Kahua - PSC Agreement

This workflow takes place primarily in Kahua, with manual touchpoints in Contracts+ and Banner. It involves four roles: Contract Specialist, Professional Services Consultant (PSC), Project Manager (PM), and Financial Manager (FM). Each step identifies the responsible role and the contract's status in Kahua.

Prerequisite: Contract Approved in Contracts+

Before the Kahua workflow begins, the contract must be approved in Contracts+ (outside of Kahua). It is then manually entered into Kahua to start the process.

Step 1: Create Contract

This step is completed by the Contract Specialist in Kahua. The contract status is Draft. The Contract Specialist creates the contract in Kahua and submits it to the PSC.

Step 2: Enter Contract Details

This step is completed by the PSC in Kahua. The contract status is Draft. The PSC enters the required contract details and submits the contract to the PM for review. If revisions are needed, the PSC can send the contract back to the Contract Specialist (returns to Step 1).

Step 3: Review and Approve

This step is completed by the PM in Kahua. The contract status is Projected. The PM reviews the contract. If approved, it moves to Step 4. If revisions are needed, it is sent back to the PSC (returns to Step 2).

Step 4: Validate and Approve Contract

This step is completed by the FM in Kahua and Banner. The contract status is Pending. The FM validates the contract in Kahua. Before giving final approval, the FM manually enters the contract in Banner to create an Encumbrance. Once the Encumbrance is created, the FM approves the contract in Kahua, and the status moves to Approved.

Step 5: SOV Created (Automated)

This step is automated in Kahua. Upon final approval, Kahua automatically creates a Schedule of Values (SOV) for the contract. The workflow ends here.

Only Contract Specialists will initiate a contract.

1. To create a new contract, navigate to the appropriate project and go to the Expenses application. Locate the Project by:
   1. Using the Project Finder.
      1. Select Project Finder in the left-side navigation.
      2. Select the appropriate university partition.
      3. Select the Project where the contract was created.
   2. Using the Search functionality in the Project Finder.
      
      1. Select Project Finder in the left-side navigation.
      2. Select the magnifying glass icon next to Recent Projects.
      3. Enter the Project Name or Project Number and select the Project.
2. Select the Contracts tab, then select New to open a new contract. A new form will open on the right side of the screen.   
3. Under Details, leave the SOV Breakdown and Associate CO Lines to Contract Lines boxes checked.
4. Populate the Contract Details such as: 
   
   1. Contract Number: Enter the contract number (CN) from Contracts+ or the university retainer work order number. 
   2. Description: Include enough contract name information in the title to help distinguish one contract from another in Kahua.
   3. Type: For this guide, select PSC Agreement.  
   4. IPHEC bulletin #
5. Funding information will be entered by the Financial Manager later in this process. 
6. For the Retainer Contract field, add the CN from Contracts+ for the overall retainer agreement, if applicable. 
7. For the Retainer Work Order, add the University work order number, if applicable.
8. In the Parties section, select the From Contact for this contract, which will likely be the Project Manager for the project.
   1. After selecting the Contact, the Company Name, Company Office, and Company Address will automatically populate. 
   2. If multiple Company Offices exist, the single select drop-down list will populate with the choices. Select the appropriate office. 
9. In the Parties section, select the To Contact (who the PSC Contact should be on the contract). 
   1. After selecting the Contact, the Company Name, Company Office, and Company Address will automatically populate. 
   2. Change the Company Address to the appropriate Banner Address by selecting it from the single select drop-down list. 
10. In the Scope section, enter the Contract Amount, as it is a required field, and any other relevant information in the Scope of Work and Addenda fields.
11. In the Dates & Workflow section, enter all known dates.
12. In the Items section, add contract line items in the grid.
    1. To add multiple line items, determine how many lines you will need and select Insert.
    2. Select the applicable cost Activity Codes to match the contract or retainer work order and fill out the remaining details regarding this record. An activity code may only be used once.
    3. Select the appropriate Phase for each line item, such as Schematic Design, Design Development, etc., as applicable, to match the Professional Services Agreement. 
    4. In the Description field, add any other details, such as Fixed Fee, Hourly, or any other descriptor for that line item. 
    5. Add the dollar value per line item.
    6. To view the Contract Items in further detail, select the More Details icon next to the Item number.
       
       1. In this view, the Contract Specialist may enter additional detail on the item, such as the Scope of Work, Notes, and additional Comments.
       2. Use the Previous and Next action buttons to sort through the Items if needed.
       3. Select Close on the item when complete. 
    7. Select Done once all details have been added.
       NOTE: The Items total must be equal to the Contract Amount defined in the Scope.
13. Internal Comments, Notes, and References are also available to add more information.
    NOTE: Internal Notes will not be visible to external vendors during the process.
14. Documents can be attached to the record under the References section. Upload an executed agreement from Contracts+ and any other supporting documentation. The user can either:
    1. Upload a document saved on their computer.
    2. Add a Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
    3. Add an Approval Doc, which is used any time a record is being routed for Review or Signature.
15. Once all details have been filled out, select Save/Close and then select Submit to PSC.

1. The To Contact in the Parties section will receive a task and email notification when the contract is ready for their review. They can edit the contract by:  
   
   1. Selecting the Task.
   2. Selecting View Source Record to navigate to the Contracts application.
   3. Selecting Edit.
2. The PSC can review the Details section of the contract. This section is not editable.  
3. The PSC can review and edit, if needed, the: 
   1. Scope of Work
   2. Dates
4. The PSC can review the Items section. This section is not editable.
5. The PSC may also add comments and attach documents, such as the University Input Worksheet, in the References section. 
6. Select Save/Close when edits are complete.
7. If revisions are needed, the PSC can send the contract back to the Contract Specialist.
8. If no revisions are needed, the PSC can select Submit to PM to send for review.

1. The Project Manager selected in the Project Details will receive a task and email notification when the contract is ready for their review. They can view the contract by:  
   
   1. Selecting the Task.
   2. Selecting View Source Record to navigate to the Contracts application.
   3. Selecting Edit.
2. The Project Manager can now:
   1. Update Internal Notes.
   2. Add Comments.
   3. Add additional References.
   4. Review all information entered by the Contract Specialist and the PSC in the previous steps.
3. Once all information has been reviewed, the Project Manager can:
   1. Select Save/Close to edit later.
   2. Select Return for Revision to return the contract to the PSC for updates.
   3. Select Submit to FM to advance the contract to the next approver.

1. The Financial Manager selected in the Project Details will receive a task and email notification when the contract is ready for their review. They can access the contract by: 
   1. Selecting the Task.
   2. Selecting View Source Record to navigate to the Contracts application.
   3. Selecting Edit.
2. The Financial Manager can now:
   1. Add an Encumbrance Number.
   2. Select a Charge Code from the ones entered in the Project Details.
   3. Add an Account Code.
   4. Add additional References.
   5. Review all information entered by the Contract Specialist, the PSC, and the Project Manager in the previous steps.
3. Once all information has been reviewed, the Financial Manager can:
   1. Select Save/Close to edit later.
   2. Select Return for Revision to return the contract for updates.
   3. Select Approve to approve the contract.

The Financial Manager is the last step of this process.

1. Once the PSC Agreement has been approved, then the PSC, Project Manager, and Risk Manager (selected in the Project Details) will receive an email and Kahua notification letting them know that the PSC Agreement/Contract has been approved.
   1. The Project Manager and the Financial Manager can edit the Details section of the contract after approval.
2. The PSC selected in the To Contact in the Parties section will receive an additional notification letting them know that they can navigate to the contract in the Contracts application in Kahua and start the entry of the Schedule of Values. Locate the Project by:
   1. Using the Project Finder.
      1. Select Project Finder on the left-side navigation.
      2. Select the appropriate university partition.
      3. Select the Project where the contract was created.
   2. Using the Search functionality in the Project Finder.
      
      1. Select Project Finder on the left-side navigation.
      2. Select the Magnifying Glass icon next to Recent Projects.
      3. Enter the Project Name or Project Number and select the Project.
3. Once in the project, go to the Expenses application by selecting Apps, then All Apps, and then searching for Expenses using the Search Bar. 
4. Once in Expenses, select the Contracts tab, then select the Approved contract. The contract will open on the right side of the screen.   
5. Select Process to SOV located at the bottom of the contract.
   NOTE: This will automatically navigate the PSC to the SOV application in Kahua, where the Schedule of Values can be entered and broken down. Refer to the Kahua - Schedule of Values (SOV) job aid for instructions on how to use the SOV application.

Once the fields within the record have been completed and saved, the users can select from several actions:

• Send – Use messaging to send record details to others (NOT to be confused with a workflow).
• Edit – Update and maintain the record.
• Delete – Delete a record (typically permission-based, so not all may have this).
• History – All updates/changes are tracked.

Send

• Do not confuse Send with using the workflow buttons in any application.
• Documents can be sent via a message within Kahua to either existing Kahua users or users outside of Kahua by entering their email address and selecting Enter.
• The documents are treated as attachments, and the message can be copied to the Communications application by checking the box.

Edit

• The record can be updated as needed during the process.
• If the document is out for Review or Signature, Edit will not be available.

History

• The History action button provides details regarding all activity (Creation, Updates, Saves, etc.) performed on the record.
• To view specific details related to the updates made, select the View Edit button.