How Do I Use the Contract Manager?

Issue

I have a contract that I would like to upload into the system. Could you please advise on the process for uploading the contract and ensuring that any updates are accurately reflected in the contract manager so that it always displays the most relevant and up-to-date information?

Environment

Kipu Compliance, Forms Tab, User Roles: Admin-Super User, Administrative Personnel/Administrative Assistant, CEO, COO, Compliance & Human Resources

Resolution

Users with the permissions to create this form can follow the steps below to complete the Contract Manager and it's Related Form.

1. Either select the magnifying glass in he top tool bar and search for the form by name or go to the Forms Tab on the left toolbar and select the Admin | HR option, and click the +Add New button.

2. When creating or updating a Contract Manager form, the workflow panel on the right-hand side provides guidance on the required fields that must be completed. While additional fields outside of the workflow may also be filled in, they are not mandatory for every contract type.

   Please Note:
   Any additional fields to be included or excluded—such as draft notes or, where applicable, references to associated contracts—are clearly identified.
   

3. If your contract is linked to another agreement, select “Yes.” This will display an additional field where you can specify how the contract is associated with the existing agreement.

State Guidelines Form Instructions

When completing the State Guidelines form, please adhere to the following requirements:

1. Contract Sum: Enter the total contract amount where applicable. If no contract sum is required or available, this field may be left blank.
2. Signed On Date: This field is optional and may be completed at your discretion. If not applicable, it may be left blank.
3. Effective Date: This is a required field and must be completed in all cases. It cannot be left blank.
4. Contract Term/Duration: If the contract specifies a term or duration, it must be entered. If no term is defined, this field may be left blank.
   

Termination Details

You will be prompted with the question: “Does this contract have a termination date?”

1. If Yes, enter the termination date.
   
2. If No, select “No.” The termination date field will be removed.
   
3. The Early Termination field will remain marked as N/A until further notice. This may be updated at a later date if the contract is terminated early.
   

Renewal Information

You will then be asked: “Will this contract be renewed?”

1. If Yes, select “Yes” and provide the renewal date. You may also include the renewal term, renewal terms, and the renewal contract amount.
   
2. If No, select “No.” You will not be prompted to enter a renewal date if renewal is not applicable.
   
    

Final Steps

1. At the end of the form, you may upload a PDF of the contract draft and/or the final executed agreement.

2. An additional signature field is available at the bottom of the form for any required approvals.

   Please Note: parent form needs to be completed prior to adding related forms.

Related Forms

Associated Agreements/Contracts:

Documents vendor, service, and partner agreements to ensure key contract terms, responsibilities, and renewal dates are clearly tracked. This form supports compliance with state regulations, The Joint Commission (TJC), or CARF standards by promoting proper oversight, accountability, and contract management.

1. If you selected yes that this contract is associated with another existing contract you have the ability to include this associated contract. Select the related form "Associated Agreements/Contracts"
   

2. When selecting this form, click 'add new'
   

3. An additional form will open allowing the upload of the associated contract:
   

Contract Revision Notes:

Documents proposed changes, updates, and approvals for existing vendor or service contracts to ensure clarity, accuracy, and compliance with organizational and regulatory requirements. This form supports adherence to state regulations, The Joint Commission (TJC), or CARF standards by maintaining proper oversight and accountability of contractual obligations.

1. Select Contract Revision Notes:
   
2. When selecting, click add new:
   
3. An additional form will populate that allows to include the revision notes:
   

Cause

Centralizes documentation and oversight of vendor and service agreements, including key contract terms, renewal dates, responsible staff, and performance monitoring requirements. This tool supports compliance by ensuring contracts are properly managed, reviewed, and maintained in accordance with organizational policies and regulatory standards.

Additional Information

To learn more about completing related forms, click here.