How to Create New Contracts in Contracts Monitor

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The instructions below will provide an overview of how to create new contracts in Contracts Monitor (CM).

  1. Click on the Enter a new contract link on your homepage.
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  2. You have the option to create either a real or practice contract. Click the Real contract button to the left of the page. 

    Please note

    Take note of the dot-points under the Create a Real Contract section which outline information about your organisation's CM account. 

    Please now that organisations have a specified finite amount of contracts that they can create in their account. If a CM Administrator would like to increase the number of licenses (contracts) that are available for their organisation, they will need to contact their CSM. 

  3. On the Contract Details page, you will be prompted to enter the following information:

    Contract Title Free-text entry field where the name of the contract can be entered.
    Your Reference Free-text entry field where you can input your internal reference number for the contract you are creating.
    Brief Contract Description Free-text entry field where a brief description of the contract can be inputted.
    Contract Date Click on this field to open a calendar. Within the calendar interface, click on the date that you would like to designate as the date the contract was signed. 
    Start Date Click on this field to open a calendar. Within the calendar interface, click on the date that you would like to designate as the date that the contract starts. 
    Expiry Date Click on this field to open a calendar. Within the calendar interface, click on the date that you would like to designate as the date that the contract ends.
    What's the Current Status of the Contract Click on this drop-down menu to specify the status of the contract you are creating. This includes six options which consist of the following:
    • Draft/Pre-contract
    • Current/Active
    • Expired
    • Closed
    • Cancelled 
    • Other
    What's your business relationship to the contract Click on this drop-down menu to specify your business relationship to the contract. This is an optional inclusion to the contract. The options for this include the following:
    • Buying from the contract
    • Selling of this contract
  4. Once you have entered all the required information, click the Save button to continue.

  5. On the next page, a preview of the newly created contract will be displayed detailing all the information that was previously inputted. On this page, Users will have the ability to do the following:

    • Edit the contract details: Click the grey Edit button on the top right corner of the Contract Details section to edit the contract details.

    • Replicate the contract: Create a new contract with the same details by clicking the grey Replicate button on the top right corner of the Contract Details section.

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    • Delete the contract: Delete the current contract by clicking on the blue Options and Settings button (button with cogwheel) at the top right corner of the page, and clicking the Delete contract option at the bottom of the pop-up bubble.

      To close the Options and Settings pop-up bubble, click on the cross mark (x mark) at the top right corner of the bubble.

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  6. The next step is to Add Parties to the Contract. Parties to the contract are the entities to whom the contract applies to (e.g., businesses/organisations that have been contracted to provide goods/services to the Buying organisation).

    It should be noted that Added parties are not notified as the inputted details are for internal reference only.

    To add parties to the contract, navigate to the red Parties to the contract section to the right of the page, and click on the Add button.

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  7. Users will then be directed to the Parties to the contract page where they are directed to complete a number of fields consisting of the following:

    Is this party an organisation or an individual? Users can select from one of two radio buttons to specify whether the party is an organisational entity or an individual. 
    Enter the name of the organisation Free-text entry field where the name of the organisation can be entered.
    Business number Free-text entry field where the business number (e.g., ABN) of the organisation can be entered 
    Address Free-text entry field where the address of the organisation or individual can be entered.
    Contact name Free-text entry field where the name of the individual affiliated with the contract can be entered.
    Phone Number Free-text entry field where the phone number of the individual affiliated with the contract can be entered.
    Email Address Free-text entry field where the email address of the individual affiliated with the contract can be entered.
    Comments Free-text entry field where internal comments can be placed regarding the party in the contract. These comments are visible to users that have access to CM so that they can check on details related to the contract.
    Check to make this the PRIMARY party Click this checkbox to make the entity/individual the primary party to the contract you are creating. (Note: This option is only available if you've saved multiple parties).
  8. After completing all the required information, click the Save button to continue. You can then click the Add a new party button to create another party contact, or click on Continue to go back to the Contract details. You can still add new party contacts in future.

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  9. You will then be directed to a new landing page displaying a summary of the Contract Details, a list of Parties to the contract, a blue button at the top of the page letting you publish the contract, and a list of features that can be added to the current contract (see below for details).

    For detailed information and instructions on the features described below, please click here: Contracts Features.

    A summary of the features are detailed below:

    Tasks Add specified tasks associated with the contract.
    Contract Updates Add updates (e.g., extensions or variations) to the contract.
    Documents Upload documents relevant to the contract.
    Email Reminders Add email reminders regarding the contract. These emails will be sent to the contract owner/creator (e.g. reminders regarding contract renewal). 
    Commercials Add commercial details associated with the contract (i.e. estimated and actual total spend, contract pricing, payment schedule, billing address, etc).
    Links Add hyperlinks to the contract document. 
    Establishment Process Record details about how the contract was established (i.e. the evaluation process, the parties that were evaluated, and other relevant comments or references). 
    Key Stakeholders: Click the grey Add button to  Add key stakeholders to the contract (i.e. key people that need to be informed of any significant changes that may occur to the contract) 
    Performance Reviews (also known as KPI's) Add performance reviews to the contract. These can include key performance indicators (KPIs) to be met by the contracted party/parties.
    Contract Notes Add notes relating to the contract.
    Restricted Access Restrict access of the contract to specific users within your organisation. You will be able to select specific users by clicking checkboxes to the left of their names and clicking the save button to finalise your changes. 
  10. Once you have completed all of your edits to the contract, click the Publish Contract button at the top of the page to publish your contract.