Updating cross access for SCM Contract Authors and what you can do with it

• SCM_Update_ContractAdmin_Agency.docx

Good afternoon,

GMIS currently gets a fair number of tickets asking for them to update the Administrator on the text portion of SCM contracts.  They've come up with the attached solution, but it requires some action on your part.  

1) Review your current list of SCM Contract Administrators (Authors) and decide if you need to add or update cross access.  If there is cross access between authors, it allows them to take limited actions on each other's contracts.  Those limited actions include sending a contract for internal collaboration, routing a fully signed contract for approvals, and adding Supplemental Documents (through the Document Management page).  It doesn't allow them to create an amendment against someone else's contract or update the DocuSign eSignature status.  

2) If updates to cross access need to be made, submit a GMIS issue asking for cross access to be provided between the two contract administrators with their names and PeopleSoft IDs in the 'Describe your problem in more detail' area.  For example, please provide cross access between these contract authors:  Jane Q. Author J123456 and John X. Admin J654321.

3) After GMIS provides the cross access and closes the ticket, the current Contract Author can update the Administrator on the Document Details page as shown in the attachment.

A few items of note:

* A third person can't transfer a contract from one author to another.

* GMIS is the only team who can make changes to cross access.

* If a current Contract Author leaves the agency or State employment, a GMIS ticket will need to be submitted to update the Contract Administrator.

 

Thanks and have a great day!

The IDOA Procurement Training team