Brown Contract Management

Access the Brown Contract Management System here!

The University implemented a contracts management system on April 28 that will be utilized for managing contracts related to the purchase of goods and services.  Submitting a contract request in the contract management system replaces the process of submitting a google form request for contract review to Strategic Purchasing, Contracts & Insurance (SPCI) or Computing & Information Services (CIS).

The Brown Contract Management system provides a paperless process for requesting contract reviews and creates a process to initiate the use of Professional Services Agreements, guest speaker agreements and other University developed contract templates. 

Now that the system is live, all contracts for the purchase of goods and services will be created in The Brown Contract Management System (BCM). 

Other system features include:

  • Visibility into workflow process
  • Automated routing to the appropriate reviewing office (SPCI or CIS)
  • Improved version control of University contract templates
  • Automated notifications of important contract dates
  • Communication related to the contract available in one place
  • DocuSign enabled to facilitate collection of signatures
  • Contract repository for better coordination between departments

Who needs Access to BCM?

  • If you are someone who needs to have a contract reviewed, you need access to BCM.
  • If you are someone who will be requesting Brown PSAs over $3,000, you need access to BCM.
  • If you are someone who will be requesting amendments or renewals of existing contracts (including PSAs over $3,000) , you need access to BCM.
Anything that was previously being submitted for review through the “google forms” process for SPCI contract review or CIS contract review will now be handled through BCM.   If you didn’t manage contracts in your area in the past, you probably don’t need access.  An exception to that would be if you previously handled PSAs that were available in PDF form for your area because those are no longer available for PSAs over $3,000.

Training and Access

Training modules are available and are provided through Workday Learning.  Additional training support is also available through the use of open labs and job aids.  Training will be required for individuals who are assigned roles that provide access to the new Brown Contract Management System.  Questions about the the Brown Contract Management System can be directed to contractmanagerpurchasing@Brown.edu.

For access to the BCM system, please complete a Help Ticket.

1. Be sure training is complete.
2. Visit https://ithelp.brown.edu/new-ticket
3. Log in if you are not already
4. Choose ACCESS request
5. Choose APPLICATION LIST
6. Enter your name and the name of the person you are submitting the request for (if applicable)
7. In the application list, choose Brown Contract Management System (BCM)
8. Include any notes
9. Submit
10. The request will be sent to your supervisor and the BCM System Administrator for approval.
11. Once approved and training is complete, you will receive the BCM access link and confirmation you have been activated in the BCM system.

Project History

The Brown Contract Management system is live. The system provides a paperless process for requesting contract reviews and creates a process to initiate the use of Professional Services Agreements, guest speaker agreements and other University developed contract templates.
PSA templates will be created within the system and the PDF versions of the templates are no longer to be used for engagements where a purchase order is required (e.g. over $3,000 or more than one payment). Making this change provides a process that better aligns with the Department of Labor compliance requirements related to determining the status of an independent contractor. The Spring 2021 OGC Bear Tracks Counsel newsletter highlighted the importance of this process.

Now that the system is live, contracts for the purchase of goods and services will be reviewed and processed in The Brown Contract Management System (BCM).

Other system features include:

  • Visibility into workflow process
  • Automated routing to the appropriate reviewing office (SPCI or CIS)
  • Improved version control of University contract templates
  • Automated notifications of important contract dates
  • Communication related to the contract available in one place
  • DocuSign enabled to facilitate collection of signatures
  • Integrated with Workday
  • Contract repository for better coordination between departments

Training modules have been created and are provided through Workday Learning. Additional training support are available through the use of open labs and job aids.  The Policy for Hiring Consultants/Independent Contractors has also been updated to include the new procedures.

Project Background:
The University worked with Huron Consulting Group to complete an assessment of procurement and contracting processes at Brown.  Huron identified several areas to target for improvement. The Brown Contract and Policy Management system and BrownBuys marketplace are two of the recommendations that are being implemented at this time.

October 2020 – Ongoing Projects started – Program Planning and Governance activities
November 2020 – March 2021 Design  & Configuration work
January 2021 – April 2021 Solution Validation activities
January 2021 – March 2021 Training development & Support plans to prepare for Go-Live
April 2021 Brown Contracts System is live
May 2021 – June 2021 BrownBuys Marketplace is live

Visual Timeline

Brown Contract Management System Information Session 3-30-21 Presentation Slides