May

2024
V3.4

Ariba Guide – Creating &

Submitting a Contract Request
PROCUREMENT OPERATIONS
 Quick Reference Checklist: Contract Request

Step One: Locate and Open the Contract Workspace for the Contract
By creating your Contract Request from the Contract Workspace (CW), much of the detail will be completed.
• Locate and open the Contract Workspace;
• Click the arrow next to Actions and select Follow-on Project;
• Select Contract Request (Procurement);
• If you are unsure how to locate the CW, contact Procurement for assistance.

Step Two: Complete New Contract Request Fields

• Insert Title in Name field: The title should identify the Good or Service being sought. Do NOT use the name
of a vendor or previous contract.
• In the Description field, add specific details about the change to the contract, for example: ‘Amendment
required to renew contract for an additional option year and add additional funds’;
• Leave Test Project as No;
• In the Contract Amount field, enter the full value of the initial term of the contract (e.g., 3 years at $100.000
per year is $300,000);
• Contract Change Request Details – Enter detailed information about the request.
• Leave Copy all documents from the parent project? as No;
• Leave Copy all groups from the parent project? as No;
• Confirm the other fields are accurate;
• Check Select All Funding Authorizations that Apply is correctly populated from CW if applicable (PNS
clients) – only available when 100 series Dept. selected;
• After the fields are completed and as detailed as possible, click Create at the top or bottom right-hand side.

Step Three: Upload Supporting Documents to the Contract Request & Submit

• Click on the Documents tab of the Contract Request;

• Click Actions at the top right of screen;
• Under Upload select Documents;
• Select Browse or Choose File and locate the document you wish to upload (or drag and drop);
• In the Description field, enter a short description of what is contained in the document being uploaded;
• Leave Announce the creation of this new document and Unzip contents to project boxes unchecked;
• Click Create at the bottom-right of the screen;
• Repeat steps to upload each document. Documents should NOT be uploaded in one large PDF file. Each
document should be uploaded separately;
• Once you have finished uploading all documents, click each one and select Publish to change the status
from Draft;
• Click the Tasks tab;
• Click the arrow next to the Submit task name and select View Task Details;
• Do not alter # 1 and # 2 on this screen;
• You may insert additional information in the Provide an initial message and click Submit box. Note
however, this will be viewed by the Approver, not by the Specialist who is later assigned;
• Click Submit. Under the Tasks tab, confirm the status indicates In Approval. If it says Not Started, you
have NOT sent the CRW to Procurement and they will not receive any notification.
Contents
Introduction ....................................................................................................................................................... ii
What is a Contract Request? ........................................................................................................................ ii
When is a Contract Request Required? ....................................................................................................... ii
Section 1: Creating a Contract Request .......................................................................................................... 1
Locating the Contract Workspace ............................................................................................................... 1
Creating the Follow-on Project (CRW) ......................................................................................................... 2
Completing the Contract Request Form ...................................................................................................... 3
Note on Selecting Commodities .............................................................................................................. 5
Section 2: Uploading Supporting Documents ................................................................................................. 7
What Documents Do I Need to Upload? ...................................................................................................... 7
How to Upload Documents .......................................................................................................................... 7
Section 3: Submitting the Contract Request ................................................................................................... 9
Approved Contract Request ....................................................................................................................... 10
Denied Contract Request ............................................................................................................................ 10
Creating a New Round ............................................................................................................................ 10
Checking the Request has Been Submitted .............................................................................................. 10
Additional Help/Support ................................................................................................................................. 11
Appendix 1: Multilevel Dropdown Fields ....................................................................................................... 12
Use Keywords .............................................................................................................................................. 12
Drill Down ..................................................................................................................................................... 13
Appendix 2: Replace Documents ................................................................................................................... 14
Version History ............................................................................................................................................ 15
Document Revision Table............................................................................................................................... 17

|i
Introduction
This document outlines what a Contract Request is, when it is used, and provides a step-by-step guide
for creating a Contract Request, uploading supporting documents, and most importantly, submitting
the Contract Request.

NOTE: This document is subject to change as updates are applied to Ariba. The latest
version of this document can be found on the Procurement Portal on the PSE Resources
page under Reference Guides for Ariba Users.

You can also use the Quick Reference Checklist which you will find at the beginning of this document.

What is a Contract Request?

A Contract Request (CRW) is a request to modify, amend or extend an existing contract for goods,
services or construction. Contract Requests are an essential part of Procurement’s Contract
Management process. Some typical requests include amendments to project scope, dollar value, and
expiry date. Contract Requests must be submitted to Procurement for review prior to engaging a
vendor. Procurement will review requests to ensure compliance with the contract requirements.

When is a Contract Request Required?

DO submit a Contract Request IF

• there is an existing contract in place for the good, service, or construction (contract
requests are for changes to scope, dollar value, extensions, etc., not purchases).

DO NOT submit a Contract Request IF

• you are purchasing off an existing Standing Offer.

The diagram below shows the workflow process for a Contract Request.

(Client) (Procurement) A Procurement Specialist

Locate existing Review & is assigned to identify
Contract Workspace, Approve/Deny next steps in the
Create & Submit CRW Contract Request procurement process

TAKE CARE! When creating a Contract Request, it is important to first search the system
to find any existing Contract Workspace (CW). If it can’t be found, and you believe it is
there, then submit a ticket to Procurement Support.

| ii
Section 1: Creating a Contract Request
There are four steps to creating and submitting a Contract Request. A Contract Request is ALWAYS
created as a Follow-on Project.

IMPORTANT! As mentioned above, you MUST submit the CRW to Procurement for review
BEFORE engaging the vendor to formalize these changes. Procurement will review for
compliance with contract terms and conditions.

1. Locate the Contract Workspace in Ariba.

2. Create a Contract Request as a Follow-on Project (fill in the form).
3. Upload supporting documents.
4. And the final step, most importantly, is to Submit the Contract Request.

TAKE CARE! This fourth and final step is often missed and can cause delays!

Locating the Contract Workspace

A Contract Request (CRW) is always created as a follow-on project from the Contract Workspace (CW).
Therefore, the first step is to search for the CW in Ariba. You can search for it by number (CW#), or
name (or part of name). Once you locate the Contract Workspace, you create the Contract Request
from it and much of the detail will be pre-populated. However, do not spend too much time searching
for something that may not be there or that you may not have access to. If you are unable to locate it,
contact Procurement Support (see warning note above in the Introduction).

1. Navigate to the search bar on the HOME tab of the Dashboard.

2. From the Search bar, click the down arrow key beside the Search bar and select Contract
Workspace (Procurement) (Figure 1).

Creating & Submitting a Contract Request v3.4 Section 1|1

 Figure 1
3. In the Search bar type the CW# (e.g., CW5519), or the name/title or part name, and click the
magnifying glass.
4. Add filters to narrow down the search if necessary.

For more help on searching in Ariba, see the Quick Reference guide or this short Webinar.

Creating the Follow-on Project (CRW)

Once you have located the Contract Workspace in Ariba, click and select Open.

1. Navigate to the Overview tab. Verify it is the correct Contract Workspace (ID No., Title, etc.).
2. Click the down arrow key beside Actions and select Follow-on Project (Figure 2).

Creating & Submitting a Contract Request v3.4 Section 1|2

 Figure 2

3. Select Contract Request (Procurement). The Create Contract Request (Procurement) screen
appears (Overview form).

Completing the Contract Request Form

The Overview form captures key information. Note that, as the Contract Request has been created
from a Contract Workspace, many of the fields will already be populated.

1. Complete the fields as follows, leaving others ‘as is’ unless otherwise required. Ensure all
mandatory* fields are completed.

Label Description
Name:* The title should clearly identify the change required for good, service or
construction. For example, Extend Oracle Maintenance OA; RSO Increase to
OA# for XXX. Do NOT use the name of a vendor or previous contract.

Creating & Submitting a Contract Request v3.4 Section 1|3

 Label Description
Description: Specific details should be inserted here regarding the requested changes
to the contract. For example, engaging a renewal option, allowable change
in scope, additional funds, etc.
IMPORTANT! The CRW must be submitted to Procurement for review
BEFORE engaging the vendor to formalize these changes!
Copy from Contract: Leave as is (no value).
Test Project:* Default is No – leave as is.
Base Language: Default is English; the other option is French.
Supplier: The supplier is added here and is populated from Contract Workspace.
Affected Parties: This field is populated from Contract Workspace, usually with the supplier
added above; more Affected Parties (in the case of multiple suppliers) are
added here, if applicable and listed in alphabetical order.

Contract Amount: The current contract amount is populated from the Contract Workspace
and is the full value of the initial term of the contract. For example, 3 years
at $100,000 per year is $300,000.
Commodity:* This field should already be populated; however, it can be edited and/or
added to, if applicable. NOTE: When choosing a commodity only Level 2 or
lower can be selected (see Figure 4). You will get an error if you choose a
Level 1 (see Note on Selecting Commodities below this table).
Division /Dept. This field is already populated; however, it can be edited, if applicable.
/Region:* Click Search more and drill down to find your specific department (see
Appendix 1: Multilevel Dropdown Fields for more information) – you will be
UNABLE to select the parent categories (ending in ‘000’), such as the
Province of Nova Scotia, Nova Scotia Health Authorities, or Nova Scotia
School Boards.
• PNS Departments can be accessed by clicking the  beside Province
of Nova Scotia.
If request is for a Province wide contract, choose all lower-level branches
that are applicable (i.e., those who share equal responsibility).
Predecessor Project: This field is pre-populated from the CW.
Procurement Type:* This field should be pre-populated from the CW but can be edited. This
selection will decide which procurement group (goods, services, clinical or
construction) the request is assigned to.
• NOTE: If this selection is not correct, delays can occur. For example,
the Construction group cannot approve Clinical or Goods & Services
and vice versa.
• Be Specific. Take your time to choose the CORRECT category as this
determines the routing of your CRW to the appropriate team within
Procurement (e.g., Clinical Equipment Maintenance/Service, choose
the respective CLINICAL Procurement Type).
• If unsure, click the info ⓘ button and the link to view the document for
detailed descriptions and examples of procurement types.

Creating & Submitting a Contract Request v3.4 Section 1|4

 Label Description
• See note below if Information, Communications & Technology (ICT) is
the procurement type selected here.
NSDS Portfolio If ICT procurement type is selected above, this field and the one below
Director:* appear. The first is mandatory. An NSDS director or other contact MUST
be entered here. Click the Info symbol to access the link if you are unsure.

Legal Representative If this is a complex digital procurement or amendment, you will need to
Contact: complete the Legal Services Intake form, which can be accessed via the
Info (?) symbol tool tip.

Contract Type:* This field is populated from the CW.

Funding This field only appears when an applicable Division/Dept /Region Branch
Authorization level is selected (e.g., PNS), is mandatory, and is carried forward from the
Required?* CW. Choices are Yes or N/A.

Who is the Subject Enter the name, title, phone number and email of SME for Procurement to
Matter Expert for contact. This individual is the person in your organization who is currently
Procurement to best suited to discuss requirements. This field is mandatory.
Contact?:*
Contract Change Mandatory field. Enter the change details, such as the value of the contract
Request Details:* change request, new expiration date, contract term, Outline Agreement,
and/ or whether this is for an optional renewal year, or if an ALTP is
required, etc.
Copy all documents Default is No. Leave as is.
from the parent
project?
Copy all project Default is No. Leave as is.
groups from the
parent project?
Agreement Date: On the right-hand side, this field is the date the contract is signed.

Term Type:* Default is Fixed.

Effective Date:* The date the contract comes into effect; may already be populated but can
be changed, if applicable.

Expiration Date: May be populated from the Contract Workspace; if so, clear this field as it
is no longer valid.

2. Click Create.

Note on Selecting Commodities

As mentioned in the table above, only Level 2 or lower can be selected or you will get an error as in
Figure 3below.

Creating & Submitting a Contract Request v3.4 Section 1|5

 Figure 3

Figure 4

For example, in Figure 3 above, Office Equipment and Accessories and Supplies has been selected (2-
digit code). This will return an error.

If you require all the commodities within that category, then you will need to choose all within as shown
in Figure 4.

REMEMBER: Although the Contract Request has now been created, Procurement can’t
see it yet! There is still some work to do before submitting it.

The next step in the process is to upload supporting documents.

Creating & Submitting a Contract Request v3.4 Section 1|6

Section 2: Uploading Supporting Documents
Now that the Contract Request has been created, the next step is to upload any supporting documents.
These documents vary from project to project. Their purpose is to provide examples and context to
help procurement understand and approve the request. For example, the original contract and outline
agreement (if there is one) and any related documents such as new specifications and itemised price
changes.

What Documents Do I Need to Upload?

Below is a list of the kind of supporting documents you may need.

 Copy of previous tender document and addendum documents (or one from another
jurisdiction)
 Copy of previous contract and amendments
 Market Research (if available)
 Specifications (if available)
 SOW – Statement of Work

If this is a request for an ALTP, please ensure the following documents are included:

 Signed ALTP (If support already received from Procurement)

 Contract to accompany ALTP (If the contract has already been signed, you must include
with your request)
 SOW - Statement of Work
 Quote(s)

How to Upload Documents

1. Navigate to the Documents tab.
2. Click the Actions button to expand menu.
3. Under Upload, select Document. The Create Document screen appears.
4. Upload file: Click the Browse or Choose File button to locate the file to upload. You can also
drag and drop the file into the box.

File names should reflect the content (e.g., Original Contract) and be uploaded one at a time, not
grouped into one large file.

5. Description (optional): Enter a short description of the file contents, if applicable (for example,
Itemised changes updated March 10, 2024). Note that the file name will transfer over if no
description is added.
6. Click Create  Done.
7. Repeat steps 2-6 above to add more documents as required.
8. Select Publish for each one.

Creating & Submitting a Contract Request v3.4 Section 2|7

 Figure 5

In Figure 5 above, a PDF file and an Excel Workbook have been added and published.

If you inadvertently uploaded the incorrect file, follow the instructions to Appendix 2: Replace
Documents.

Creating & Submitting a Contract Request v3.4 Section 2|8

Section 3: Submitting the Contract Request
Once all the supporting documents have been uploaded, and the details thoroughly checked, the
Contract Request must be submitted to Procurement for review. If this step is missed, Procurement
will not see it!

REMEMBER: Be sure to double-check that all the information you have entered is
correct and relevant, and check that all the required documents have been added. If
you need to replace any documents, follow the steps in Appendix 2: Replace
Documents. Once you are certain all necessary information has been added, follow
the steps below to submit the request.

1. Navigate to the Tasks tab.

2. Select the dropdown beside
the task, and Action  View
Task Details. The Approval
Task screen is displayed
(Figure 6).
3. Steps 1 and 2 require no
action.
4. Step 3: Optional – if required,
enter a brief description. Note
however, that this will be
viewed by the Approver and
not the Specialist to whom it
is later assigned.
5. Do NOT add attachments to
the task as they may be
missed. Attachments are
always added via the
Documents tab.
6. Step 4: Click Submit.

Once the Contract Request has been

submitted, the status under the Tasks Figure 6
tab changes from Not Started to In
Approval.

NOTE: This is a good way to check to see if the Contract Request has been submitted to
Procurement. See Checking the Request has Been Submitted.

Creating & Submitting a Contract Request v3.4 Section 3|9

Approved Contract Request
When a Contract Request is approved, an email notification is sent to you and under the Tasks tab, the
line-item status changes from In Approval to Approved, and there is a checkmark beside it. This means
the Contract Request has been approved to move through to the next step of the Procurement process.

Denied Contract Request

Procurements vary in their complexity, and the process for approving Contract Requests reflects this.
A denied Contract Request is no reason to panic! There will be a valid reason and the opportunity to
submit another round (a revised request) if applicable.

When a Contract Request is denied, an email notification is sent with the reason (Figure 7), the status
changes from In Approval to Denied, and there is an exclamation mark beside the Task and the status
reads Denied.

Figure 7
The Request status will be set to ‘on hold’ until the new round has been received and approved.

Creating a New Round

From the Task History screen, you can view the Reviewer comments and there is an option to submit a
New Round.

1. Click New Round.

2. As before, steps 1 and 2 need no action.
3. Next, review the comments and add a message and any missing information, and ensure you
have added any missing files via the Documents tab, if required.
4. Click Submit.

Once the New Round is submitted, the status changes again from Denied to In Approval, and when it is
approved, the status will change to Approved and you will receive an email notification.

Checking the Request has Been Submitted

As mentioned above, you can check the status of the request from the Tasks tab. Look at the symbol to
the left of the task and the status in the Status column. See Figures 8-10 below for examples.

Creating & Submitting a Contract Request v3.4 S e c t i o n 3 | 10

Figure 8

Figure 8 above shows the task has not yet started, which means the request has been created, but not
submitted to procurement. Procurement cannot see it yet.

Figure 9

Figure 9 above shows the task has been submitted to Procurement and is awaiting approval.

Figure 10

Figure 10 above shows the task has been approved.

REMEMBER! Always use the Tasks tab to check the status of the Contract Request to make
sure that it has been submitted to Procurement.

Additional Help/Support
See the next sections Appendix 1: Multilevel Dropdown Fields and Appendix 2: Replace Documents.

For more help on Contract Requests not covered in this guide, submit a ticket to Procurement Support.

Creating & Submitting a Contract Request v3.4 S e c t i o n 3 | 11

Appendix 1: Multilevel Dropdown Fields
Ariba sometimes requires you to search a multilevel dropdown field, such as the Commodity and
Division/Dept./Region field in the Overview Form when creating a new Sourcing or Contract Request.
These fields can be navigated using keywords and/or drilling down using the dropdown arrows.

Use Keywords
1. Navigate to the relevant field (Commodity or Division/Dept./Region).
2. Start typing the Commodity or Division/Dept/ Region name and click Search More (Figures A1 &
A2).

Figure A 12

Figure A 21

3. Drill down if necessary, by clicking the  symbol to expand.

4. Check the box beside the required Commodity or Division / Dept /Region (Figures A3 & A4).

Figure A 3

5. Click Done.

Ariba Guide M u l t i l e v e l D r o p d o w n F i e l d s | 12
 Figure A 4

Drill Down
You can also drill down using the dropdown arrows to locate the required Commodity or Department.

1. Navigate to the relevant field (e.g., Commodity or Division/Dept./Region).

2. Click the dropdown arrow next to the field and click Search more.
3. Use the  symbol to drill down and navigate to the required Division/ Dept/ Region, or
4. Start typing the Commodity or Department name in the Search field and click Search.
5. Select the box beside the required Commodity or Department at the lowest level (Branch level)
(Figures A3 & A4).
6. Click Done.

TAKE CARE! You will not be able to select the parent categories at Division level (any
ending in 000), such as the Province of Nova Scotia, Nova Scotia Health Authorities, or
Nova Scotia School Boards. You must select the lowest level, that is, the branch level
specific to your department.

Ariba Guide M u l t i l e v e l D r o p d o w n F i e l d s | 13
Appendix 2: Replace Documents
If you inadvertently add the wrong document to a Sourcing Request or a Contract Request, or you
simply want to replace it, there is a feature within Ariba that allows this.

1. Navigate to the Documents Tab of the Request.

2. Click the document you wish to replace.
3. Select Replace Document from the menu (Figure B1). The Replace Document screen appears
(Figure B2).

Figure B 21
4. Click the Choose File or Browse button, locate the file and click
Open.
5. Or Drag and drop the file into the box.
6. Add a description.
7. Click Replace.

If the file has the same name and type, the next screen that appears
is the Save Version screen. If it has a different name and/or type, the
Figure B 12
following options will be available:

• Use the original document name and continue uploading of file

• Replace the document by the uploaded file
• Select another file for upload

8. Make your selection and click OK. This will open the Version Edit screen, which gives the option
to save the changes as a new version or to continue editing v1.
• If Yes, save as v2 is selected, you can enter a version comment.
• If No, save and continue editing v1 is selected, the Version Comment box disappears.
9. Enter version comments if applicable.
10. Click Save.

Ariba Guide R e p l a c e D o c u m e n t s | 14
Version History
To view the version history of a document:

1. Navigate to the Documents tab and locate the document you wish to view.
2. Click the document and select View Details from the menu.

The Document Overview tab is displayed (Figure B3). This shows the name of the document,
description (if added), status, version number, version comment (if added) etc.

Figure B 3

3. Click the Version History tab. This displays the document name(s) and the version numbers
and who modified the document.

In Figure B 4 below there are versions 1 and 2, and v2 has been replaced and is being edited. The
Version History will always show the original version of the document.

Ariba Guide R e p l a c e D o c u m e n t s | 15
Figure B 4

From the Overview tab, you can click the Actions button and choose from the following:

• Publish (good practice)

• Add to Quick Links
• Delete (current version)
• Delete Old Versions

And under Document:

• Save as New Version

• Or Revert.

Ariba Guide R e p l a c e D o c u m e n t s | 16
Document Revision Table

Revision History
Date Version Author/Editor Requestor Description
November 9 2023 3.0 Seonaid Macfarlane Seonaid Macfarlane Reformat and new screen
captures/wording where
applicable.
November 21, 2023 3.1 Seonaid Macfarlane Seonaid Macfarlane Minor edits and addition of
subheadings.
January 23, 2024 3.2 Seonaid Macfarlane Seonaid Macfarlane Updated two new fields
when ICT is the procurement
type.
April 10, 2024 3.3 Seonaid Macfarlane Jennifer Grace/ Tina Updated throughout to
Garrison emphasize that a CRW must
be submitted to
Procurement before
engaging vendor.
May 8, 2024 3.4 Seonaid Macfarlane Tertius Addey Update to include new
‘Contract Request Details’
field when creating a new
CRW.

© Province of Nova Scotia, 2024

Reference Guide: Creating & Submitting a

Contract Request
Department/Division