Contract Review: Submit and Track Requests in TeamDynamix

Introduction

This article explains how to submit a contract for review at Ithaca College using TeamDynamix. It outlines the steps for completing the Contract Review Form, uploading documents, and tracking the status of your request.

Audience

This article is intended for Ithaca College faculty and staff who are submitting contracts for review by required IC personnel prior to signature by an authorized signatory.

Platform

TeamDynamix

Table of Contents

Important Terms

• Contract Requestor – The IC employee completing the request form. May or may not be the contract owner.
• Contract Owner – The IC employee responsible for negotiating the agreement and managing the review process.
• Authorized Signatory – The individual authorized to sign contracts on behalf of Ithaca College.
• Contract Review Team (CRT) – Reviews agreements and advises the Owner and Signatory.
• External Party Name – Vendor or company name (e.g., Microsoft).
• Product Name – Name of the product or service (e.g., Office 365).
• HECVAT – Higher Education Community Vendor Assessment Toolkit, used to assess vendor cybersecurity practices.
• COI – Certificate of Insurance, required by IC’s Risk Management before vendor work begins.

Instructions

1. Submit a Contract Review Request

1. Go to Contract Review Request or log in to ithaca.teamdynamixpreview.com.
2. Click Sign In and use your IC credentials.
3. Select Services > Information Technology > Projects and Professional Services.
4. Click Contract Review.
5. Click Submit Contract Review (green button in sidebar).
    

2. Complete the Contract Review Form

Reference Links

Review these before completing the form:

• Contract Review and Approval Policy
• Signatory Authority Information
• Insurance Standards
• Does My Contract Require Legal Review?
• Contract Templates
   

Initial Information

1. Enter:
   • External Party Name (e.g., Microsoft)
   • Product or Plan Name (e.g., Office 365)
   • Product Description – Explain what the product does and its key features
   • Business Use Case – How does this product support IC operations or goals? 
   • Target Start Date – Allow 4 weeks for review
2. Select Contract Type:
   • Template – Choose the template and note any modifications
   • Vendor Provided – Choose type/subtype. IT-related contracts will prompt additional questions

Contract Owner Information

• Enter Contract Owner Name
• Enter Authorized Signatory – Required to submit
  Refer to Signatory Authority Information if unsure

Vendor Contact Information

• Enter Primary Representative (required)
• Enter Secondary Representative (optional)

Contract Details

• Refer to:
  • Request a New Supplier
  • Supplier Registration Instructions
• Complete all required contract fields
   

3. Additional Questions for IT Contracts

• HECVAT – Must be uploaded. If missing, requester must obtain it from the vendor
  Resources:
  • EDUCAUSE HECVAT Toolkit
  • Vendor Security Assessment Process
• SSO Preference – IC prefers Single Sign-On for security
• PCI Compliance – If vendor requires payment via their platform, an Attestation of Compliance is needed
   

4. Upload Documents

1. Click Browse
2. Select all relevant files (quote, contract, addenda, HECVAT)
3. Click Open
4. Click Submit

Track Contract Status

• Log in to http://ithaca.teamdynamixpreview.com/
• Select Services > Ticket Requests

Status Definitions

• New – Submitted, review not yet started
• Under Review – Initial review in progress
• In Negotiation – Changes being discussed with vendor
• Insurance Review – COI review in progress
• Signatory Review – CRT recommendations with Signatory for consideration
• Awaiting Signed Contract – Contract out for signatures. Waiting for final agreement to be uploaded to the ticket
• Upload to Oracle – Signed contract received, with procurement for repository
• Closed – Fully executed contract uploaded to Oracle. Ticket closed!

Post New or Respond to Comments

• Scroll to the Feed section of your ticket
• Click Comment
• Add recipients (e.g., Legal Team, Risk Management, Procurement, or Individual Contact)
• Type your comment
• Click Save

Upload Signed Contracts

Manual Upload

1. Click Add Attachment
2. Choose file location (Computer or OneDrive)
3. Click Browse, select files, then Click Open
4. Click Submit

Drag and Drop

• Drag files to the Attachments box on the right side of the ticket

Timing

Submit contracts at least 4 weeks before the target start date to allow time for review, edits, and negotiation.

IT Contracts

Software and cloud service contracts require additional IT@IC review for integration and security.

A completed HECVAT form is required.

Academic software purchases for classroom use must be pre-approved by ETAC.

Add Vendor to Oracle

• Request a New Supplier
• Supplier Registration Instructions

Additional Resources

• Contract Review and Approval Policy
• Signatory Authority Information
• Insurance Standards
• Vendor Security Assessment Process
• Does My Contract Require Legal Review?
• Contract Templates
• EDUCAUSE HECVAT Toolkit
• Request a New Supplier
• Supplier Registration Instructions