Contract Statuses Report

The contract status report will aid in identifying the status within an organization. This report can be run to view a specific contract or to view all contracts within a department.

This guide will cover:

• Navigating to the Transactional Reporting Table of Contents

• Locating the report on the Table of Contents

• Narrowing down the report with the prompts

• Running and interpreting the report

 

Information

The contract status report will aid in identifying the status of a contract within an organization. This report can be run to view a specific contract or to view all contracts within a department. If you have any questions about a contract, contact the Office of General Counsel.

Step One

Navigating to the Transactional Reporting Table of Contents

• Navigate to WyoCloud and click on the Reporting Table of Contents tile.

Step Two

Locating the Report on the Table of Contents

• Under the "Other Financial Reports" heading on the Table of Contents, click on Contract Statuses link.

• The report will open in a new browser tab and will begin to run automatically to display all contracts.

 

Step Three

Narrowing down the Contract Status report with Prompts

• You may use any of the following prompts on the left side of the screen to narrow the report to show data that is relevant to your needs.

Note: in most cases, you can leave a prompt blank or leave the default in any prompts.

• Contract End Date From – start date on the contract

• Contract End Date To– end date on the contract

• Contract Number – a number associated with the contract

• Supplier Name - The associated supplier on the contract

• Department – UW academic or non-academic department the contract is associated with

 

• After selecting desired prompts, click Apply.

 

Step Four

Running and Interpreting the Report

• When the report finishes loading, the data will display to the right of the prompts.

• To export the report to excel, click on the gear icon in the upper right corner. Click Export and then Excel.

• The excel file will download and you can open the file in the necessary means based on the web browser used. You have the ability to sort and filter for the information you would like to see within excel.

• Below is a list of each column and a description of its input:

  • Contract Number – the number of the contract assigned during the creation of the contract

  • Contract Name – the title that is used to identify the contract

  • Supplier Name – the supplier for goods or services the contract is for

  • Supplier Selection - Process to become a registered supplier, such as a RFP

  • Contract Type – the type of contract listed such as UW Grant or Service Contract

  • Contract Submitted - the date on which the contract was submitted

  • Contract Approved Date – the date on which the contract was fully approved (note: if this column is blank, the contract is still pending approval)

  • Contract Signed Date – the date when the contract is signed (note: if this column is blank, the contract is still pending a signature)

  • Contract Start Date – the start date of when the contract begins

  • Contract End Date – the end date of a contract with a definite end date

  • Status – this identifies the current status of a contract such as:

    • Expired – the end date entered for the contract entry has passed

    • Active – the contract process is complete

    • Sent for Signature – the contract has been sent to the UW signer for signature

    • Pending Signature – the contract has been approved and general counsel is in the process of sending it to the UW signer for signature

    • Pending Approval – the contract is still in approvals (to see who the contract is pending approval with, look up the contract through the contract module and review the History tab. Within the History tab, review the list under the Approval History header.)

    • Draft – the contract is in draft stage and submission still needs to be completed. If a contract is rejected by an approver, the contract will go back into draft status as well. The contract owner will need to address the issues and resubmit.

    • Under Amendment – An amendment to the contract entry has been created

    • Canceled – the contract has been canceled

    • Closed – the contract has been completely closed out

  • Purchase Category - purchase category used in the contract

  • Contract Description - additional information related to the contract and its purpose

  • Role – the role of contract signer or contract owner to the contact name

  • Contact Name – a person who owns the contract or a person who is responsible for the signature

  • Department – the UW department name the contract is associated with

  • Amount – an agreed amount quoted in the contract