner.
d. Be sure to provide a clear explanation of what you are seeking to achieve with the amendment, including, relevant
dates, revisions/additions to the scope, and costs.
e. If you need to change an assigned role, especially the USF Dept Approving Officer, then please indicate that in
the Comments (Customer visible) field.
6. A pop-up window will appear instructing you to click “OK” button, if you have attached document and typed brief
explanation.
a. If you attached a document and typed a brief explanation, then when you click the “OK” button you will be
routed back to the CNTR Dashboard and the “Propose Amendment” button will disappear from the upper right-hand corner
indicating the amendment has entering the approval workflow. See STAGES OF CONTRACT APPROVAL
WORKFLOW for a summary of the approval process.
b. If you have not attached a document or typed a brief explanation, then when you click the “OK” or “Cancel”
button you will be routed back to the CNTR Dashboard and the “Propose Amendment” button will still be visible in the
upper right-hand corner. In this case, you need to repeat Step #1, Step #2, and Step #3 above.
