📌 Purpose
- This process documents the steps required to process a new contract, a updated master services agreement, or contract renewal for existing software.
👥 Audience
🖥️ Applies To
🛠️ Instructions
For new contracts and renewals (not part of a multi-year contract).
- Contracts should be reviewed by IT Director responsible for managing the software
- Identify the contract stakeholder
- Communicate with the stakeholder to determine if the software is still used and provides continued value
- Determine if the software is well received on campus and worth exploring a multiyear contract
- Create a ticket in TDX with the new contract
- Review the contract language for anything unusual and comment in the ticket
- Review the updated cost in comparison to previous years. Note the total price increase / % increase
- If the price increase is significant the director should negotiate the price down with the vendor
- Director should review the evergreen language and negotiate (days prior to renewal to indicate termination)
- Additional negotiations may be needed if there are any findings from the Cybersecurity review.
- Route the contract for Cybersecurity review.
- Review the HECVAT / SOC2 documents
- Review Limitation of liability or Cybersecurity Limitation of Liability
- Review Breach notification clause
- Executive Director will provide final review before signing
- Upon approval, route the contract for signing through Adobe sign for IT Director and Executive Director signatures. Related article on processing new contracts
- File new contracts in the IT Operations Contract folder
- Note addition on the Vendor Contract Maintenance spreadsheet
For invoices that are part of a multi-year contract (not the first year)
1. Verify that the pricing is accurate
2. Submit using the approval/purchasing process (See referenced article)
3. Notate the cost on the Vendor Contract Maintenance spreadsheet. Contract Maintenance
💡 Troubleshooting & Tips