How do I gain access to Ntracts?
Training and form at the end of the training must be completed. Once completed, Contracts Administration will be notified and your account will be created. You will be notified when your account is complete and ready to use. Link to training: Ntracts Training in Workday
I am unable to log into my Ntracts account. What do I do?
Ntracts is a Single-Sign On system that recognizes your UAMS email address A password is not required. You may also need to delete your cache/cookies. If problems persist, please contact ContractsAdministrationDepartment@uams.edu.
Where do I start a contract?
There is a Revenue/Affiliation Agreement checklist under Forms and Instructions to use as a guide for starting a contract. If you need assistance with any item on the checklist, please contact ContractsAdministrationDepartment@uams.edu
If brand new contract; from the Ntracts Home Page, click on (+ New), then Start New Contract Workflow.
If amendment/renewal is needed for existing contract: From the Ntracts contract record, click on Modify, then select Amend. Amend is used to start the Amendment and Renewal workflow. The guide for these steps is located at Ntracts User Guide (link to the Ntracts User Guides)
Which documents are required when submitting a New Contract or Modifying an existing Ntracts record? (Amending or Renewing)
Revenue contract:
- Contract/Renewal/Amendment that requires signature (Actionable)
- Any attachments/exhibits/supporting documents if applicable (Supporting)
- Revenue Cost Analysis (RCA)
- Business Plan (if new service)
Affiliation Agreement or No Cost Agreement:
- Contract/Renewal/Amendment that requires signature (Actionable)
- Any attachments/exhibits/supporting documents if applicable (Supporting)
How will I be notified that I have a Notification or Workflow Task?
You will receive real time emails in your Outlook Inbox. The emails will direct you to contract records needing your attention.
Who do I contact if I need technical support?
Contracts Administration Department is the Ntracts Administrator and is responsible for administrative and technical support. If the Help tab and User Guides cannot solve the problem, please contact ContractsAdministrationDepartment@uams.edu. Do not contact IT Helpdesk, nor submit a ServiceNow request, nor contact Ntracts directly.
How can I add my customer to the External/Other Parties list?
If your customer does not already appear in the External/Other Party list, your customer will need to be added. Complete a Customer Request Form, located on the Forms and Instructions page of the CAD Website. Please fill out the form on behalf of your customer. Once this is completed, send to ContractsAdministrationDepartment@uams.edu. CAD will add the customer to Ntracts & Workday (if invoicing is required).
What is the difference between an Amendment and a Renewal?
An Amendment is the need to Amend, Alter, Change, Correct, Modify, and/or Revise – during a current contract term.
A Renewal to a contract is considered “Renewable” when it meets the following criteria: Original contract term has or will expire; the contract period/term limit re-submitted with a “NEW term limit/begin-end date” for a new contract period, (e.g., scope, expenses, etc., may remain the same or change). OR Typically contains contract language that states the “contract may be renewed
Why does the contract need to be uploaded in Word?
Ntracts uses In-app editing. For the Contracting offices, Legal, and Compliance Departments to successfully edit documents within this system, the documents need to be formatted in Word to transfer into Ntracts’ Word processor.
How can I check to see which step a contract is at in the approval workflow?
You can check to see which step a contract is in by reviewing the workflow on the left side of the workflow survey. Closed Green Dots = Step Completed. Open Green Dots = Active Phase. Open Gray Dots = upcoming steps.
I can’t find my closed contracts.
Navigate to “Contracts” and check your filters. Filter by “None” and review the Status column. The Status column can be filtered by clicking the 3 lines to the right of the column header.
Can I see all UAMS Contracts?
You are able to see contracts based on your security. You are only able to see contracts for your department(s). Navigate to Contracts: All Contracts tab and filter as needed.