It is an understanding, a deal (written or verbal) between two or more organisations (or people) to do certain things. Each organisation (or person) who agrees to do something in a contract is called a party. The University has numerous contracts in place with different parties.
A Contract Management System is a registering and monitoring tool in a central repository where all supplier contract information can be stored and actively managed across the University. It is built into the University's Financial System 'FinanceOne' so the user interface will already be familiar to most users.
Please email your request to Finance.Systems@unisa.edu.au with an attached email from your manager authorising your access.
To determine whether your contract must be entered into the Contract Management System, it needs to be assessed against a set of criteria. Please refer to the Contract Management Guidelines for more information.
If you would like a contract added to the Contract Management System, please email strategicprocurement@unisa.edu.au with the following information:
Upon completion, we will confirm by reply email that the contract has been successfully added to the system.
Quick Reference Guides are available as a training resource for the Contract Management System. Please click here to view these.
For staff who have direct or indirect involvement with contracts within their role at the University, 'hands-on' training sessions are available on request. Please contact the systems team via email Finance.Systems@unisa.edu.au.
The Contract Management System offers much more than just storing contracts. Benefits to you as the user include:
The use of the Contract Management System is strongly encouraged. Contracts are evidence of what was agreed, when and by whom. They underpin accountability and provide an essential means to meet legal, financial and accountability requirements of the University. Accountability is both internal and external to the University including delegation of responsibility to staff and reporting to external watchdogs. Failure to locate a contract undermines the University's accountability. Key benefits of the Contract Management System to the University include:
Good contract storage and management is a collective responsibility which all members of staff have an equal obligation to maintain. Please refer to the Contract Management Guidelines for more information.