--- title: "Glossary of Terms for Contracts+" canonical: "https://kb.uconn.edu/space/FPB/27792736278/Glossary%20of%20Terms%20for%20Contracts%2B" format: markdown --- This glossary provides clear definitions for the key terms, fields, and sections used throughout Contracts+. It is designed to help Contract Specialists, Buyers, and other stakeholders navigate the system efficiently and accurately manage contracts from creation to execution. --- ## **Glossary of Contracts+ Terms** ### **General System & Process Terms** - **Contracts+**: Procurement contract lifecycle management solution for streamlining contract creation, review, approval, and tracking. - **Contract Record**: The digital file in Contracts+ that contains all contract details, documents, and workflow steps for a specific agreement. - **Contract Template**: A pre-configured set of default settings and fields for a contract record, reducing manual data entry. - **Main Document Template**: A pre-loaded, templated contract document that can be used as the starting point for drafting agreements. - **Third Party Paper**: A contract document provided by the supplier, used as the basis for negotiation and authoring. - **Workgroup**: The category team responsible for managing a contract record. ### **Contract Types** - **Purchasing Agrmt**: General agreements for goods and services purchases. - **Svcs Agreement**: Agreements for services, including consulting and facilities. - **Software License Agreement**: Covers software purchases, including SaaS and perpetual licenses. - **Hotel and Event Services**: Agreements for event hosting and related services. - **Cooperative Purchasing**: Leveraging another institution’s contract, often without University signature. - **Cooperative w/ Participation**: University creates its own contract based on another institution’s agreement. - **PSA (Personal Service Agreement)**: Simple service agreements under $25,000. - **Special Terms**: Standalone agreements, including NDAs and IP terms. - **Sourcing Record**: Non-contract records for tracking sourcing efforts. - **Construction Design**: Professional design services for construction projects. - **Construction Services**: Labor and materials for construction/renovation. - **Lease Agreement (Real Property)**: Leasing of land or buildings. ### **Status & Workflow Terms** - **Draft**: Contract is being constructed or negotiated. - **Review**: Under review by department, buying team, or supplier. - **Workflow**: Submitted for approval by various stakeholders. - **DocuSign Setup/Out for Signature**: Contract is being prepared or sent for electronic signature. - **Executed: In Effect**: Fully signed and active contract. - **Expired**: Contract has passed its end date. - **Superseded**: Replaced by a newer contract record. - **Cancelled/Terminated**: Contract draft or active contract has been closed. #### **Workflow Steps** - **Compile File**: System compiles contract attachments into a PDF. - **Senior Contract Specialist Review**: Review by senior staff or director. - **OGC Approval Pre-Review**: Prior to signatures, the Office of General Counsel reviews the contract to ensure it is legally sufficient and ready for execution. Required for contracts valued at $25,000 or greater. - **Compliance Check**: Ensuring all requirements (ethics forms, insurance) are met. - **Signature Robot**: Automated system step that moves the contract to the next stage in the workflow, often triggering notifications or status changes. - **E-signature Setup**: The Contract Specialist prepares and configures the DocuSign envelope, specifying signers and signature fields before sending for electronic signature. - **Out for Signature**: Sent for signature. - **OGC Approval**: After signatures, the Office of General Counsel ensures the signed agreement is legally sufficient. If corrections are needed, the contract may be returned to draft for negotiation and re-submission. - **AG Approval**: The contract is sent to the Attorney General for final review, which is required for contracts valued at $500,000 or greater. ### **AI & Authoring Tools** - **Contracts AI**: Embedded AI for summarizing, analyzing, and assisting with contract authoring. - **AI Summaries**: Automated summaries of contract records. - **Chat with Contract**: AI interface for querying contract content. - **Word-Plugin AI Features**: AI tools in the Word plugin for clause analysis and risk identification. - **Clause Analysis**: AI-powered review of contract clauses for risk and clarity. ### **Obligations & Roles** - **Obligation**: A specific task or responsibility assigned to a party under a contract, tracked until completion. - **First Party Owner**: University individual responsible for managing and marking obligations as complete. - **First Party Stakeholder**: University individual informed of obligation status or required to provide documentation. - **Second Party Stakeholder**: Supplier contact responsible for fulfilling an obligation. - **Obligation Library**: Pre-set list of common obligations that can be added to contracts. - **Custom Obligation**: A user-defined obligation created for a specific contract. ### **Additional Key Terms, Fields, and Sections** #### **Header Fields** - **Contract Number**: A unique identifier automatically assigned to each contract (format: UC-{Fiscal Year}-{Work Group}-#####). Can be manually overridden in certain cases. - **Contract Name**: The title or descriptive name of the contract. - **Contract Type**: Specifies the category of the contract (e.g., Purchasing Agreement, Sourcing Record, Lease Agreement). - **Start Date / End Date**: The effective and expiration dates of the contract. - **Supplier Information**: Includes supplier name, address, and contact details. - **Procurement Category / Workgroup**: The category or team responsible for the contract. - **Budget**: Optional field to track spending on contracts that do not have a set contract value. - **Contract Value**: The maximum payable amount under the contract (not always required, e.g., for cooperative agreements). - **Use eSignature for this contract?**: Indicates whether DocuSign or another e-signature method will be used. #### **Sections and Tabs** - **Attachments**: Section for uploading and managing all contract-related documents (quotes, proposals, agreements, etc.). - **Legal Terms and Sourcing Data**: Section for entering required legal and sourcing information. - **Contract Parties**: Section listing all parties involved in the contract, including roles and contact information. - **Sourcing Record Only**: Tab for specifying if a sourcing record is an informal bid or sole source. - **Questions**: Section or page where additional required or optional information is collected via form fields. - **Review and Complete**: Final review page showing progress and completion status of all required fields. - **Summary Page**: Overview of the contract record, accessible from search results. #### **System and Custom Fields** - **System Default Fields**: Standard fields available in all contract templates (e.g., contract number, renewal number, amendment number). - **Custom Fields**: Fields specific to certain contract types, such as “Legal Terms and Sourcing Data”. - **Amendment Number / Renewal Number**: Fields for tracking contract amendments and renewals. #### **Navigation and Workflow** - **Create New Contract**: Button to initiate a new contract record. - **Request Contract**: Button to start a contract request process. - **Submit for Approval**: Action to send the contract into the approval workflow. - **Save Progress**: Option to save work at any stage of the contract creation or request process. - **Open Summary**: Button to view the summary page of a contract from search results. - **Quick Filters**: Search filters to narrow down contract search results. #### **Document Authoring and Clause Management** - **Show Taskpane**: Button in the Word plugin to open options for inserting fields and clauses. - **Clause Library**: A repository of pre-approved contract clauses that can be inserted into agreements during authoring. - **Approved Clause**: A clause from the Clause Library that has been reviewed and approved for use in contracts. - **Redlining**: The process of editing and tracking changes in contract documents, especially for negotiable clauses. - **Locked Clauses**: Non-negotiable clauses that cannot be removed or edited, indicated by a lock icon. --- ## **Related Documents and Links** - [Contracts+ Overview](https://procurement.uconn.edu/) - [Creating a Contract Record](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27771109684) - [Submitting for Workflow Review](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27753250870) - [Signature Process DocuSign](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27760001051) - [Contracts AI Features](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27760001051) - [Obligations](https://uconn.atlassian.net/wiki/spaces/FPB/pages/27760001051)